Fees statements document (Microsoft Word)

A statement is a document sent to a debtor to display the amount due. For example, to list invoices that have not been paid. This document can be produced in the Fees Ledger based upon the fees postings.

Introduction to Fees Statements

A statement is a document sent to a client to display the debt amount due. For example, to list invoices that a client has not paid. This document can be produced in the Fees Ledger based upon the fees postings.

The format and layout of a statement is based upon a template system within the Fees Ledger. To begin using statements first select the statement template to be used. Click here for details of the standard Fees templates supplied.

Once the templates have been setup the statement document can be produced. By using the bulk statement screen statements can be produced for single or multiple clients. For example, to do a run of statements at the end of the month. Statements can also be produced from the Fees account display. Click here for further details.

A statement can be run in a number of way, it is recommended that Fees documents are produced in the format as either recent items or unmatched postings. By running a statement as recent items will show all postings made to the client within a specific time-scale. For example, to show all receipts and invoice postings for the last month. A statement can also be run for unmatched items. Practices may send an unmatched statement to clients to show the client a list of outstanding invoices to be paid.

To ensure clients can received a statement ensure that the 'send statement to client' option is enabled. Click here for further details.

Set statement on the client

For a client to receive a statement ensure that 'send statements' is ticked on client Fees Posting conditions screen. By default this is automatically selected on every new client created.

Click here for the help topic for enabling clients to receive statements.

This can be useful if you are producing a bulk run of statements and do not want to send a statement to specific client.

Select the required statement template

The format and layout of a statement is based upon a template system within the Fees Ledger. To begin using statements first select the statement template to be used.

Practice's may have their own preferred layout for their templates. Click here for the help topic for creating a bespoke template.

Click here to display the standard word templates.

Recent Items Statement

A recent items statement can be produced by selecting the recent items option from within Bulk statements.

A recent items statement is often used to show a client a list of all debtor postings (matched or unmatched) covering a user-specified timescale. For example, to show a list of all invoices and receipts posted to a client for the last month.

The recent items statement will display postings made to a client on and before the statement date, as selected from the Bulk statements screen. Postings after this date will not be included. For example, if the statement date is October 30th postings in November will not be displayed on the statement.

The period covered section is used to set the length of time the statement will covered. For example, by selecting 30 days, the statement will include postings up to 30 days before the statement date.

If a postings lays outside of the selected time-scale but still has a debtor balance, a brought forward balancing posting is displayed.

Unmatched items statement

An unmatched items statement can be produced by selecting the unmatched items statement from the within Bulk statements.

An unmatched statement displays postings on a client account that are unmatched. For example, to show list all outstanding invoices on a client account.

The unmatched items statement will display postings made on and before the statement date, as selected from the Bulk statements screen. Postings after this date will not be included. For example, if the statement date is October 30th postings in November will not be displayed on the statement.

Part-unmatched postings will be displayed as a brought forward balance. For example, an invoice for £1000 has been matched to a receipt for £800, leaving £200 unmatched. As the posting has been part-matched it will be displayed within the brought forward balance.

Tip: To exclude the brought forward balances from an unmatched items statement, select either a No b/ f (Brought Forward) posting 1, No b/ f (Brought Forward) posting 2 or No b/ f (Brought Forward) posting 1 & 2 from the Fees Document options screen.

Historical Items statement

A historical items statement can be produced by selecting the historical statement from the within the Bulk statements screen.

The historical statement can be used to display postings between a date range or period range. For example, to run an old statement from 1/10/2003 to 31/10/2003.

Statement aging

Recent items and unmatched items statements include a table at the bottom of the statement for aging a clients debt.

For example:

1 month	2 months	3 months	Over 3 months
30	50	0	50

The statement aging groups a clients debt into 4 aging columns. In the example above it is possibly to see that the client has debt of £30 that is under 1 month old, debt of £50 between 1 and 2 months old, and £50 of debt over 3 months old.

The length of time covered in the aging column can be changed when running bulk statements, from within the Age in section. In the example above, the aging is of 1 month intervals between each column. The table below uses the same figures but at 2 month intervals.

2 month	4 months	6 months	Over 6 months
80	0	50	0

The age in columns are defined by 3 fields from within the age-in section of the bulk statement screen:

1st field	Sets the aging for the first column. For example, enter 1 to display postings 1 month old.
2nd field	Sets the aging for the 2nd column. For example, by entering 2 into this field will display debt between 1 and 2 months old.
3rd field	Sets the aging for the 3rd and 4th column. For example, by entering 3 into this field will display debt between 2 and 3 months old into column 3 and debt over 3 months old into column 4.

The aging section can be done by period, date or month. Click here for further details.

Aging can not work historically. For example, running the aged debt for a date 1 year ago will look at the postings and display the current unmatched value.

Printing Statements

To customise the bulk run options are available within the options, order, selection and additional tabs. Click here for further details.

After the Word document has merge a prompt will appear to print now or print later. Click on print now to print the document.

Statements can also be produced from the Fees account display for a single client.

The statement printed from the Fees account display is a recent items statement that covers 1 month, therefore the items shown on the statement will start from the beginning of the previous month which potentially means that the statement may cover up to one month and 30 days. It does however select its ageing from Options | Documents | Statement Ageing.

Review or Edit a document after it has been produced

For users with an Automail licence or Practice Management licence Fees Documents can be accessed after they've been produced through bulk Fees documents or Fees Account display. For example, if you'd like to review or amend the details on the statement

With a Practice Management licence, Fees Word documents can be accessed on each client screen using the Communication tab. Click here for further information for producing documents through the communications tab.

With an Automail Licence, Fees Word documents can be accessed from the communication log. Click here for further information.