Prepare Resident/Owner Statements


The purpose of this process is to generate resident billing statements, in the form of monthly printed statements or email statements that reflect accurate transaction information since the last monthly (periodic) statement was issued. These statements are usually run prior to the End-of-Month processing for the T/R module, since they reflect all account transactions since the last statement was run. Statements can be run for any property type.

The standard procedure for processing statements is to run them some time prior to the 25th of each month so they arrive at customer's addresses before the 1st of the following month. The T/R module will then be ready to continue with transactions through the end of the month.

Note that the monthly recurring invoices (or credits) for the next billing cycle are printed on the statements, even though the invoices have not yet been created for the next month, since you want to pre-bill these invoices (or credits), and want the statement to be received by the resident prior to the 1st of the next month. The statements can be printed on letterhead paper or on plain paper or can be prepared as HTML email. The paper is usually pre-perforated for ease of folding and mailing.

Pre-Statement Processing

It is important to remember that printing or emailing the statements occurs prior to processing the T/R Month-End update. Several steps need to be completed before you can run these monthly statements. All payments and charges/credits should be finalized and frozen prior to running these statements. In addition, all accounts should be cleaned up by applying any ADVPMT or credit invoices to appropriate positive invoices in the 'Clean Up Accounts' section of TR.

Also, make sure to create any late charges for those Customer accounts prior to running your statements. When the statements are run, either on paper or by HTML email, the software checks to see if each statement balances to ensure all the statements are accurate and in sync. If they are not, the software will notify you when you run the statements and you can review which ones are out of balance in the application logs in the miscellaneous menu.

Since each statement can contain a newsletter of up to 20 lines, you will have to make sure all client newsletters have been written, entered, and verified. These newsletters will be printed on the bottom 1/3 of the Statements.

One last thing to note: Statements can be printed with the return address assigned to a single address. For instance, a management company can use their address as the standard return address on all statements. In order to do this, check with Advantos. They will help you configure your paper billing statements and also any email statement setups.

Generate Customer Statements

To create the monthly resident statements, prior to the End-of-Month T/R process, run the program creating the customer statements that can be found in TR 'Customer Statements.' It can be viewed below.

Statements should only be created after all preparation has been completed, as indicated on the T/R Homeowner's Statement checklist. The statements will reflect all account activity, including posted charges or credits, recurring charges, payment adjustments, reversals and other corrections, since the last statements were run.

Statements can be rerun, if you find it necessary to do so. This may be caused by any number of reasons, including imbalances, printer jams, or forgotten transactions. If they are run more than once in a month, the transactions appearing on the statement prepared earlier in the month will also be included on the second statement run during the month. This concept makes it extremely easy to correct and resend any Customer statement you wish. However, once TR has been updated to the new month, you CANNOT rerun the statements that were run prior to the TR update.

The statements are designed to reflect the balance forward from the last statement, along with any charges and credits processed. These statements ARE NOT invoice balance statements - showing simply the amount due at the time the statements were run. Rather, this process updates the ending statement balance in order to bring this balance forward during the End-of-Month update process. As noted above, the statements will contain all transactions since the previous billing cycle up to the date you run the next cycle statement.

The statement process sends the statements to your printer, or to the 'sendmail' mailer if you are emailing the statements, grouped by client. You can indicate if you want to use letterhead.

Special formats can be designed for statements. This process also prepares a report indicating how many statements were prepared for each Client. This report normally is used to invoice back the costs of the supplies used by each Client.

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