Generate Statements

1. From the Home screen, do one of the following:
    
   • Click Procedures on the navigation panel.
   • Click Areas > Procedures on the menubar.
   • Click the down arrow next to Home on the options bar and select Procedures.

From any other area of the program, do one of the following:

2. • Click the down arrow to the right of the Home options bar button and select Procedures.
   • Click Home > Procedures on the menubar.

2. Click Accounting on the navigation panel or Areas > Accounting on the menubar.
3. Click Generate Statements on the navigation panel.
4. A list of criteria displays in the list:
    
   • Account

     1. Account is selected by default. In the Available section to the right of the list, select an account Type for which to generate statements.

     2. Select the appropriate radio button:

        • All: Generate statements for all accounts of the selected type.
        • Range: Generate statements for a selected range of accounts of the selected type. If you choose this radio button, enter beginning and ending values for the range in the fields provided.
        • Selected: Generate statements for a specific account. Click the lookup button to the right of the field. In the window that displays, enter at least the first letter of the account lookup code and then click Locate or press [Enter]. Click on the correct account in the list and click Finish.
          
          If the account you choose is a parent account, optionally select the Include related statements checkbox to include statements for the account's children.

     3. Click Add to add another account.
        
        To remove an account or range of accounts from the list of statements to be generated, click on the account or range in the Selected list and click the Delete button or press [Delete].

   • Agency
     1. Click Agency in the Criteria list.
     2. Select the appropriate radio button:
        • All: Generate statements for all agencies.
        • Selected: Generate statements for a specific agency or agencies. Select the appropriate agency in the dropdown menu and click Add. Repeat as necessary to add additional agencies.

     To remove an agency from the list of statements to be generated, click on the agency in the Selected list and click the Delete button or press [Delete].

   • Branch
     1. Click Branch in the Criteria list.
     2. Select the appropriate radio button:
        • All: Generate statements for all branches.
        • Selected: Generate statements for a specific branch or branches. Select the appropriate branch in the dropdown menu and click Add. Repeat as necessary to add additional branches.

     To remove a branch from the list of statements to be generated, click on the branch in the Selected list and click the Delete button or press [Delete].

   • Statement Balance

     Select the Exclude credit statements checkbox if applicable.

   • Transaction Amount/Balance

     Select the Include pre-bill items checkbox if applicable. This means that transactions with an A/R due date later than the Pre-bill date will be included on the statements, as long as they exist on a generated invoice. They will be labeled as pre-bill items and will not affect the total amount due.

5. Do one of the following:
    
   • Click Actions > Generate Statements on the options bar.
   • Click Actions > Generate Statements on the menubar.
6. The current system date defaults in the Pre-bill field, but you can change it if necessary. If you did not select Include pre-bill items in step 4, only transactions with an A/R due date on or prior to the Pre-bill date will be included on the statement. If you selected Included pre-bill items, transactions with an A/R due date after the Pre-bill date will be included as long as they exist on a generated invoice, but they will be marked as pre-bill and will not affect the statement totals.
7. Make the appropriate selection in the Sort by dropdown menu. If you opt to sort by Servicing Role, select a role from the Servicing role dropdown menu. Only servicing roles configured to display at the account level are included in this list.
8. Optionally select the Include zero balances checkbox. If you select this box, enter a beginning and ending date in the Items paid in full between fields.
9. If you selected Broker or All as the Account Type, choose a beginning and ending month and year in the Due between dropdown menus in the Broker Commissions section. Broker commissions display on statements only if Include retained commission and/or Include commissions due are selected in broker detail. Commissions due to the broker determine the total due from the account. The accounting month in which commissions are due to a broker is determined by the broker's accounting method.
10. Optionally enter a statement Message.
11. To change the circumstances under which you are notified that the invoices have printed, click the Change Notification Settings link label, select the desired radio button, and then click Finish or press [Enter]. These are the notification options:
    
    • Notify if unsuccessful only
    • Notify if successful or unsuccessful
    • No notification
12. In the Distribution section, select the Printer. To change your printer settings, click the Change Printer Settings link label to the right of the field and make the necessary changes in the Print window.
13. Select a From Email address, or click the Change Sender link label in the Email/Fax Options section. If you have customized email signatures and want to use a different one, select it from the Signature dropdown. Click the Refresh link label to reset to the signature, or to clear the field if no default signature has been set.

    If you click Change Sender, the Change Sender pop-up window displays.

    1. Use the From dropdown to select an email address.
    2. Click Finish or press [Enter] to accept the change and close the pop-up window.

    Click Cancel to discard changes and close the pop-up window.

14. Optionally select a Cover Page. If necessary, select a different Language for the cover page from the dropdown menu.
    
    Note: Set up a Cover page in all desired languages in Fax Cover Page Configuration to make these languages available from this dropdown menu.
15. In the Email/Fax Detail section, enter a Subject.
16. Enter a Message to display in the body of the email. Use the formatting ribbon to format text and add images or links if necessary. Hover over each button to display its function in a tooltip.
17. Choose to send the statement Now or Schedule it to be sent later. If you choose Schedule, enter a date and time for the statement to be sent.
18. If the statements are for clients, you may have the option to select the Send SMS checkbox to notify the primary contact on each account via text message that statements have been generated (this option is not available for other entity types). Click here for more information on how the default setting for this checkbox is determined.
    
    If you are sending an SMS message, optionally change the Template for the message:

    The Send SMS checkbox only displays if the primary contact on at least one of the selected accounts has an SMS-enabled phone number and the Generate Statements event is activated in SMS Events Configuration. Its default setting and your ability to edit it depend on the configuration of the Generate Statements event.

    If the event is Not Required, the Send SMS checkbox defaults selected. If the event is Required, the checkbox defaults selected and disabled, although you can change the Template selected for the message. If the event is set to Background, the checkbox does not display and a text message is sent automatically using the template selected in SMS Events Configuration.

1. Click the lookup button in the Template field.   
2. To filter the list of available templates, select a Tag.  
3. Select the Template and then click Finish.
19. Click Preview to view the statements before sending them.
    
    Click Finish to complete the workflow.
    
    Note: If the number of pages to be printed meets or exceeds 1000, Applied Epic prompts you to save the PDF file locally so that it can be printed more efficiently.
    
    Click Cancel or press [Esc] to exit the window without generating statements.