Part 1 Process Recurring Charges


Before running Statements you must process any Recurring Charges that need to be included on the Statement. CLICK HERE for more information.


Part 2  Process Statements


Once you have completed your setup and have run recurring charges, it’s time to Process Statements. This step gathers data, based on the criteria you enter, so you can review information prior to creating a document. 


Step 1. Navigate to Accounting > A/R > Process Statement.


Step 2. Check the box on the right hand side for the correct Association.



Step 3. Select Process Selected Items from the Page Actions drop down menu.



Step 4.  Complete the Fields below on the Create Statement Batch popup window. 


Statement Detail


  • Statement Date- This is the date the Statement is Due.  


NOTE- This date can be customized based on the merge fields selected on the Statement Template. CLICK HERE for more information. 


  • Due Date- This is the cut off date after which penalties may apply. 


NOTE- This date can be customized based on the merge fields selected on the Statement Template. CLICK HERE for more information. 


  • Trans Date- Start and End-These are the starting and ending dates for Transactions to be included on the Statement.


  • Title- Enter a title for the Statement Batch. This is for internal use and will not display on the Statement.


  • Direct Debit- Determines if Statements should be sent to homeowners using Direct Debit. Use this field to stop Statements from going out to homeowners whose payments are being automatically deducted from their Bank.


  • Account Type- Allows you to select the Account Type to receive Statements. This can be used to send Statements to a specific type of homeowner, such as Owner, Builder or Developer. 


  • Firm Unit Type- Allows you to select the Unit Type to receive Statements. This can be used to send Statements only to a specific Unit Type within the Association. 


  • Section- Allows you to select the Section to receive Statements. This can be used to send Statements to owners within specific Sections of the Community if it is subdivided. 


  • Transaction Type- Allows you to select only certain Transaction Types to be included, such as Assessments or Special Assessments.


  • A/R Type- Allows you to select specific A/R Types to include on the statements. 


  • Send Via- Select the option to send via Mail or Email. This option allows users to send batches of Email and Mailed Statements separately. 


  • Current Balance- Use this field to enter a Minimum and/or Maximum account balance to receive Statements. 


  • Past Due Balance- Use this field to enter a Minimum and/or Maximum past due balance to receive Statements. 



Step 5. Click the Save button to finalize your selections and Process statements. 



Part 3  Review and Edit Statements - At this stage you can review the accounts scheduled to receive Statements, edit Account information, change the Statement Template or upload an attachment, as needed. 


Accounting > A/R > Manage Statement


Edit Statement Batch- This page displays all accounts currently included in the Statement batch and allows you to remove accounts, if needed. 


Step 1. Click the View Accounts hyperlink in the row that corresponds to the Statements you are working with. 



Step 2. To select an account click on the corresponding check box on the right. To select all items, click the Checkbox at the top. 

Step 3. From the Page Actions drop down menu, Select the option to Include or Exclude the selected accounts


  • Include- This option will include only the items selected.


  • Exclude- This option will exclude the items selected and process all others.


Review Batch Information - Review the Statement Batch to make sure it is accurate by checking how many statements are scheduled to be sent by mail, the number by email and the total number generated. 


NOTE- If you are using an integrated mailing service, you can also review the Fulfillment Cost. 



Edit Details- This step will allow you to change details such as the Statement Date, min/max balance, Unit Type etc…, change the Statement Template or add an Attachment. 


Click the Files hyperlink in the Details column. 


  • Statement Details Section- See Part 2, Step 4 above for information on the Statement Detail fields.


  • Template Section - Use this section to select the Statement Template. CLICK HERE for more information.


  • Attachment - Use this section to upload any documents you need to mail with the Statement. This is only necessary if using a 3rd Party mailing service. 


Review Addresses- Items without a checkmark in the Valid Address column contain an error that will need to be corrected before a Statement can be mailed.




Part 4  Generate Statements


Step 1.  Navigate to Accounting > A/R > Manage Statement.


Step 2. Check the box in the Generate column corresponding to the batch you just created. 



Step 3. Select Process Selected Items from the Page Actions drop down menu.



NOTE- Depending on the number of Statements in the batch, this step can take several minutes. You can keep working in uManage while the batch processes. The column shown below indicates the status of the current batch. 


  • New - The statement batch is created and ready to confirm accounts to be included.


  • Queued - The statements are currently queued for processing.


  • Processing - The statements have begun processing.


  • Generated - The statements have finished processing and are ready to view on the Manage Statement page.



Part 5  Publish Statements


This step finalizes the process and creates a file for printing. This also adds a copy of the Statement to each homeowner account, viewable on the Transactions Tab.


NOTE- Statements sent by email are sent at this stage and cannot be retrieved. Please review Statements carefully as outlined in PART 4, before publishing your statements. 


Step 1. Click the checkbox next to the Statements you want to Publish. 




Step 2. Select Process Selected Items from the Page Actions drop down menu.



Part 6  Print or Send Statements - The next step is to print your statements for in-house mailing, or send to a 3rd party fulfillment company for mailing. 


Accounting > A/R > Manage Statements


NOTE- At this stage, if errors are found, you will need to Unpublish to make changes to the batch. Instructions are below in PART 7.


NOTE- If you are utilizing a 3rd party mailing service, check statements carefully before sending as they cannot be retrieved once sent. 


Step 1. Click the BatchFile hyperlink to view statements. This will open a PDF file of the entire batch, allowing you to scroll through each statement. If you find errors, and need to make corrections, see PART 7 for instructions. 


Step 2. If there are no errors, you can print the PDF for in-house mailing as the final step. If you are using a 3rd party mailing service, proceed to Step 3. 

  

Step 3. Check the box in the Send to LS column. 

 


Step 4. Select Process Selected Items from the Page Actions dropdown menu.


 


Part 7  Unpublish and Delete Statement Batches


If you find problems with the Statement Batch after Publishing, you will need Unpublish and Delete the batch, make your changes, and begin again at PART 2.  


NOTE- Re-publishing a statement will resend statement emails if eStatements are used.


Step 1. Check the box in the UnPublish column for the Statement batch you need to Unpublish. To Unpublish all, select the checkbox at the top. 



Step 2. Select Process Selected Items from the Page Actions drop down menu.


Step 3. Click OK on the confirmation box. 



Delete a Statement Batch


Click the Trash icon next to the statement that needs to be deleted.


NOTE- The statement must  be Unpublished before it can be deleted.