Statement Format Design Kit

This appendix contains the following topics:

Introduction to Statement Format Design Kit

The purpose of this appendix is to describe all of the fields available to you for printing on the statements that you design using the Statement formats selection. You need to be familiar with the Statement formats functions before using this appendix.

The following pages list all of the fields available for printing on your custom statements. The list includes the size and format of all available fields, as well as their definitions what they are, where they come from, and what they look like.

This list of fields is useful when you are laying out your statement format. Use it when you are designing your statement (on a location grid or a layout worksheet) to determine the length and appearance of fields that you will select to print.

Available fields list

This list has three sections: Header Fields, Statement Closing Fields, and Footer Fields. Each section uses the following headings:

Field name		Longest field size	Longest form
Aging period 1 amount		18	(999,999,999,999.99)

Field name

Field name means the name of the field as shown in the Available fields window in the header area, statement closing area, and footer area functions. Aging period 1 amount (from Statement closing area) is shown above as an example of a field name.

Longest field size

Longest field size means the maximum number of columns that this field can occupy when printed on your statement. Use this fact to determine whether or not you will need to specify a shorter printed length for a field in order to fit it on your statement.

For instance, the Customer name field has a maximum length of 25 characters. It will never occupy more than 25 characters when printed. When you select the Customer name field to print (using the Header area, first page function), you can specify a length of less than 25 characters, but never more.

The longest field size for a numeric field, such as Aging period 1 amount, is determined by several factors: the maximum size of the number; the use of commas in the number; and how to show a negative value for the number. The maximum size of Aging period 1 amount is 999999999999.99. Using commas, it becomes 999,999,999,999.99, and using parentheses to show a negative value, it becomes (999,999,999,999.99). A count of all the digits, commas, and parentheses reveals that the longest field size possible for Aging period 1 amount is 20.

Longest form

Longest form means the longest possible form that a numeric field can take when printed. It shows the appearance of the field when printed at its longest field size.

Longest form is not listed for alphanumeric fields because their printed form does not vary: Their content is always printed as is. But the printed form of numeric and date fields will vary according to your specifications.

When you select a numeric field to print, you have control over the use of commas, the number of digits printed to the left of the decimal (integers), the number of digits printed to the right of the decimal (decimals), and how to print a negative value for the field. The longest form for any numeric field will be printed when you choose:

a.	The maximum # of integers for the field
b.	The maximum # of decimals (if it has decimals)
c.	To use commas
d.	To print a negative value using parentheses or a trailing CR (if the number can contain a negative value).

For the example above, Aging period 1 amount, the longest form is depicted as (999,999,999,999.99).

If the longest form shown for a number lacks the parentheses, that indicates that the number cannot ever be negative. For instance, the longest form for Page number is depicted as 99, as it cannot be
negative.

You can choose to print a date field in any one of five different forms. The longest form of a date field will be printed when you choose to have the month fully spelled out, depicted as September 30, 2005(September has the longest name of all the months). This will not be shown in the list since it is always the same.

Header fields

These are the fields available to you for printing in the header area of your statement. These fields are available in Header area, first page and Header area, additional pages.

Field name	Longest field size	Longest form
Statement date	18	September 30, 2005
This is the value that you enter as the ending date for the Statement period in Statements.
Customer number	12
This is the value that you entered for the Customer # field in Customers.
Customer name	25
This is the customer’s name, as entered for the Name field in Customers. If you entered it as a person’s name, it will be printed with the first name first.
Customer address line 1 Customer address line 2	25 30
This is the customer’s address, as entered in Address-1 and Address-2 in Customers.
Customer city	15
This prints the customer’s city, as entered in the City field in Customers.
Customer state	2
This prints the customer’s state, as entered in the State field in Customers.
Customer zip code	10
This prints the customer’s zip code, as entered in the Zip code field in Customers.
Customer country	25
This prints the customer’s country, as entered in the Country field in Customers.
Customer city, state, zip code	30
This prints the customer’s city, state, and zip code together on one line, as shown in this example: Pittsburgh, PA 12345-6789.
Customer contact 1	25
This is the value that you entered for the Contact-1 field in Customers.
Customer telephone 1	25
This is the value that you entered for the contact-1’s Phone field in Customers.
Customer contact 2	25
This is the value that you entered for the Contact-2 field in Customers.
Customer telephone 2	25
This is the value that you entered for the contact-2’s Phone field in Customers.
Your company name	30
This is your company’s name, exactly as entered in the Company display name field in Company information.
Your company address line 1 Your company address line 2 Your company address line 3	30
This is your company’s address, as it is entered in Address line 1, Address line 2, and Address line 3 in Company information.
Your telephone number	12
This is your telephone number, as it is entered in Phone number in Company information.
Sales rep name	25

Page number	2
This prints the current page number for each statement page.
Customer terms description	15
This is the description of the payment terms (for example, Net 30 days) for this customer, according to the code entered in the Terms code field. This comes from the terms code entered in Terms.
Customer tax exempt number	20
This is the value that you entered for the Tax exempt # field in Customers.
Customer billing method	24
Tax payer ID number	11
Last invoice date	18
These fields are "Not available.
Today’s date	18
This date is obtained from your computer system at the time that the statement is printed.

Statement Closing Fields

These are the fields available to you for printing in the statement closing area of your statement.

Field name		Longest field size	Longest form
Dunning message line 1 Dunning message line 2		25
	These fields print the dunning message that you entered for the dunning notice fields in Control information: In Control information, there are three dunning notice fields: Over 30 days dunning notice, Over 60 days dunning notice, and Over 90 days dunning notice. When you print the statement, the customer’s account is aged and the appropriate dunning notice will be printed (if the Dunning message line 1 and Dunning message line 2 fields are included in the statement format).
Aging period 1 description 1 Aging period 1 description 2		13
These are the first and second lines of description that you enter for the Period 1 description field in Statements when you print statements.
Aging period 1 amount		20	(999,999,999,999.99)
This is the part of the customer’s account balance that falls within the first aging period that you specify in Statements.
Aging period 2 description 1 Aging period 2 description 2		13
These are the first and second lines of description that you enter for the Period 2 description field in Statements when you print statements.
Aging period 2 amount		20	(999,999,999,999.99)
This is the part of the customer’s account balance that falls within the second aging period that you specify in Statements.
Aging period 3 description 1 Aging period 3 description 2		13
These are the first and second lines of description that you enter for the Period 3 description field in Statements when you print statements.
Aging period 3 amount		20	(999,999,999,999.99)
This is the part of the customer’s account balance that falls within the third aging period that you specify in Statements.
Aging period 4 description 1 Aging period 4 description 2		13
These are the first and second lines of description that you enter for the Period 4 description field in Statements when you print statements.
Aging period 4 amount		20	(999,999,999,999.99)
This is the part of the customer’s account balance that falls within the fourth aging period that you specify in Statements.
Statement comment 1 Statement comment 2		30
These fields represent line 1 and line 2 of the Statement comments field that you enter in Statements when you print statements.

Footer Fields

These are the fields available to you for printing in the footer area of your statement. These fields are available in Footer area, first page and Footer area, additional pages.

Field name	Longest field size	Longest form
Statement date	18	September 30, 2005
This is the value that you entered as the ending date for the Statement period in Statements.
Customer number	12
This is the value that you entered for the Customer # field in Customers.
Customer name	25
This is the customer’s name, as entered for the Name field in Customers. If you entered it as a person’s name, it will be printed with the first name first.
Customer address line 1 Customer address line 2	25 30
This is the customer’s address, as entered in Address-1 and Address-2 in Customers.
Customer city	15
This prints the customer’s city, as entered in the City field in Customers.
Customer state	2
This prints the customer’s state, as entered in the State field in Customers.
Customer zip code	10
This prints the customer’s zip code, as entered in the Zip code field in Customers.
Customer country	3
This prints the customer’s country, as entered in the Country field in Customers.
Customer city, state, zip code	30
This prints the customer’s city, state, and zip code together on one line, as shown in this example: Pittsburgh, PA 12345-6789.
Customer contact 1	25
This is the value that you entered for the Contact-1 field in Customers.
Customer telephone 1	25
This is the value that you entered for the contact-1’s Phone field in Customers.
Customer contact 2	25
This is the value that you entered for the Contact-2 field in Customers.
Customer telephone 2	25
This is the value that you entered for the contact-2’s Phone field in Customers.
Your company name	30
This is your company’s name, exactly as entered in the Company display name field in Company information.
Your company address line	30
This is your company’s address, as it is entered in Address line 1, Address line 2, and Address line 3 in Company information.
Your telephone number	12
This is your telephone number, as it is entered in Phone number in Company information.
Sales rep name	25
This is the Sale rep # entered in Customers.
Page number	2
This prints the current page number for each statement page.

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