Lesson 5.3: Using Templates for Statements and Receipts
While Client Bills are used to invoice specific transactions, Client Balance Due Statements provide a summary of a client’s account status. These statements are vital for collections, providing clients with a snapshot of what they owe, what they have paid, and the aging of their account. Additionally, organizations using the Fundraising module will utilize Receipt Templates to acknowledge donations. This lesson focuses on configuring and generating these critical communication documents.
Understanding Client Balance Due Statements
The Client Balance Due Statement is a report sent to clients detailing their open receivables. Unlike a bill, which represents a single transaction, the statement lists all activity within a date range or all open items.
Statement Types:
• Open Items Only: Lists only the bills (and linked payments) that are currently unpaid. This is the standard “collection” statement.
• All Items: Lists every bill and payment within the selected date range, including those that are fully paid. This is useful for providing a client with a history of their account for their own records.
Customizing the Statement Template
Just like Client Bills, you can customize the look and feel of your statements to match your organization’s branding.
1. Navigate: Go to Utilities > Customization > Templates.
2. Select Type: From the dropdown, select Client Balance Due Statement.
3. Clone and Edit: Select the default template and click Clone. Give it a unique name (e.g., “Year End Summary”).
4. Edit Content: Use the HTML editor to add your logo (uploaded previously to Company Images), change the header text, or adjust the layout.
5. Save: Click Save to make this template available for printing or emailing,.
Generating and Sending Statements
You can generate statements for a single client or for all clients with balances.
1. Access Report: Navigate to Reports > Accounts Payable/Receivable > Client Balance Due Statement.
2. Set Criteria:
◦ Date Range: Define the period you want to report on.
◦ AR Account: Select the control account (e.g., Tuition Receivable).
◦ Options: Check Include Zero Balances if you want to send statements to clients who are fully paid up (useful for end-of-year summaries).
3. Generate: Click Generate Statements.
4. Distribute: A list of clients appears. You can select specific clients and choose to Print Selected (to mail physical copies) or Email Selected (to send PDFs electronically).
Receipts and Fundraising Templates
If your organization licenses the FastFund Raising module, you will also see Donor Receipt templates in the Template utility.
• Integration: These templates function identically to the accounting templates but are used to acknowledge gifts and pledges entered in the Fundraising module.
• Customization: You can create specific receipt templates for different campaigns (e.g., “Capital Campaign Receipt” vs. “General Donation Receipt”) and assign them during the donation entry process.
Email Templates
When sending Bills or Statements via email, the system uses a generic email body. You can customize this “cover letter” email.
1. Select Type: In Utilities > Customization > Templates, select Email.
2. Customize: You can create different email bodies for different purposes (e.g., “Monthly Invoice Email” vs. “Overdue Notice Email”).
3. Usage: When you go to email your statements, select your custom email template from the Email Template dropdown to ensure the correct message accompanies the PDF attachment,.
