Generating Statements

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This information applies to FTD Mercury X2 Fall and later versions.

To generate statements:

1. On the FTD Mercury Main Menu, click Statements. To generate a statement for an individual customer, bring up that customer record and in the Statement tab, click New Statement.
2. In the Store Name field, highlight the store for which you wish to generate statements, or select All Stores to generate statements for all stores (the statement run is consolidated and not associated with a particular store). If your customers should receive one bill, regardless of where transactions were placed, you should generate statements for All Stores. However if you have separate locations and want to send your customers separate bills from each location, you should generate statements for each store individually.
3. In the Billing Cycle field, highlight the cycle(s) for which you are generating statements.
4. In the Statement Billing area, select the Balance Forward Date (the beginning of the statement date range) and the Statement Date (the end of the statement date range).
5. Click the Generate Finance Charges check box so a check mark appears if you want finance charges to be calculated on customers’ statements. (A window appears after you click OK that allows you to remove finance charges for individual customers.)
6. In the Promotional Message text box, type in any promotional message you wish to be printed on customer statements. You can enter up to three lines of text.
7. Click OK.
8. When the Finance Charge window appears, highlight any customers in the list for whom you do not wish to generate finance charges and click Remove. Click OK to accept the finance charges for the (remaining) customers in the list.
   If there are no finance charges to apply, you receive the prompt “No customer is eligible for finance charges.” Click OK.
9. When the Output Statements window opens, specify the options for the statements. Some of the important options to consider are whether you want to print one or two statements per page, whether you want to print copies of the invoices for the statement, and whether you want to only generate statements if there has been activity since the last statement, and whether you want to print, email, and/or fax statements. For more details on statement options see Output Statements Window.
10. Click Output.
11. You are reminded to load the statement forms into the printer. Click OK.

The system then displays the number of statements being printed, and the number of statements being faxed and e-mailed (combined) along with the total dollar amount billed.

NOTE: If you selected to print invoices with statements, and if you are configured to use the same printer for both statements and invoices, after the statements print you will be prompted to load invoice paper.

The statements begin to print, and the faxes and email messages are sent within a minute or so (if you selected to send NOW in Mercury Administration) or at the LATER time that you specified in Mercury Administration.

When the system begins sending faxes, you hear the system dial out and the Fax Monitor window displays. This window displays each fax as it is dialing out and sending. It only takes a few seconds for a single fax to send, however if you are faxing several statements, expect it to take at least a few minutes to complete. You can click Hide to hide this window and work in other areas of the program; it is not necessary that you keep it open for the faxes to send.

If you generated statements using the All Stores option and a customer has transactions at multiple stores, the printed statement indicates at which store each transaction was completed. The product detail is followed by a slash (/), and then the store name is printed. The name of the store that is currently logged in prints at the top of the statement.