Statement Utilities

To access the Statement Utilities menu:

1. From Home Base, click the Accounting button.
2. Click the Reconciliation button.
3. Click Client Bill or Combined Bill.

4. Click Statement Utilities.

The following options are available from this area:

• Statement Closing - Check/Deposit/Misc. No. Assigned
• Statement Closing - No Check/Deposit/Misc. No. Assigned
• Statement Repair Utility
• Reverse Unpaid Reconciliations
• Reverse an Open Reconciliation
• Revise Closed Statement Amount

Statement Closing - Cheque/Deposit/Misc. No. Assigned

This utility flags all transactions associated with an insurer statement as paid. The transactions are flagged with the cheque, deposit, or miscellaneous number issued to the insurer when you paid the statement. This program does not affect the balance of any cash accounts; it ensures that the items on insurer statements are flagged as paid with the appropriate cheque number. Use this utility to handle three specific situations:

2. • You encounter an internal error while issuing an insurer cheque with the Pay Insurer Statement option in the Cash Disbursements program. If you receive an error, not all items may have been flagged with the correct check number.
   • Someone issued a check for a particular insurer statement using the Miscellaneous Insurer Disbursement option before actually reconciling the items associated with the statement (e.g., direct withdrawal).
   • The reconciliation total was a credit amount and the insurer returned a check to the agency for the items.

1. Click Statement Closing - Cheque/Deposit/Misc. No. Assigned.
2. Select the agency for which to run the procedure.
3. Select the insurer whose statement you want to close. The selected insurer's address displays in the right portion of the Insurer frame.
4. Select the cash journal from which you wrote the check to pay the insurer statement.
5. Click OK.
6. The selected insurer appears at the top of the window. Click the statement to associate with this cheque number.
7. Click the appropriate radio button to flag the statement with a Cheque, Deposit, or Misc. disbursement.
8. Enter the number of the cheque written to pay this insurer statement in the field provided. All transactions associated with the insurer statement are flagged as paid by this cheque number.
9. Click OK to continue or click Cancel to quit without running the procedure.
10. Click Yes to verify closing the statement.
11. You are notified that the statement successfully closed. Click OK.

Statement Closing - No Cheque/Deposit/Misc No. Assigned

This option is used to close an insurer statement without assigning a cheque, deposit, or miscellaneous number if you created an insurer statement in order to remove or correct errors in Insurers Payable. You would not pay an insurer statement such as this, so you would need to use this procedure in order to close it. Use this option with caution.

1. Click Statement Closing - No Cheque/Deposit/Misc. No. Assigned.
2. Select the agency for which to run the procedure.
3. Select the insurer whose statement you want to close. The selected insurer's address displays in the right portion of the Insurer frame.
4. Click OK.
5. The Close Unpaid Statements - No Number Assigned window displays. Click the statement to close, and then click OK. A warning displays.
6. Click Yes to close the statement, or click No to return to the prior window. If you click Yes, TAM closes the insurer statement reconciliation but does not associate it with a specific check, deposit, or miscellaneous number.
7. Click Cancel to return to the Statement Utilities window.

Statement Repair Utility

This option is used to flag all transactions associated with an insurer statement as paid when an error occurs while closing a statement. The transactions are flagged with the check, deposit, or miscellaneous number issued to the insurer when you paid the statement. This program ensures that the items on insurer statements are flagged as paid with the appropriate check, deposit, or miscellaneous number. This option is less comprehensive than the first option but takes less time to run. Use this utility to handle the following situations:

1. • You encountered an error while issuing a check for the insurer using the Pay Insurer Statement option in Cash Disbursements.
   • Not all items were flagged with the appropriate check/deposit number.

1. Click Statement Repair Utility.
2. Click OK.
3. Select the agency for which to run the procedure.
4. Select the cash journal from which you wrote the check to pay the insurer statement. This has no effect on the cash account balance. The program updates all transactions on the statement with the cash journal number as an audit trail.
5. Click OK.
6. Enter the statement number and accounting month in the fields provided.
7. Select the insurer whose statement you want to close. The selected insurer's address displays in the right portion of the Insurer frame.
8. Click the appropriate radio button to flag the statement with a Check, Deposit, or Misc. disbursement.
9. Enter the number of the check written to pay this insurer statement in the field provided. All transactions associated with the insurer statement are flagged as paid by this check number.
10. Click OK to continue or click Cancel to quit without running the procedure. If you click OK, the program prompts for verification.
11. Click Yes to begin the procedure, or click No to return to the prior window. If you click Yes, TAM runs the statement repair procedure.
12. Click Cancel to return to the Statement Utilities window.

Reverse Unpaid Reconciliations

Use this option to add or adjust items from a completed insurer statement. This option reverses the selected reconciliation and enables you to revise it through the reconciliation options. An unpaid statement is one that you reconciled through either the Reconcile an Insurer Statement or Reconcile Agency Account Current programs but have not yet paid the insurer through Disbursements. This option does not unflag the items; it reopens the statement so you can add items to it or make adjustments to previously flagged invoices.

1. Click Reverse Unpaid Reconciliations.
2. Enter the number of the statement to reverse in the field provided and click OK.
   
   Note: Use the List Statements option on the Reconcile Insurer Payables window to determine the number of the unpaid reconciliation statements on the system.
3. TAM reverses the paid statement and leaves it open. You may now make adjustments to the items and then reconcile your insurer payables.

Reverse an Open Reconciliation

Choose this option to void an open reconciliation statement. Select this option if you have begun a reconciliation and then decide that you do not want to complete the statement. This option unflags any items that have already been marked as paid.

1. Click Reverse an Open Reconciliation.
2. Click OK to display the open reconciliations.
3. Click the reconciliation to void, and then click OK.
4. TAM voids the statement and associated statement number. Any items flagged as paid are reversed. The program confirms the reversal.
5. Click OK to return to the Statement Utilities window.

Revise Closed Statement Amount

Choose this option to revise the total amount recorded on a closed reconciliation.

1. Click Revise Closed Statement Amount.
2. Enter the statement number to be revised, and then press [TAB] or click in the New Amount field. The current statement amount defaults in the Current Amount field.
3. Enter the new statement amount in the New Amount field.
4. Click OK. The program confirms the change.
5. Click OK to return to the Statement Utilities window.