RDPWin

Vendors - Statements

Click here for Vendor List.
Click here for a Vendor Tutorials.

(Work Orders & Asset Management (RZ) or Enhanced Housekeeping Module (S2) modules required.)

Overview

Both the Work Order and Housekeeping Vendor Statements use the same format for processing statements with one exception: the default statement report set on the respective configuration forms. Review, print, and e-mail statements for a single or all vendors. RDP recommends that statements be printed and reviewed in detail before finalizing. Printing and reviewing statements can be done at any time throughout the month. Once finalized, the system closes the statement. The statement represents what is owed to the work order vendors for all posted payables.

Vendor Statements

Vendor Statements provide the balance due from the last billing period plus any new work order activity and direct charges not marked as no-print, as well as payments from and refunds to the vendor. Transactions marked as non-printing (with an "*") do not print on the statement. The sum of all non-printing transactions must be zero or statements do not print at all.

Select Vendors

Find Vendor

When Single Vendor is checked, click "Find Vendor" to select a single vendor name which is automatically sent to the "Starting Vendor" field and the "Ending Vendor" fields.

Single Vendor

Check the box to signify the processing of only one vendor statement. When the Starting Vendor is already selected when the box is checked, the Ending Vendor field is populated with the same vendor name and the field is disabled. When Starting Vendor is not already selected when checked, the Ending Vendor field is disabled and populated with the vendor name selected from the Starting Vendor drop-down or from the Find Vendor function. The default setting is unchecked or "All Vendors".

Number or Name

Select name to populate the Starting and Ending Vendor lists sorted by last name, or select Number to to populate the Starting and Ending Vendor lists sorted by vendor number.

Starting and Ending Vendor

When printing a range of statements, select from the drop-down list to signify with which Vendor to start and with which to end. For example, process statements for Vendor Numbers 123 - 428 or Dunn - Miller.

Select Statement

Include Statements with No Activity and Zero Balance: "No Activity" is defined as no transactions for the statement period. Check the box to process all statements for the selected vendor(s) regardless of activity. Statements with credits, amounts due, and zero balances are all included. This field is disabled until at least a starting or ending vendor is selected.
New Activity Since Last Statement: This default setting prints a statement for the selected vendor(s) displaying only transactions that have a date between the last statement date and the New Activity Ending Statement Date or all new activity for a vendor since the last statement marker.
Previous Statement: Select the Previous Statement radio button to access the most recent statement for the selected vendor(s).
New Activity Ending or All Vendors Previous Statement Date: When processing for multiple vendors and "New Activity Since Last Statement" is selected, this field is titled "New Activity Ending Statement Date" and offers the calendar for date selection. When processing for multiple vendors and "Previous Statement" is selected, this field changes to "All Vendors Previous Statement Date" and offers the calendar for date selection. The default is the current system date.
Single (All) Vendor Previous Ending Statement Dates: When processing for a single vendor and Previous Statement is selected, the Single Vendor Previous Statement Dates field is populated with the dates of previous statements for that particular vendor and allows selection of one from the drop-down list. When processing for multiple vendors, the All Vendors Previous Statement Dates offers the calendar function for date selection.
Statement Report and Browse: Click the Browse button to search through folders to locate the appropriate home for the file. The default statement is set on the Work Orders | Vendors | Configuration Options tab.

Statement Actions

Print Tab

Once charges and payments have been posted, statements can be printed or e-mailed. Select the Starting and Ending Vendor to enable the Print tab and print statements for the selected vendor(s). Vendor Payables must be processed prior to printing statements.
Select a Previous Report to View
Select past statements from the drop-down and click Display to view prior statements.
Printer
Select which printer to send the statements for printing from the drop-down menu. If the desired printer is not in the list, see your system administrator.
Print One/All Statement(s)
Click to print statements for the selected vendor(s). A warning is displayed and requires confirmation before the print process is begun.
Preview One Statement
Click to display a sample of the selected report in the Crystal Reports report viewer. There is a slight delay the first time a report is accessed during each user session. Any additional previews display much faster until the user logs out.
Cancel
Once a print button is clicked, a Cancel button appears to allow discontinuation of the action.

After the balance forward statement is printed, review it carefully. There are many possible errors that may have occurred and need to be corrected before printing the final copy of the statement for the customer. Possible errors include:

Incorrect format. For example, the text "YOUR COMPANY NAME HERE" may still appear on the form. The statement forms must be modified with the report writer prior to printing.
Incorrect ending statement date (causing some new transactions not to appear).
Missing transactions because of incorrect use of the "*" no-print flag.
Extra transactions because they were not marked as "no-print".
Missing transactions because they were not posted.
Missing payments because they were not posted.

Once printed, reviewed, and corrected, statements must be finalized so the next statement does not include all activity instead of just new activity. Even if no corrections were made to the first statement, statements must be re-printed.

E-mail Tab

Once charges and payments have been posted, statements can be printed or e-mailed. Select the Starting and Ending Vendor to enable the E-mail tab and send electronic versions of statements for the selected vendor(s). Vendor Payables must be processed prior to e-mailing statements. This only applies to Vendors that have e-mail addresses on record.

Select a Previous Report to View

Select past statements from the drop-down and click Display to view prior statements.

Statement Report Format

The Crystal Report is attached to the e-mail as either an Adobe PDF file or a Word File. Since PDF format is better protected against changes by the guest, RDP suggests using this format when attaching statements to an e-mail. Crystal Reports is not exported to HTML and/or included in the body of the e-mail because web-based e-mail such as Yahoo and Hotmail actually renders the HTML unreadable. When sending a PDF statement, the Adobe website should be referenced (www.Adobe.com) since the PDF Reader may not be installed on all computers. This is a free download available on all computer platforms.

To

When the selected vendor has an e-mail address on file, that address is automatically displayed here. Proper e-mail format is required. When no e-mail address exists on the vendor, simply enter one directly. This does not add the e-mail address to the vendor records, so make a point to use Change Vendor to update the newly entered e-mail address.

Cc

When sending e-mails from RDPWin for whatever reason, the recipient can view who received a copy of the e-mail by the address(es) listed in the CC field. Enter the e-mail address(es) of whomever should receive a copy of the statement knowing that the recipient can also view this information.

Subject

Enter the topic of the e-mail such as Monthly Statement.

Body Text

Enter the text to be displayed in the body of the e-mail. RDP suggests this text refer to the attached statement.

E-mail One/All Statement(s)

Click to send the e-mail(s). The system requires confirmation before actually sending the e-mail(s). The title of this button is based on the selection above for the Single/All Vendor(s). When Single the button reads "E-mail One Statement" and when multiple vendors are selected, the title reads "E-mail All Statements".

Cancel

Once "E-mail All Statements" has been activated, a Cancel button appears to allow discontinuation of the action.

Additional Attachments

In addition to emailing work order vendor statements, use the new "Additional Attachments" section of the Email tab to send multiple attachments to vendors within the same email. Prior to Version 2.046, statement

Finalize Tab

Statements must be closed at the end of each statement period. Select the Starting and Ending Vendor to enable the E-mail tab and send electronic versions of statements for the selected vendor(s). Vendor Payables must be processed prior to e-mailing statements.

The statement always shows all transactions since the last time a statement was finalized. After a statement is finalized, no additional corrections can be made to the statement. Corrections after finalizing a statement must be made during the next period. Finalizing a statement generates a statement marker transaction which defines the end of one statement and the beginning of the next. Statement markers appear as a B7D@ transaction code whenever transactions are viewed for the vendor. Statements can be reprinted for any past period from one statement marker to the next.

If statements are not finalized, the next statement for the vendor includes all activity instead of just new activity. Even if no corrections were made to the first statement, statements must be re-printed.

Generate Check for Any Credit Balance

When statements are finalized and "Generate checks for any credit balance" is checked, the system looks at the "Generate checks for balance due" switch on the vendor record. When checked and the vendor has a negative balance, a check is generated for the total. When not checked, checks are not generated for any vendor even when a negative balance exists. This switch should not be checked in order to hold a balance "on account" for the vendor.

Print Check From RDP

Checks are generated by the statement when the Statements: Generate check on balance due box is checked on the vendor. The check queue is printed by selecting Check Vouchers from the Accounting menu. Check forms can be purchased from the RDP forms department at 1-800-RDP-PAPR (1-800-737-7277).

Finalize One/All Statement(s)

Once statements have been printed, reviewed, and corrected, click Finalize One/All Statements to close the statement. Confirmation is required. During the finalization process, a Result tab displays the details of each statement with a status. Once complete, an overall status is displayed and users can print the report (Result tab details).

The title of this button is based on the selection above for the Single Vendor checkbox. When Single, then the button reads "Finalize One Statement". When finalizing multiple statements, the button is labeled "Finalize All Statements".

Result

Once statements are finalized, the Result tab displays a grid with detail on each statement processed regardless of status. The system prompts the user to print the report. Right-click on this grid to export the report to Excel for further management of the report. Once the Statements screen is closed, the Result tab is no longer available for review or printing.

Cancel

Once "Finalize One/All Statements" is activated, a Cancel button appears to allow discontinuation of the action. When the process is complete, the button disappears.

View Transactions

If no Vendor is selected when this button is accessed, the Find Vendor screen opens. Once an Vendor is selected, the Transactions form opens to allow for viewing transactions and, if necessary, posting charges.

Click these links for Frequently Asked Questions or Troubleshooting assistance.

05/21/2010