This article provides a general overview of the "Generate Third Party Statements" action item. Please note that your database may include a different action item configuration.
To generate a statement, click the + New Action Item from any screen where this button is available. Next, select the Action Type Generate Third Party Statements. This action item will create statements files for to either South Data, Optimal Outsource or BB&T depending on the statement format that you have set on your Association>Settings. Please see below for the action item fields:
- Details: This is not a required field, but is used if sending the statement by email is desired. Subject may be filled out as the email subject line, Description as the body of the email, and Other Email Address if you want to include a different email.
- Dates and Assignment: This field is also not required to run the Generate Paper Statements action item, but can be included to specify dates for the action item itself. Note that the follow-up date and due date are for the action item, not for the statement.
- Attachments: This field can be left blank, as attachments are not needed for this action item. (This section is used for eStatements which can be seen in the corresponding article).
- Parameters: This is used to specify statement dates, and what information is included in the statement. ***This field is the most important to fill out***. The parameters pertain to the information on the statement itself, while the details, dates an assignments, and attachments correspond with the action item.
-Start Date: This parameter will indicate the start date of the statement.
-End Date: This parameter will indicate the end date of the statement.
-Due Date: If you enter the due date, this will replace the run date of the statement.
-Include ACH: Checking this box will add Homeowners who are on ACH to the list to send statements. If this is not selected, Homeowners who are on ACH will not receive this.
-Include All Properties: Checking this box will send any Homeowner who has multiple properties and is merged in the system a combined statement.
-Include Credit Balance: If a homeowner has a large enough credit balance to cover your next assessment, this will not be included in the statement unless the "Include Credit Balance" is checked.
-Statement message: Entering in this information will override your default message. To view the default message navigate to Settings > Company Info.
-South Data Product Code: If sending statements to South Data, your product code must be entered in the parameters of the first step: Generate Statements
***NOTE: If sending statements to Optimal, Product Code is not needed.
Once all desired information has bee entered, click the Update button, the action item will advance and an attachment will be generated. Generation of the attachment may take several moments. When complete, the generated statements will display as an attachment on the action item step and Generation Complete will be displayed. This means the statement is attached and has been sent to AR. This will generate an excel file to be sent to the third party.
Next, for South Data or Optimal the AR team will step this action item to Send Statements. This action will send the excel file to either South Data or Optimal. Once statements have been sent, the action item will then automatically advance to: Completed.
*If you are using BB&T, please download the excel file and upload directly to BB&T. The interface will not currently send to BB&T by stepping the action item at this time. Once you have downloaded the file, step the action item to Completed to close the action item.