You can print letters and mailing labels for the vendors in your Accounts Payable system. For example, you might want to send covering letters to your vendors with your payments.
Sage 300 ERP Accounts Payable comes with a sample covering letter and a sample mailing label form, formatted for laser printers, that you can use or change to suit your company's requirements.
For information on the contents of letters and labels, see Letters and Labels — Features.
To print letters or labels
- Choose the Letters/Labels icon from the Vendor Reports folder.
Fill in the fields on the form, as follows:
Letter/Label. Select the option for the type of form you are printing.
Use Letter/Label. Select the name of the letter or label form to use. Choose Browse (click the Browse button or press the Alt and B keys together) if you are not sure of the name of the form, then select the form from the list that appears.
Run Date. This is the date that appears on the forms.
- Print Destination — to send the statements to the default print destination you selected on the company desktop.
- Vendor — to send the letters via the method specified in your vendor records for each vendor.
Message ID. This field appears when you select Vendor for the Delivery Method. Select the code for the message you want to send with e-mailed letters.
Select By. Specify up to four selection criteria to select the vendor accounts for which to print letters or labels.
For the first selection, choose from Vendor Number, Vendor Group, and Short Name.
For the remaining three selection criteria choose from the above options, plus Account Set, Vendor Balance, Vendor Equivalent Balance (multicurrency ledgers only), Vendor Name, Currency Code (multicurrency ledgers only), Start Date, and vendor optional fields, if any.
If you do not specify selection criteria, letters or labels are printed for all vendor records that meet the other criteria you select in this form (for example, the program does not print letters or labels for vendor accounts with zero balances unless you select the Include Vendors With A Zero Balance option.)
Sort By. Specify up to four orders by which to list (sort) records for the letters or labels.
You can choose from Vendor Group, Account Set, Currency Code (multicurrency ledgers only), Vendor Balance, Vendor Equivalent Balance (multicurrency ledgers only), Vendor Name, Short Name, Start Date, and Currency Code.
If you do not specify sorting criteria, the report orders the letters or labels by vendor number.
Include Vendors with a Zero Balance. Select this option if you want to print letters or labels for vendor accounts with zero balances (as of the cutoff date).
- Click Print.
If printing to a printer, Accounts Payable displays the print destination form to let you confirm your printer selection and change the number of copies to print. Choose OK if the settings are correct; otherwise, choose Cancel or Setup.
If printing to a file, Accounts Payable displays the name of the file, so you can change it or cancel printing.
If printing to the screen (preview), Accounts Payable displays the report. If you want, you can then export it to a file or send it to the printer.
If printing to an e-mail, Accounts Payable displays an e-mail message form for you to fill in, and inserts the report as an attachment when you choose Send.
If printing to a schedule, Accounts Payable displays the Schedule Report form.
If you are sending letters to accompany payment checks, you may find it simpler to print checks, then advices, specifying the letter you are sending with the checks as the advice form. This method ensures that you print a letter for each payment check.
Printing alignment copies
To print a test letter or sheet of labels to check the alignment of the letterhead or labels in your printer, choose the Align button. You can repeat this step as often as you need to when the printing destination is Printer.
Note that the sample labels are approximately 6.5 cm by 2.5 cm, and are designed to fit a tab of 30 labels arranged in 3 columns.