Every year when preparing the financial statements, it is necessary to have the posted balances confirmed by debtors or creditors to confirm the accuracy of the accounting.

The function can also be used to create and directly send an account statement.

The letters themselves can be printed or sent directly from Scopevisio as an e-mail.

However, this is always a reporting date analysis. The open items list for a key date with the key date entered there is always the start form. At the bottom of the page you will find the Preparing balance confirmation call.

The function is available for creditors and debtors; we will use the debtor side as an example. Go to Finances > Accounts receivable > Accounts receivable open items and Other actions (three dots) and click on the Show open items on a key date link.

Now enter the relevant key date. The checkbox "Consider later clearing" (1) must not be activated, otherwise items relevant to the cut-off date will be hidden.

Click on the "Prepare balance confirmation" button (2).

You are now in the "Balance confirmation" form. As a balance confirmation is usually sent directly to your auditor, you can select the auditor and the required AP directly from contact management (1).

You can now select a layout from your own user (2). We have created some sample layouts; you may need to add these from the system data in the Organisation > OpenScope > Import & Export > Manage document layouts section.

Now use the checkbox to select the debtors from whom a balance confirmation is requested. You can use "Print" to create all documents at once; if you are using e-mail dispatch, select only one customer, as they are sent individually.

You can use the "Last e-mail sent" column to easily determine who you have already e-mailed.

You can also predefine text modules for the e-mail subject and the e-mail text for e-mail dispatch. Under Organisation > Master data > Languages and text modules: Manage text modules, we have prepared texts that you can easily adapt.