Create Statements from a Smart Search

Use a smart search to generate statements and email or print statements to members who have an account balance greater than or equal to a specified amount.

Step by Step Guide

Step 1 - Build the smart search and preview results

• From the main menu select Smart Search
• Select Members then click the Next: Build Criteria button
• Enter the Account Criteria fields:
  • Field Section = Financial
  • Field Name = Select the Account  Type i.e. House Account (Account Type)
  • Field Operation = Equal to
  • Field Value = Select Account i.e. House
• Click +Criteria button
• Enter the Account Balance criteria fields
  • Field Section = Financial
  • Field Name = Select (House) Account Balance
  • Field Operation = Greater than or equal
  • Field Value = Enter the minimum amount the statement is to be generated from e.g. 10 for $10
• Click +Criteria button
• Click the Next: Preview Results button

Step 2 - Open the generate statements tool

• Tick the Selected box to select all members in the results list
• Click on Bulk Action button and select Financials then Create Statements

Step 3 - Set the fields in the generate statements tool and create statements

• Select Date Selection from the member options: By Month or By Dates
  • If the By Dates option is selected enter the To and From dates for the statement start and end period
  • The By Month statements can't be created until the 1st day of the following month i.e. January statements can't be created until 1 February
• Select the Account. Only the transactions made in the Month or within the By Dates for the selected account will appear on the statement
• Enter a Due Date. Only required if the transactions on the statement are payable by a specific date (generally not required for membership subscription and other general invoices because they have their own due date) - refer to important notes below for House or Charge to Accounts
• (Optional) select Detailed if you require a list of all transactions made within the selected period to appear on the statement
• (Optional) add a Note to the statements. Visible to member
• Click the +Create button

Important Notes: 

• House or Charge To Accounts: If the Account Type settings include a due date i.e. number of days after statement is created and grace (default) period for payment, the due date will fill automatically and cannot be changed. 
• If the statement the statement remains unpaid after the due and default dates have passed the member's membership statuses will change to Inactive and Unfinancial

Step 3 - Review the statements batch and email or print statements

• The Statement Generation progress task bar will show top of screen. When the progress reaches 100% complete click the Magnifying Glass icon to redirect to the Statements batch
• In Statements : Batch screen Select some, or all, Statements to apply an action
• Click the Bulk Action button and select required action from drop down menu. Options include Export Statements, Send Message, Email Account Statements, Print Statements, Change Date, Delete Statements, View Selected Statements or View Associated Members