QT Fleet: Print Fleet Statements

From the Main Menu, choose Fleet Account Management then choose Print Fleet Statements.

The fleet statements will print in a format that conform to #9 Standard Invoice Double Window envelopes. This will allow you to simply fold the invoices and place them in the envelopes without having to write the mailing or return addresses.

Normally, you will print your fleet statements every month. The statement end dates will normally be on the last day of the previous month (in the following examples, we are using February 1 to February 28 as the billing period, with February 28 as the Statement End Date).

After you successfully print your statements, you will be asked if you want to “Close the Billing Cycle”.

The Billing Cycle, or the Billing Period, refers to the date range of activity for your statements. After you print your invoices, you will close the billing period based on the last day of that month (in this example, February 28). Now, when you send out your invoices for the next billing period (March 1 – March 31), the system will know that the last billing period was ended on February 28 and only print activity after that date.

IMPORTANT! There is a functional difference between the Print Preview and Print options on this page! Normally, Print sends the document to the printer, and Print Preview displays the document on the screen, and you can print it from there. However, in this case, the Print option also allows you to close your billing cycle after the invoices print. Print Preview does not give you this option, you must close the billing cycle manually. It is important to understand these differences.

Start Fleet Name, End Fleet Name These fields allow you to choose the range of fleet accounts you wish to print. The accounts are sorted alphabetically by name, and these options automatically list your first and last fleet accounts – in other words, all of them. Press the arrows to select a specific fleet if you wish to only print one, or a particular range of fleets.

Print Accounts with No Activity and 0 Balance Normally this will be NO, if a fleet account has no balance and no activity for the billing period, QuickTouch will not print an invoice. Statement End Date This will default to the current date but will normally be set to the last day of the previous month.

Print Preview This will display the invoices on the screen so you can review them before printing. You can then print them from the Print Preview screen. However, if you do this, YOU WILL NOT BE PROMPTED TO CLOSE THE BILLING CYCLE after the invoices print, you will have to do this manually through the Close Billing Cycle function. See the Charge Interest section of this document for more information.

It is important to close the billing cycle on the same day statements are printed. This ensures that fleet accounts with Balance Forward statements have accurate due dates.

Print This will print the invoices. After QuickTouch sends the invoices to the printer, you will be prompted “Are you sure you want to Close the Billing Cycle?”

Pop-up Window – Closing Cycle

If all the invoices print successfully, you can say Yes, and the billing cycle will be closed based on the Statement End Date.

**DO NOT PRESS YES OR NO UNTIL THE INVOICES ARE DONE PRINTING.**

If you press No, you can fix any issues that caused you to press No and print again, selecting yes after successful printing of the new print job. If you do not need to reprint statements, you can close the cycle manually through the Close Billing Cycle function.

Pop-up Window – Charging Interest

If any fleet account is being charged interest for late payments and has late payments, you will be prompted to add any interest charges that apply to the current statement. (See next section for information interest charges.)

Note that the “From” information is configured under the Center Information option of General Setup Options. To set this up, from the Main Menu, choose System Management, General Setup Options, Center Information.