Generating and Exporting Statements

A statement contains all transaction activity for a customer for a given period of time (as opposed to a bill, which only contains the current amount due). When an agency generates statements is based on your agency’s specific policy; some agencies generate customer statements every month, while others do so less frequently.

Caution! Before you generate statements for a given month, make sure that you have generated the monthly transactions for that month first. See "Generating Monthly Transactions"

Note: Your statements for accounts other than accounts receivable may not balance correctly if the tenant also has receivables transaction(s) attached to their lease. To avoid this, you have the ability to exclude receivables transactions on your statements with a policy setting. When set to True, the receivables transactions will be listed and the security deposit account statement will show a correct balance. When set to False, the receivables transactions will not be listed and the receipt will also show a correct balance. See "Include the Receivables Transaction on Receipts/Statements"

Hint: If you want to generate an individual statement for a specific customer, please use the Generate Statements option in the Tenant, Lease, and Customer Management area of the program. See "Generating Individual Statements"

On the Main Menu screen, click PERIODIC. The Periodic Processing screen opens.

Select the Monthly tab and click GENERATE STATEMENTS. The Generate Statements Wizard is initiated.

Specify the statement date, due date, beginning balance as of date, and include transactions through date.

Note: The statement date, due date, and beginning balance as of date must be the first day of the month of the transactions being billed, and the include transactions through date must be the last day of the month of the transactions being billed.

Select any statement format (while the export does not require a format, the system does require a value entered in that field) and a statement order from the drop-down lists.

Hint: If you choose the default “Account Description (Unit Number if tied in)” statement order and then choose multiple accounts on step 2 of the wizard, a statement for each type of account for each tenant will be generated. If you want one statement per tenant and are using multiple accounts, choose a different statement order.

If necessary, check any filter checkboxes to refine the statement data you want to generate: active leases only, exclude zero balances?, exclude credit balances?, is this a summary statement (one line per transaction type)?

Check the export statements checkbox and select the housing authority to which you want to export the statements from the which HA? drop-down list that appears.

Check the checkboxes of the developmentsfor which you want to generate statement data. By default, all developments are checked.

This is your agency-defined list of developments, which you maintain in the Setup area of the program. See "Setting Up Developments"

Hint: Click to check all checkboxes; click to uncheck all checkboxes.

Click START to continue.

Check the checkboxes of the account types you want to include in the statement (all transactions posted under that account type, such as rent, late fees, utilities, and work orders, will be included).

This is your agency-defined list of account types, which you maintain in the Setup area of the program. See "Setting Up Account Types"

10.

Click NEXT to continue.

11.

Review and confirm the statement information you just set up and click FINISH to generate and export the statements.

Note: It takes several minutes for the Exporting message to appear. The Exporting message and the Generate Statements Wizard closes when the export process is complete. The system saves the export file as “RecStatementHousingAuthorityExport.txt” within the WinTen² folder on your Tenmast drive (this is usually T:\WinTen2).