Create a Statement: Database Level (How To)

Statements can be created for individual accounts and in bulk. This article details how to create statements in bulk on the database level.

Before You Begin

Determine if statements will be sent via email or paper mail. Navigate to Legacy Mail within the Communications Feature, and select Create New Mail. 

Generate the Statement

1. Step 1. List: select the Billing subscriber list and select Continue.
   
   • Select a date in the past or future to show the balance on statements as of date selected.
2. Step 2. Recipients: choose recipients for the mailing by selecting a pre-made subscriber list or using specific criteria.
   • Basic
     • Add People with an Outstanding Balance
     • Add People with an Open Charge
     • Add All People
   • Advanced Targeting - allows inclusion/exclusion of accounts or people based on specific criteria
   • One At A Time - add individual people to recipient list
3. Step 3. Options: select the checkbox to Attach Personalized Statement and determine the details to be included on the statement. 
   • If statements are being sent via email, determine which kind of email to generate: Mail Builder, Plain Text, or Rich text. 
   • Determine a time to send.
4. Step 4. Message: create the content of the email, the sender name, and the subject line. 
5. Step 6. Review: preview the message, send a test, and either send or schedule the email to be sent.

Select a Subscriber List

To generate statements, select the Billing subscriber list.

Fields	Description
1. Balance On	Date defaults to today. Select a date in the past or future to show the balance on statements as of date selected.
2. Deduct scheduled payments from balance	Check to remove scheduled/recurring payments from the balance due.
3. Optional: Balance is above $__ and below $__	Generate statements only for accounts with balances between selected amount.

Choose Recipients

Fields	Description
1. How would you like to add recipients?	Options to add who should receive statements. Basic - select from specific Subscriber Groups Advanced Targeting - allows inclusion/exclusion of accounts or people based on specific criteria One At A Time - adds individual people to recipient list
2. Add People with an Outstanding Balance	Add all people for accounts with an open charge or payment up to the date selected above.
3. Add People with an Open Charge	Add all people for accounts with an open charge. Does not include people with scheduled payments.
4. Add All People	Add all people in database regardless if they have an open balance, open charge, or zero balance.
5. Recipients	Displays names of people who meet the criteria for the subscriber group selected above.

 

Statement Options

Fields	Description
1. Attach Personalized Statement	Select to attach statement to email. The box must be checked for statements to send with the email message.
2. Type of Statement	Select the type of statement: Outstanding Statement - Only open charges Statement Between Dates - All transactions between a specific date range Tax Letter - Tax deductible payments within a specific time frame.
3. Until	Show transactions on the statement until a specific date.  If Statement Between Dates is selected, a "From" field will also be available.
4. Group By	Select: Charges - groups charges together Don't Group - displays transactions by date
5. Show Line Types	Select to display on the statement: all transactions charges only payments only
6. Show Future Balance (if exists)	Show balances that includes scheduled payments.
7. Show Balances without Scheduled Payments	Show balances due, even if a recurring payment is set up to collect the balance.
8. Statement Type	Show charge types: Regular - all charge types without any type of sorting Split by Parent Charge Type - all charge types divided by parent charge type.
9. Special Charge Types	Generate a statement that includes: Skip Special Charges Only Special Charges All Charges Charge types are indicated as special in My Lists > Charge Types. Special charge types typically print on their own statements rather than being included in annual/monthly statements.
10. Filter to Charge Type	Select all or specific charge types to display on the statement. Charge Types available are generated from My Lists > Charge Types.
11. Draft Mode: Do note generate with an ID or track creation	Create a draft statement without a date so it can be regenerated in the future. Typically used in Canada.
12. Attach Cover Letter	Include a cover letter with the email or PDF version of the statement. Learn more about statement templates.

Next Steps

Continue through the final steps in the Mail Feature to send your statements via email or receive a PDF file of statements to send via paper mail.

Related Resources

• Create a Statement (Topic)
• Using Template Text
• Creating Email (Advanced Targeting)