Debtor Maintenance - Statements tab

Use the Statements tab to:

define who receives statements or tax invoices, including people or organisations who receive duplicate statements for an account
define the notification method for all recipients
view all statements issued to the debtor.

For example, you can send duplicate statements rather than defining split payments for a debtor and their ex-spouse. The recipients of the statements make private arrangements for payment but payment is received from the debtor only.

Opening the Statements tab

To open the Statements tab:

Select Module > Debtors > Debtor Maintenance from the main menu.
Tip: You can also access the debtor functions by clicking .
Search for the debtor. See Searching for debtors.
The Debtor tab of the Debtor Maintenance window is displayed.
Click the Statements tab.
The Recipients sub-tab of the Statements tab is displayed.

Whether the debtor receives a statement or a tax invoice depends on the setting of the main debtor's Statement Method, located on the General tab. See Debtor Maintenance - General tab.

Recipients sub-tab
The main recipient of statements is the debtor. Use the Recipients tab if the debtor has requested extra statements for other people.
Note: The Recipients sub-tab is the default tab when the Statements tab is selected.

To add more statement recipients:

Click or .
The Create Debtor Recipient window is displayed.
Type the statement recipient's name, then click .
Synergetic displays a list of possible matches. If a community record already exists for the statement recipient, select it.
Complete the statement recipient's details.
See Debtor creation windows.

The statement recipient's default mailing address can be home, work or postal. The recipient receives a statement headed DUPLICATE STATEMENT FOR <the name of the main debtor>.
Note: The exact wording depends on your organisation's statement format.

To initialise duplicate statements:

Select Module > System Maintenance > Finance Configuration Maintenance > Debtors.
Click the Debtors tab. See Synergetic Financial Configuration - Debtors tab in the Finance manual.
Click the Page 2 sub-tab.
Select Allow duplicate statements to be sent.

Recipients sub-tab key fields and buttons
Statement Recipients area fields

Field	Description
Name	Debtor's name.
ID	Debtor's Synergetic ID number.
Address	Debtor's mailing address.

Statement Recipients area buttons

Button	Description
	Launch the Community Maintenance window for the selected debtor. See Maintaining community members in the Community manual.

Duplicate Statements Sent To area fields

Field	Description
Name	Statement recipient's name.
Primary	Select if the duplicate statement goes to the primary recipient only, rather than the primary recipient and their spouse.
Notify Method	Method by which statements are sent to the recipient. Values include: Default - use the recipient's default notification method Email with attachment - attach the statement to an email Email with link - include a link to the statement in the email for the debtor to download Print - print the statement to mail to the recipient. Note: If storage of individual statements is disabled, all recipients with notify methods of Email with attachment default to Email with link. See Synergetic Financial Configuration - Debtors tab - Page 3 sub-tab in the Finance manual.
Mail	Mailing address code. Values include: P - Postal H - Home O - Occupational.
Address	Statement recipient's mailing address.
Email Address Code	The code of the email address that the statements are sent to, if statements are sent via email. D - Default H - Home O - Occupational.
Email Override	Email address that the statements are sent to if an email address other than those available in the Email Address Code is required.
ID	Recipient's Synergetic ID number.

Duplicate Statements Sent To area buttons

Button	Description
	Launch the Community Maintenance window for the selected statement recipient. See Maintaining community members in the Community manual.
	Click to add a new statement recipient.
	Click to insert a new statement recipient. The new statement recipient is inserted into the list immediately before the highlighted statement recipient.
	Click to delete a statement recipient.

Prior Statements sub-tab
The Prior Statements sub-tab lists all the statements that have been issued. It allows you to send out another statement to the debtor, either as:

a printed document. See Reprinting individual statements
as an Acrobat PDF file that you can email to the debtor. See Emailing individual statements.

Opening the Prior Statements tab

To open the Prior Statements sub-tab:

Select Module > Debtors > Debtor Maintenance from the main menu.
The Set Debtor Search Criteria window is displayed.
Tip: You can also access the debtor functions by clicking .
Search for the debtor. See Searching for debtors.
The Debtor tab of the Debtor Maintenance window is displayed.
Click the Statements tab.
The Recipients sub-tab of the Statements tab is displayed.
Click the Prior Statements sub-tab.
The Prior Statements sub-tab of the Debtor Maintenance window is displayed.

Prior Statements sub-tab key fields and buttons
Prior Statements area grid fields

Field	Description
Statement	Statement or invoice number.
Date	Date the statement or invoice was sent to the debtor.
Group	Debtor group, if applicable.
Due Date	Statement or invoice due date.
Balance	Statement or invoice balance.
Stored	If selected, report has been archived. Note: This field is not editable.
Description	Statement or invoice description, if applicable.

Viewings (on Community Portal) grid area fields

Field	Description
Date	Date the statement was viewed on the Community Portal.
Viewed By	Name of the community member who logged in to view the statement.

Recipients grid area fields

Field	Description
Name	Name of the community member who also received the statement.
Notify	Notification method used. For example, Print.
Notified	Date the community member was notified.
Notify Email	Email address used to notify the community member of the statement.

Buttons

Button	Description
	Preview and print prior statements in the statement viewer. See: Reprinting individual statements Emailing individual statements. Note: Holding down Ctrl while clicking displays the raw report without any PDF templates. Holding down Shift while clicking bypasses the archived report and force a new report to be generated and displayed as a Crystal Report.
	Delete the highlighted statement. Tip: Delete a statement if the statement should not have been given or an adjustment is required. For example, an error has been discovered prior to statements being sent out to debtors. See Removing a debtor from a statement run. Note: You should only delete statements that the debtor has not received.
	Email the archived statement to a community member.
	Generate a new statement for the highlighted statement. See Generating debtor statements.