Balance Forward Account Statements
Executive Summary
Balance Forward Account Statements lets billing staff produce client account statements for a billing cycle period and then print, email or download them. Staff start a run for a billing cycle, year and period, optionally limited to one funder, one client or one client account. The system reviews each client account on the funders that apply to that period, brings the client and billing contact details up to date from AlayaCare, and builds a PDF statement for every account that has activity or a balance. Each run can then be opened to review the statements, print them in combined files, print mailing labels, email them with an optional extra attachment, or download them as PDFs.
Key Features
- Start a statement run for a billing cycle, year and period, with optional limits by funder, client and client account
- Review past runs, how long they took, and how many statements each included
- Open a run to see every statement with its balances, distribution method and distribution status
- Print all statements whose distribution method is Print as combined PDF files, and print mailing labels for them
- Email statements whose distribution method is Email, with an optional extra attachment
- Download one statement, or the listed statements as a zip file
- Configure the agency name and address, statement message, logo, zero-balance and barcode options, and email account and body in the page settings
Typical Workflow
- If you manage configuration, confirm the statement and email settings.
- Click Start A New Report, choose the billing cycle, year and period (and optionally a funder, client and account), then click Ok. Wait for Starting Report to finish.
- Open the run with Edit and review the statements. Use Filter Name and Filter Distribution Method to narrow the list.
- Click Print for statements that are distributed by print, and Print Mailing Labels for their envelopes.
- Click Email, optionally attach one extra file, and click Ok to send the statements that are distributed by email.
- Use Download PDF on a row, or Download Selected Statements, to get statement files.
Report Output
Each included account produces a statement PDF named AccountStatement_{first name}{last name}_Acct{client UID}PeriodEnding{period end date}.pdf (characters that are not allowed in file names are replaced). The statement is stored with the run. From the statement list you can print the statements as combined files named Account_Statements_{cycle}{year}{period}From{first}To{last}.pdf (in groups of 400), email them, download one, or download the listed statements as AccountStatements_{date}.zip.
Print Mailing Labels produces a separate PDF named MailingLabels_{date}.pdf from the address label layout, with one label for each statement whose distribution method is Print.
Report Contents
| Content | How it is determined |
|---|---|
| Agency name, address, phone and email | The agency details in the page settings. |
| Agency logo | The PNG logo in the page settings, when one has been uploaded. |
| Statement message | The Account Statement Message from the page settings. |
| Funder account number and label | The account number on the client account and the funder's account number label. |
| Client name and client number | The client's name and client number on the account. |
| In account with | The client's name and address. When Insert Address Line 2 in front of Address Line 1 is on, address line 2 is placed in front of line 1. |
| Mail to | The funder's statement name and address when the account has no billing contact; the client's name and address when the billing contact is the client; otherwise the billing contact's name and address. |
| Period from / to | The start and end dates of the billing cycle period. |
| Due date | The payment due date for the funder in that period. |
| Prior statement date / current statement date | The day before the period starts, and the period end date. |
| Prior balance | The account balance at the end of the day before the period. |
| Payments, other credits, other debits and fees | Period totals: payments received, adjustment credits, adjustment debits, and invoiced amounts. |
| New balance / amount due | The balance at the end of the period. The amount due is that balance, reduced by payments received between the period end and the funder's extended-payments date when there is one, and zero when a preauthorized payment applies. |
| Extended payment amount and date | When the funder has an extended-payments date for the period, the payments received after the period end up to that date. |
| Preauthorized payment | When the account is preauthorized for the period, the payment amount (the balance), the payment date, and whether the payment document type is a credit card. |
| Transactions | The account transactions in the period (dates in your time zone). When the funder rolls up visit premiums, premium lines for the same visit are combined into the visit line. |
| Exclude barcode | Whether the payment barcode is left off, from Exclude Barcode From Statements. |
Configurable Settings
Open View Settings or Edit Settings from this screen (when permitted) to change these options.
| Group | Setting | Type | Purpose |
|---|---|---|---|
| Statement | Account Statement Agency Name | Text | Agency name printed on the statements. |
| Statement | Account Statement Address Line 1 | Text | First agency address line. |
| Statement | Account Statement Address Line 2 | Text | Second agency address line. |
| Statement | Account Statement Address Line 3 | Text | Third agency address line. |
| Statement | Account Statement Address Line 4 | Text | Fourth agency address line. |
| Statement | Account Statement Phone Number | Text | Agency phone number. |
| Statement | Account Statement Fax Number | Text | Agency fax number. |
| Statement | Account Statement Email Address | Text | Agency email address. |
| Statement | Do Not Print Zero Balance Statements | Yes/No | When on, Print leaves out statements whose balance owing is zero. |
| Statement | Exclude Barcode From Statements | Yes/No | Removes the payment barcode from the statements. |
| Statement | Insert Address Line 2 in front of Address Line 1 | Yes/No | Puts address line 2 in front of line 1 in the client and mail-to addresses. |
| Statement | Account Statement Message | Rich text | Message printed on the statements. |
| Logo | Logo (Select A File) | PNG upload | Logo printed on the statements. |
| Email Settings | Account Statement Mail From | Dropdown (editable) | Email account used to send statements. |
| Email Settings | Account Statement Mail Body | Text | Body text of the statement emails. |
Available Permissions
The following permissions are available to be assigned to AlayaCare Roles:
| Attribute | What It Controls |
|---|---|
| View | Open the page, including the statement lists |
| Settings View | Open View Settings to see the page configuration |
| Settings Edit | Open Edit Settings and change the page configuration |
Main Grid
The grid lists the statement runs that have been started, newest first (14 rows per page).
| Column | Description |
|---|---|
| Added | Date and time the run was started, in your time zone. |
| Added By | User who started the run. |
| Cycle | Billing cycle. |
| Year | Period year. |
| Period | Period number. |
| From | First day of the period. |
| To | Last day of the period. |
| Start | When processing began. |
| End | When processing finished. |
| Duration | Time taken to process. |
| Included | Number of statements included in the run. |
| Manage Records | Edit icon that opens the run. |
Actions
| Button | Description |
|---|---|
| Start A New Report | Opens the Start A New Report dialog. |
| View Settings | Opens the page settings in read-only mode (when settings view is permitted and settings edit is not). |
| Edit Settings | Opens the page settings for editing (when settings edit is permitted). |
| Edit (row icon, or right-click a row) | Opens the Account Statements page for that run. |
Dialog Components
Start A New Report
Opens from Start A New Report. If any account transaction is missing its client account record, an Error message is shown instead ("The system has detected that an account transaction is missing a corresponding client account record. Please contact ACIntegrations support for assistance.") and the dialog does not open.
| Field | Purpose |
|---|---|
| Select A Billing Cycle | The billing cycle. |
| Year | The period year. Defaults to the current year. |
| Select A Billing Cycle Period | The period (with its start and end dates) of the chosen cycle and year. |
| Select A Funder (leave blank for All) | Limits the run to one funder. |
| Client (leave blank for All) | Limits the run to one client. Type at least three characters of the client's name or number and pick the client. |
| Account | Appears with the client's accounts for the chosen funder. Click an account to choose it (it shows Chosen); it is picked automatically when the client has only one. Limits the run to that account. |
| Ok | Starts the run. |
Choose a billing cycle and a period before clicking Ok.
Account Statements
Opens from Edit on a run. Use the back arrow next to the title to return to the list of runs. The top of the page shows the Billing Cycle, Year and Period (read-only).
Grid
The grid lists the statements of the run, sorted by client name, 12 rows per page. The first two columns stay in view while scrolling.
| Column | Description |
|---|---|
| Client Name | The client on the statement. |
| Billing Contact | The billing contact name. |
| Distribution Method | Print or Email, from the account's preferred distribution method. |
| Distribution Status | Printed, Sent, Not Sent, or blank when not yet distributed. |
| Distribution Date/Time | When the statement was last printed or emailed, in your time zone. |
| Distribution Email | The email address the statement is sent to, for Email statements. |
| Prior Balance | Balance brought forward. |
| Payments | Payments in the period. |
| Credit Adjustments | Credit adjustments in the period. |
| Debit Adjustments | Debit adjustments in the period. |
| New Fees | New charges in the period. |
| Balance Owing | Balance at the end of the period. |
| Extended Payments | Extended payment amount. |
| Preauthorized Payments | Preauthorized payment amount. |
| Amount Due | Amount due on the statement. |
| Actions | Download PDF icon for that statement. |
Grid Filters
| Filter | Purpose |
|---|---|
| Filter Name | Limits the list to statements whose client name or billing contact name contains the text (not case-sensitive). |
| Filter Distribution Method | Print, Email or All. |
Click Apply Filter to refresh the list. Use Clear Filter to clear the name filter and reload. Clear Filter does not reset Filter Distribution Method.
Grid Actions
| Button | Description |
|---|---|
| Builds combined PDFs of the Print statements and downloads them. | |
| Opens the Email Statements dialog. | |
| Print Mailing Labels | Builds and downloads the mailing labels for the Print statements. |
| Download Selected Statements | Downloads the statements currently listed (after filters) as one zip file. |
| Apply Filter | Applies the filters. |
| Clear Filter | Clears the name filter. |
| Download PDF (row icon) | Downloads that statement's PDF. |
Email Statements
Opens from Email. You may attach one extra file (PDF, PNG or JPG) that is sent with every statement email, in addition to the statement itself. If you pick more than one file, a warning is shown ("The system allows a single file attachment"). Click Ok to send or Cancel to close without sending and clear the attachment.
Dependencies
The following tables must be configured for lookups on this view to work:
| Table | Description |
|---|---|
| BillingCycles | Cycles offered in Select A Billing Cycle. Also covers its billing cycle periods: periods offered in Select A Billing Cycle Period. |
| EmailAccounts | Email accounts offered for Account Statement Mail From. |
| Funders | Funders offered in Select A Funder (leave blank for All), and their statement name and address. Also covers its funder periods: the funders, payment due dates, extended-payment dates and pre-authorized payment dates that apply to each period. |
Processing Overviews
This section describes what happens after you confirm a processing action.
Start A New Report (Ok)
- Creates the run for the chosen cycle, year and period and records the start time. A Starting Report panel is shown and can be cancelled.
- Signs in to AlayaCare.
- Takes the funders that have the chosen period, limited to the chosen funder when there is one.
- Takes the client accounts of those funders, limited to the chosen account or to the chosen client when there is one, sorted by last name then first name.
- For each account, totals the account transactions for the period and the balance at the period end. An account with no transactions and a zero balance is skipped.
- For each remaining account, refreshes the client's name, address, phone, email and branch, and the billing contact's details and whether the billing contact is the client, from AlayaCare. Differences are recorded in the action log.
- Builds the statement data (prior balance, payments, credits, debits, fees, new balance, extended and preauthorized payment details, mail-to and in-account-with addresses, transactions).
- When the statement has transactions or a non-zero new balance, saves a statement for the run with the distribution method, the mail-to name and address and, for Email statements, the email address (the client's own address when the billing contact is the client, otherwise the billing contact's), and stores its PDF. "Error saving Account Statement" is shown if it cannot be saved.
- When all accounts are done, saves the number of statements included, the end time and the duration on the run. If you cancel, the same values are saved for the accounts completed so far and "Report Cancelled by user" is shown.
- Takes every statement of the run whose distribution method is Print (the list filters do not apply), in client name order.
- Leaves out statements that have no PDF, and, when Do Not Print Zero Balance Statements is on, statements whose balance owing is zero.
- Merges the PDFs into one combined file, or several files of up to 400 statements each, and downloads them.
- Marks each included statement Printed with the date and time.
Email (Ok)
- Uses the Account Statement Mail From account. If it is not set up, "Mail From Account Setup incomplete" is shown and nothing is sent. For Office 365 accounts, "Unable to send email" is shown if sign-in fails.
- Takes the statements whose distribution method is Email and whose status is blank or Not Sent, in client name order. Statements with no email address are skipped.
- Sends each statement with the subject "Account Statement For Period Ending {date}", the body from Account Statement Mail Body, the statement PDF and the extra attachment, if you chose one.
- Marks each statement Sent with the date and time, or Not Sent with the failure code when Office 365 rejects it.
- Shows a message with the number of emails sent, skipped and failed.
Print Mailing Labels
- Takes every statement of the run whose distribution method is Print.
- Builds one label per statement from the stored mail-to name and address.
- Creates the labels PDF and downloads it.
Download Selected Statements
- Takes the statements currently listed after the filters are applied.
- Skips statements that have no PDF.
- Packs the PDFs into one zip file and downloads it.