Printing Letters and Labels

You can print letters and mailing labels for the vendors in your Accounts Payable system.

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.

Note: 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.

For information on the contents of letters and labels, see A/P Letters and Labels Screen.

When to Print

Print letters and labels whenever you need them for mailing to vendors. For example, you might want to send covering letters to your vendors with your payments.

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.

To print letters or labels

1. Open Accounts Payable > A/P Vendor Reports >  Letters / Labels.

2. Fill in the fields on the screen, 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.

     If you are not sure of the name of the form, click Browse (or press Alt+B ), and then select the form from the list that appears.

   • Run Date. This is the date that appears on the forms.
   • Delivery Method. Specify how you want to send the letters to your vendors, as follows:
     • Print Destination Select this option to send the statements to the default print destination you selected on the company desktop.
     • VendorSelect this option 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. More...

     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.

     Note: 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 screen. (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. More...

     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.

     Note: 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).

3. To print a test letter or sheet of labels to check the alignment of the letterhead or labels in your printer, click the Align button.

   You can repeat this step as often as you need to when the printing destination is Printer.

4. Click Print.

   • If you are printing to a printer, the Print window appears. Confirm your printer selection and the number of copies to print, and then click OK. Otherwise, click Cancel or Setup.
   • If you are printing to a file, the Export Report window appears. Specify a name and location for the file, and then click Save.
   • If you are printing to the screen (Preview), the report appears in a new window. You can print the report or export it to a file.
   • If you are printing to e-mail, an e-mail message appears with the report attached.

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