Automatic Statement Distribution

  • 12/11/2024
  • 6 minutes to read

Document Output offers enhanced options for creating and sending customer statements automatically. Using the Automatic Documents functionality, you can configure profiles to suit specific customer needs, such as defining the statement period, due dates, and output method. This guide covers how to set up automated statement distribution, assign profiles to customers, and manage statement scheduling and conditions.

Note

If you're upgrading from a version before 2024 R2, activate the Enhanced Automatic Statement feature in Continia Feature Management. The legacy Send Customer Statements page is no longer used in this version.

Creating automatic statement profiles

To create a new profile for automatic statement distribution, follow these steps:

  1. Select the Search icon, enter Automatic Documents, and select the related link. OR in the Role Center, navigate to Document Output > Setup > Automatic Documents > Automatic Documents.
  2. In the action bar, select New, or Edit List if you want to edit an existing profile.
  3. Fill in Code and one or both of Automatic Period Statement and Automatic Due Date Statement, depending on the profile's requirements, to create a new statement profile.

Configuring Period-Based Statements

In the Automatic Period Statement setup, you define criteria for when a statement should be generated and sent. You can choose a predfined one, or you can create a new one, and here's how you do that:

  1. On the Automated Documents page, select Edit List.
  2. Select the Automatic Period Statement field for the line you want to edit.
  3. Select New.
  4. Fill in or change the desired fields. These are some of the important fields to consider filling in:
    • Send statement if: Choose criteria such as entries exist within the specified period, outstanding or balance due on the account, or entries or balance due in the period.
    • Period Start Date Type - Select how to determine the statement’s start date, such as Date formula. Define period length in Period Date Formula.
    • First open entry date - Set end date options, e.g., last entry date or last bank posting date.
    • Sending interval - Define how frequently the statement is sent, with options to set specific days or weekdays for sending.

Tip

Check Description, which shows the outcome of the logic, to make sure that everything is as it's supposed to be.

Note

It's possible to build a date formula that will behave in a faulty way without it causing an error. If, for example, the period defined in Period Date Formula is shorter than the interval in Sending Interval, then the statement will ignore parts of the period between the current and the last sending date, but no error message will appear.

Setting Up Due Date Profiles

If the Send statement if field includes Balance Due or Entries in period or Balance Due, you can set up a due date profile to include a grace period:

  1. On the Automated Documents page, select Edit List.
  2. Select the Automatic Period Statement field for the line you want to edit.
  3. Select New or Edit List.
  4. In Balance Due Date Formula, specify a grace period for additional processing time, if needed.

Pausing Statement Generation

To avoid sending statements under certain conditions, set pause criteria in Automatic Period Statement:

  • Do not send if: Select conditions such as a negative balance, recent finance charge, or reminder sent.

Choosing Email Templates and Output

Configure the email template and output method in the Automatic Period Statement or Automatic Due Date Statement pages:

  • Email Template Code: Choose an email template, typically the "Statement" template.
  • Output: Select whether statements should be sent to the Customer Statement Journal for review or emailed directly to customers.

Assigning Automatic Statement Profiles to Customers

After setting up profiles, assign them to customers:

  1. Open the customer’s card and go to the Document Output FactBox.
  2. Under Automatic Documents, select the appropriate statement profile.
  3. Set Automatic statement to Automatic.

Reviewing Automatic Statement Schedules

To view scheduled and sent statements for a customer:

  1. From the Customers page, open the Document Output FactBox.
  2. Select Customer Actions and open the Document Output Customer Card.
  3. In the Statement menu, choose Calendar to see scheduled and past statement dates.

This new configuration flexibility allows you to tailor statement profiles to customer needs, automating statement distribution and improving document management workflows.