Remittance Advice Notes

The Remittance Advice Notes option is used to print and email remittance advice documents for your suppliers.

This option can be accessed by selecting Reports > Supplier > Remittance Advice Notes from the main menu or by clicking the Remittance button in the Supplier section.

The Remittance Advice Notes window provides various different options to set the criteria and range of suppliers you want to print or email remittance advices for.

All Transactions

Select this option if you want to include all transactions for each supplier on the remittance advice documents.

Outstanding Transactions Only

Select this option if you want to include only transactions that are outstanding on the remittance advice documents.

Ignore Suppliers With Zero Balances

Tick this box if you do not want to produce a statement for any suppliers who have a zero balance.

Supplier Range

Enter the range of supplier references for the suppliers you want to produce remittance advice notes for. By default this is the first and last supplier reference indicating that all suppliers are to be included. Use the Look-Up button to the right of each reference box to find the supplier you want.

Use Picked List of Suppliers

Rather than define a range of suppliers using the Supplier Range settings, you can select the specific suppliers you want to produce remittance advice notes for. This is done using the multi-select facility in the Supplier section. If you have picked a list of suppliers from the Supplier section then this checkbox will be ticked by default. However if you have not picked a list of suppliers you can still tick this box and just the highlighted supplier will be selected. When this setting is ticked a magnifying glass icon is displayed and you can click this icon to view the list you have selected. For more information on multi-selecting a list of suppliers see the Multi-Select page.

Date Range

Enter the start and finish date range for transactions you want to include on the supplier statements. Click the drop-down button in each date box to pick a date from a calendar. Any transactions which are outside of the date range specified will not be included in the statement documents.

Remittance Advice Date

Enter a date that you want to use on the remittance advice documents. Today's date is used as the default. This date can be used for 2 different purposes. First of all it can be used just to print a specific date on the remittance advice documents as the Advice Date. Secondly you can use it as the date to base the information which is included on the advice notes. For example if you want to produce remittance advice notes at a specific date and include transaction and balance information as at that date then you can enter the date here and tick the Base Advise Info For This Date checkbox explained below.

Base Advice Info For This Date

This checkbox becomes available when you change the Remittance Advice Date box explained above. In which case this box will be ticked by default. The setting you choose in this box will determine how the Remittance Advice Date is utilised. If you untick this box the Remittance Advice Date is used solely to print as the date on the documents and has no other effect. If this box is ticked the Remittance Advice Date is used to determine the transaction information and balance details used on the documents. With this box ticked, the information included will be based on the information as it was at the specified date including transactions and aged balance information at that date. If this box is ticked the To box in the date range settings is emptied and disabled as the Remittance Advice Date is then used for that purpose.

Remittance Layout

Select the document layout that you want to use to produce the remittance advice notes. The software enables you to define as many different layouts of documents as you want for supplier remittance advice documents through the Document Designer facility. Use the drop-down button to view a list of layouts available and select the one you want. When you have selected the remittance advice layout that you want to use, if you need to make on-the-fly changes to the page layout, you can click the layout icon to the right of the layout selection box and the document page designer will open for you to make any necessary changes to your chosen document layout such as adding your company logo or a new field etc. See the Document Designer for more information about creating and designing your own remittance advice document layouts.

When you have defined your criteria for the remittance advice notes that you want to produce you can click any of the buttons displayed at the bottom of the window to print, preview, email or export to PDF.

Click the Print button to send the advice note documents to your printer.

Click the Preview button to view the remittance advice documents on-screen. You can then use the print button in the Preview window if you then want to go ahead and print them.

Click the Email button to send the remittance advice documents as PDF attachments to email messages. If you are emailing a remittance advice note for a single supplier you will be asked to enter their email address before sending. If you are sending several advice notes you will first be asked if you want to either send each remittance advice document individually to each supplier's email address or if you want to send them all to one email address in a single document.

If you are emailing a batch of remittance advice notes to suppliers then tick the Send each document separately to each supplier's email address box. Please note that each of your suppliers must have an email address entered on their record for their advice note to be sent as when sending in a batch you will not be asked for each individual supplier's email address. The message that is sent with the remittance advice document to each supplier is determined by the Email Template you have defined for sending Supplier Remittance Advice Notes. You will note that in the Email Multiple Documents window there is a Template button which will enable you to choose a different Email Template before sending the batch of statements. For more information on Email Templates see the Email option on the Company Preferences page.

If you tick the second option you will be asked for the email address address to send the document to.

Click the PDF button to export the remittance advice notes to a PDF. If you are exporting multiple statement documents you will be asked if you want to export each supplier's advice note to it's own PDF file or if you want to export all remittance advice documents into a single PDF file. Tick the option you require.

If you are exporting a remittance advice note for a single supplier or have chosen to export all advice notes into a single PDF you will be given an export window which enables you to make settings about how you want the PDF document exported and whether you want to open it after it has been exported. You can then select where you want to save it and to save it under a specific file name. See the Exporting PDF Documents for more information.