Generating Third Party Statements

The Generate Third Party Statements action item creates digital statement files for third-party print service integrations (South Data, Optimal, BB&T). The system generates these files based on the statement format configured in Association > Settings. Statement files include all eligible property owners regardless of their billing communication preferences, ensuring complete files for your print vendor. This action item supports multiple generation options including custom date ranges, subledger filtering, ACH inclusion, credit balance handling, and custom statement messages.

Important: Your database may include different action item configurations. The fields and options described in this article represent standard functionality.

Contents

• Create Third-Party Statement Action Item
  • Details
  • Dates and Assignment
  • Attachments
  • Parameters
• Statement Generation Process
• Action Item Setup and Configuration
• International Address Formatting
• Troubleshooting

Create Third-Party Statement Action Item

To create a third-party statement action item:

1. Click New Action Item from any screen where this button is available.
2. From Action Type, select Generate Third Party Statements.
   The Action Item screen opens.
   
   
    
3. Provide the information in the following sections, depending on what you want the action item to do.

Details

Use this section to send statements by email (optional):

• Subject: The email subject line.
• Description: The email body text.
• Other Email: Additional email recipients.

Important: The text entered in the Description field applies only to email communications and does not affect the statement message that prints on statements. Statement messages are controlled by the Statement Message field in Company Info, Action Type configuration, or Action Item Parameters.

Dates and Assignment

This section is optional for running the Generate Third Party Statements action item. You can specify dates for the action item itself (not for the statement):

• Follow-up Date: The date to follow up on this action item.
• Due Date: The date this action item is due.

Note: These dates apply to the action item workflow, not to the statement dates or payment due dates.

Attachments

You can leave this field blank as attachments are not required for this action item. To add attachments to third-party statement generations, use one of the following methods:

• Add attachments after statements process through the API.
• Download the generation file, add the attachments, and import the file directly into the third-party website.

To download the generation file, click the attachment icon on the completed action item step.

Parameters

The Parameters section specifies statement dates and content. This is the most important section to complete.

Note: The parameters control information on the statement itself, while the Details, Dates and Assignment, and Attachments sections control the action item workflow.

• Start Date: The start date of the statement period.
• End Date: The end date of the statement period.
• Due Date: Replaces the run date of the statement if entered.
• Subledger: Select which subledgers to include in the statements (if using subledgers).
• Include ACH: Select to include homeowners enrolled in ACH. If not selected, homeowners using ACH will not receive statements.
• Include All Properties: Not applicable for third-party statements. Third-party statement generation includes all eligible property owners regardless of this setting..
• Include Credit Balance: Select to include homeowners with credit balances. If a homeowner has a large enough credit balance to cover the next assessment, they will not be included in the statement unless this checkbox is selected.
• Statement Message: Enter text to override the default statement message. To view the default message, navigate to Settings > Company Info and click Edit.
• South Data Product Code: If no product code is entered, the system defaults to Association > Settings > Interfaces > Statement Product Code-SD Only. If not configured in Association Settings, enter the product code in the Parameters section of the Generate Statements step.
  • Note: If sending statements to other print vendors (not South Data), the Product Code is not required.
• Utilities Billing Message: This message displays only if at least one property has a utility charge in the billing period.

Note: Third-party statements include all property owners regardless of their billing communication preference settings (email or paper). The system generates statements for all owners who meet the balance criteria, ensuring complete statement files for your third-party printing vendor.

Statement Generation Process

After you enter all required information in the action item click Update.
The action item advances and begins generating the statement attachment. Generation may take several moments depending on the number of statements.

When generation completes:

• The generated statements display as an attachment on the action item step.
• The status shows Generation Complete.
• An Excel file is attached and sent to Accounts Receivable.

For South Data or Optimal integrations:

• The AR team steps the action item to Send Statements.
• This action sends the Excel file to South Data or Optimal.
• The action item automatically advances to Completed.

For BB&T integration:

Download the Excel file manually.

• Upload the file directly to BB&T (the interface does not currently send files to BB&T automatically).
• After uploading the file, step the action item to Completed to close the action item.

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Action Item Setup and Configuration

You can configure this action item in Settings > Action Types/Steps to determine whether it creates paper statements for all owners or follows individual billing preferences.

The configuration is controlled by the Additional Action setting (in the Edit Rules screen) on the Generate Statements step:



 

• Generate 3rd Party Statements: Includes all owners in the community in the file, regardless of their individual billing preference.
• Generate 3rd Party Paper Statements: Includes only homeowners with a Paper billing preference. Owners with Electronic preference are skipped.

You may find it beneficial to create separate action items using each option so you can select the appropriate group of homeowners for different scenarios.

International Address Formatting

Statements correctly format international addresses for print services with the following structure:

• Line 1: Street number, Address 1, Address 2, and unit number appear together.
• Line 2: City/town, province, and postal code.
• Line 3: Country.

If you experience issues with international address formatting in printed statements, contact Vantaca Support.

Troubleshooting

Q: Are owners who have Block Ledger selected on their account included in statement generation?

A: Owners with Block Ledger enabled are only included in statement generation if Include Block Ledger Accounts is set to Yes in Association > Settings > Statements.

If this setting is set to No, owners with Block Ledger will be excluded from statements and counted in the "Owners were skipped due to blocked" note on the Review step. They will also be marked as "Skipped due to blocked" in the generation spreadsheet.

Q: How does South Data handle electronic statements?

A: South Data does not have the ability to read homeowner communication preferences through the API. Any order sent to South Data defaults all owners to paper statements.

There are two options for homeowners and management companies to receive electronic statements in South Data's format:

• Homeowner Direct Sign-Up: On the South Data statement, there is a key at the bottom with a website where homeowners can directly sign up for electronic statements. When the file is sent, homeowners who have signed up for this function will receive electronic statements instead of paper. South Data reads the file and sends electronic statements for owners who have signed up and paper for the rest. They match using account number, name, and address, so these three items must remain consistent in the file.
• Resident Billing Portal: This is a function that management companies sign up for in the South Data portal. Homeowner lists must be provided, and an email blast is sent with portal login information so homeowners can sign up to receive electronic statements. The Resident Billing Portal includes a mini onboarding process to teach the South Data user how it works and how to send communications. Contact South Data for more information.

Q: What should I do if I encounter errors when sending both billing and mailing orders to the same third-party print house?

A: If you are sending billing and mailing orders to the same third-party print house, ensure the account connected to your Vantaca database is configured to send both types of orders. If the account is not configured correctly, you may encounter errors.

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