Summary
Join Dane Whitcomb as he reviews how to run Statements in RecTrac.
Video
Transcript
Dane Whitcomb 0:05
In this video, we're going to be going over how to run statements or invoices in RecTrac. So to do this, we're going to go into our menu and Type in statements. And that's going to open up the statements utility here. And there's a few different ways we can run our statements off of. That's kind of the main prompt here. The first thing in the list is the statement option. So is it Transaction Date, item date or childcare statement. So Transaction Date is just running the statement off the date of purchase. So it'd be using this transaction date range, so maybe you're running it for, you know, the fiscal year or just the last month. So that's based off the Transaction Date, where item date is then using this begin to end item date range. And that's more of the actual item date range. So maybe the date you reserved the facility for not the date of purchase for that reservation. Remember, the date that activity starts not the date you enroll into the activity. So it's based off the dates on the actual item in RecTrac. And then the last option is childcare statement.
Dane Whitcomb 1:09
So that's kind of the more specialized use if you have an activity section flagged as childcare. So if you go into activity section management, there is a Toggle on the section to to flag it as a childcare activity section. So this statement option would only include those sections in them. So in this example, we're going to use the transaction date option right there. So the next Toggle was this use household last name range. So if you want to run a statement on all households in your database, maybe anybody who owes for the last month or the last year or something like that, I'd recommend just using this range and then leaving it on the default, which is blank to the ZZZ. And that would include all households, if you're coming in here to just run it on maybe one or a handful of households, I would just turn that last name range off. And instead use this individual household selection. And just like any other data grid, you could just select the households that you want to run the statement for. But it would be kind of one or the other. And you'd have to have at least one of those.
Dane Whitcomb 2:15
So in this example, I'm just going to use the household range and run it on all households. And then you need to pick which modules you want to run to include in the statement. So is it just an activity or just facilities? Or is it everything? In this example, I'm just going to run on run it on activities and facilities sort option. So when you view the statement, do you want those items on there listed and sorted by the transaction date? Or do you want them sorted by the module they belong to. So in this example, I'm going to use transaction. But again, a lot of these settings are kind of just personal preference. And so this is definitely one of those. So my begin transaction date, now I'm gonna run it on the beginning of year two, today. And so it only include transactions that happen within that range.
Dane Whitcomb 3:09
And there is the option to only print items with a balance to do and if kind of going off that for using that. What do you want your minimum balance to do like, if their balance is five, it's, you know, $3, in this case, my statement was five, so they wouldn't get a statement, it would only be for people that are above $5. So if there's really an amount that warrants a statement versus others, you could put in a minimum, I'm going to just include everything and not even stuff without a balance my module ranges so any modules I select in this list I need to put in a range for so I'm just including a section range and a facility range. And I'm just clicking on the Pick list for the end facility and selecting the last one in the list. That way I can share my begins blank and my end facilities the last one, so to include everything within that module. And then I'm not doing anything with service items and inventory for my module listing here. So I can skip this next tab that would just be more of a detailed way of selecting certain inventory and service items. I'll close that tab down there.
Dane Whitcomb 4:21
And then we get to our last tab here, which is the statement print option. So statement date, that's just going to have you know the date the statement was generated. So what do you want that to be most of the time it's going to just be today's value. And then you can put a due date in there as well. So if you want the actual date, you can just pick a specific date or you could do like end of month and that would just put in the last day of the current month. So I've got my statement title, this could be whatever you want. I just put in as may statement statement for the month. Print option so do you want this on the top to either say it's a statement or an invoice? Somebody to statement calm MC code and freeform comment. These two fields are pretty similar. This comment code allows you to link up prebuilt. You know, custom text you want to show on the statement. And freeform would just be, it's not really built that as a template beforehand, like the comment code, but just again, custom text you want to Type out and have on that invoice or statement.
Dane Whitcomb 5:21
Fee details. So you've either got kind of a detailed view if you want to print separate lines for each fee that make up an item. So maybe if your facility you purchased had three different fees involved with it, do you want to just print one total for that, or do you want a separate line for each fee. So think of this as the more detailed option, whereas the print single fee line per item is the more the summary view of that total. So I'm going to do the print single fee line per item. And then the last, you just get a bunch of toggles here with some more customized options. Print payment details by item, print the previous balance, add the credit information line server middle section of statement.
Dane Whitcomb 6:02
This email statements the household email address is basically if you want to email the statement right when you Click process here. And if they have a email link to their household, that would email that statement. If you don't want to email it quite yet, maybe you want to view it first, I would recommend turning that option off. And then once you get all those settings set, you could Click process. And you could Click this process statement and that'll generate it, I've already ran it so we don't have to wait for it to generate. So on the statement date of five two once it runs and you'll get a notification that the statement has completed. Under the statement history is all the statements you've ran. So I can see that this statement date has five two, which is today's date. So this is the one I just ran it on. So we can see they have a $39 balance.
Dane Whitcomb 6:59
And this is kind of what most of the statements will look like other than it'll be your information up here. This is the customer's information, we get the due date we get. So the due date, we get the statement date, these are the items so all that stuff gets included in there. And from here, you can either email it, so we could have emailed it on that last step. But you can email from here, this just allows you to kind of preview it first. You know, if you want to just look things over before you email to the customer, or that view Button, it's obviously just to pull up that statement. So once you do email to a customer the it'll actually change the status here from New to emailed. So that's that's kind of nice to just let you know which ones you've already emailed it to. So in my example here, you can see if there's any that are emailed, so a bunch are emailed. But anything with new, you know hasn't been emailed to the customer yet. So that's just kind of a quick overview of going through and setting up statements to email to your customers.