Summary: This article provides a general overview on the "Generate Statements Email Preference" action item. *Please note that your database may include a different action item set-up.
To generate a email statement, you would go to action items, select your assoication (or homeowner) and select "New Action Item." Here, you will choose the Action Type: "Generate eStatements". This action item will send eStatements to homeowners that have "email" set as their communication preference. Please see below for the action item fields:
- Details: This is not a required field, but is used if you want to send this statement by email. You can fill out the subject as the email subject line, the description as the body of the email, and the other email address if you want to include a different email address (or if the homeowner is not listed to an email account).
- Dates and Assignment: This field is also not required to run the Generate eStatements action item, but can be included to specify dates for the action item itself. Keep in mind the follow-up date and due date are for the action item, not for the statement.
- Attachments: This field can be used for E-statements. The Attachment has a 10 MB Upload Limit. Documents and Reports may also be attached.
- *Parameters: This is used to specify statement dates, and what information is included in the statement. This field is the most important to fill out. The parameters pertain to the information on the statement itself, while the details, dates an assignments, and attachments correspond with the action item.
-Start Date: This parameter will indicate the start date of the statement.
-End Date: This parameter will indicate the end date of the statement.
-Due Date: If you enter the due date, this will replace the run date of the statement. If one is not entered into the parameters section of the action item it will default to one of two dates depending on the statement format. If it is the "Two Column" format it will default to the current calendar day. If it is the "Third Column" format it will default to the latest transaction date included on the statement.
-Subledger: You may choose from the drop down menu to select either a general or specific ledger you would like to appear in the statement.
-Include ACH: Checking this box will add those who are on ACH to the list to send statements. If this is not selected, those who are on ACH will not receive this.
-Include All Properties: Checking this box will send any homeowner who has multiple properties who is merged in the system a combined statement. This box will only need to be selected when doing one-off statements and not when doing a generation type action item for an association.
-Include Credit Balance: If a homeowner has a large enough credit balance to cover your next assessment, this will not be included in the statement unless the "Include Credit Balance" is checked.
-Statement message: Entering in this information will override your default message on statements. To see the default message you can go to Settings > Company Info > Edit.
Once you hit "Update", an attachment will be generated. It may take a few minutes for this to occur, but once this has been completed, the statements will show in an attachment. Once the generation is completed, you will see: "a new Generate eStatements item has been created". This means the statement is attached and has been sent to AR for review. In the Review stage, the action item will show how many statements were generated out of how many owners and how many owners were skipped (ex: due to zero or credit balance, or due to no activity).
Next, the AR team will step this to "Send Statements." This will send statements to everyone whose communication preference is set to Email. Anything included in the attachments section will also be sent along with the statement. The email received will look like this: