Printing, Viewing and Emailing Debtor Statements

[Revised Apr 2016]

Pharmacy Details printed on the statement

Check that the details are correct.

Note: Please don't change the Pharmacy Name, GST, Registration or Unit numbers as these affect your RxOne registration.

To add your bank account details: go to Debtors > Debtor Options and add to the Message.

Ageing statements and debtors rollover

Statements can be printed at any time for any period. For a normal monthly run of statements, do them AFTER the end of the month as they are 'aged' and the last month closed off automatically on startup on the first day of the new month.

Sales and payments received after the end of month will be held for the correct month's statement.

It is OK to do sales on 1st or 2nd of the month and then later printout the statements for last month, which will cut off at 31st.

Print All statements, AFTER End-of-Month.

(Normal End of Month statement run)

At the top right hand corner of the screen a box shows 'Statement date' , click on the button to pull down the list of periods available.

If the new month has started (eg, today is the 1st or 2nd of the new month) select the most recent period from the list. Do not leave it on ''Month to date' as that is the new month.

• Then select 'All statements'

The ‘Aged Balance’ part of the statement displays:

• Overdue – this includes all overdue balances from previous months

• Current – this is the current balance

Email Accounts

Statements can also be emailed. Select 'Email selected statements' or 'Email all'. To set up accounts for emailing, go to Debtors, Tools, Debtors Utility, Set Highlighted accounts to be emailed. Make sure you have entered an email address for the account (you can double-click on any account to go into the details to add an email address).

To check if your statements have been emailed go to My Computer\ c drive\Lots\EmailAct.

NB: To check which email address you are sending from eg XYZpharmacy@gmail.com. From the RxOne Start Menu, go to Tools, Options, Switchboard. On the bottom right hand corner, go to “Advanced Email Settings”. Change the email sender.

To print BEFORE the end of month.

(Avoid this if possible).  Select 'MonthToDate', but first consider the disadvantages of printing MTD;

• There will be no statement number, just the words 'Month to date' since the month is not closed off yet.

• Details of transactions done after the MTD printout will NOT appear on the statement (since it was printed before they occurred) and will not appear on next month's statement either (since they belong to what will be last month). They will therefore appear to be lost as they appear nowhere. However, no money will be lost as the balance carried forward will include them, leading to

• The 'Amount owing' on the previous statement not equalling the 'Balance of last statement' on the next statement, which is very upsetting to customers.

Taken together, these points can falsely make it seem that there are serious errors in the statement and for this reason printing before end of month is not recommended.

List of debtors and balances

To have a printout of the amount owing at EoM by each debtor, load 'All' debtors onto the screen, use 'Print' to print a list. It is recommended to print this list after each monthly run of statements, and keep off-site in case of fire, burglary or unrecoverable data corruption.

 View old statements

On bringing up a debtor the last three months statements are displayed, plus MTD. To look further back bring the 'last three months' onto the screen then View and 'Last 12 months' or 'all statements'.

Zero balance active accounts

• One of the debtor options is to print or suppress zero balance active accounts (those which have had transactions during the month.)

To switch; From the Debtors menu, Tools, Options, and tick or untick 'Print active zero balance statements'

• Inactive zero balance accounts are never printed.

Whether printed or not ALL accounts will be shown in the statement preview on screen.

Minimum Charge for Statement to Print

To turn on, go to Debtors, Tools, Options and add in a "minimum charge for statement to print". If you have entered for example $1.00, then any statement with a value of -$1.00 to $1.00 will not print.

Print credit statement

In Debtors and Debtors Option there is an option ‘Print Credit Statement’ to switch on /off printing statements for customers in credit.
 If ‘Print Credit Statement’ option is unticked, statements with a negative balance will not print.

If ‘Print Credit Statement’ option is ticked, then it will work in conjunction with the ‘minimum value’ option. As an example, if the minimum value is set at $20.00 and ‘Print Credit Statement’ is ticked, then statements greater than $20 and statements in credit for more than $20 will print.

Hint: See the display in the  yellow box on the right hand side of the options, this explains what will be printed for the options selected.  

Print selected statements.

• First select the date, by clicking on the button at the RHS of the 'Statement date' box. The date defaults to 'Month to date'

• Highlight the statement(s) you want then

• Select 'Print selected statements'.

 Printing a specific page of a statement

• Bring up individual account and open the statement you wish to print

• At the bottom click the button which says print by page

• The print box will come up - can either print all, or a selection or a page using the check boxes.

Email Monthly Statements

If a customer has an email address in their personal details then you can email a statement to them. In the Debtors Utility, highlight the customers you'd like the statements emailed to (rather than printed for posting), then click on the "Change selected accounts to email statements.

Sort Rest Home Statements internally by Patient Name

If you want to print a statement for a resthome with the patients sorted in alphabetical order, bring up the Rest Home account and the list of statements in that account. Highlight the statement you want to print, then go to tools and select 'Print Statement Sorted by Name' or Ctrl+P.

Stationery

Statements print perforated A4 paper. For phone/address see under consumables.

Statements cut off

If statements only partly print, eg cutting off the last digit of the year and with insufficient length for item description, it is likely that the printer font size has been changed in windows, or the display size has been changed, usually to meet the needs of a website.

Print NHI Number on statement

There is an option to print the NHI number of the customer when a script is charged to an account. To switch on go to Debtors, Debtors Options, tick ‘Display POS customer on Statement’ and tick ‘Display NHI number on statement’.

Printing a specific page of a statement

When printing a statement, a specific page can be printed if necessary. To do this:

• Bring up individual account and open the statement you wish to print

• At the bottom click the button which says print by page

• The print box will come up - can either print all, or a selection or a page using the check boxes.

Troubleshooting

Email not being received:

Ninety seven per cent of emailed statements will get through to their destination.  ISP's are always changing the criteria they use to block spam. If you have a customer whose email doesn’t go through regularly then you could change the email address to send it to your own email and forward it onto that customer .