Generate Statements

The Generate Statements option opens the Statement Generation window, where you select the criteria that determines the accounts for which you generate statements.

To generate statement information:

From the main menu, select Reports > Financial > Statements > Generate Statements. The Statement Generation window is displayed.
In the Location section, select an option to print statements for all locations or a single location. If you select Single Location, use the drop-down list to select the location from the list.
This option enables you to choose a different office mailing address and displays up to five lines of the address information for the selected office.

In the Office (mailing address) section, select the mailing address you want to print on the statements. This also selects the statement options for this office.
In the Format section, select the appropriate formatformat.
- Due As Of Format—Statements are printed before accounts are rolled and include the next month’s contract charges. Included on the statements are the combined Account Balance, Patient Portion, Amount Due Now, Next Payment(s), and Amount Due On. Estimated Insurance can also be included, if selected from the Statement Options window (Maintenance/Set-up > Statement Options).
  
  If you are using the Due As Of format, the “Due as of” options section is enabled. In the Bill Date field, type the month and year for the statements. This should be the next month that the Monthly Roll posts contract charges. Select the All Dates option button to print statements for all due dates, or select Due Day(s) and type dates in the from: and to: fields for a range of due dates.
- Aging Format—Statements are printed after accounts have been rolled. Included on the statements are the combined Account Balance, Estimated Insurance (if included in options), Patient Portion, Due This Month, and aged amounts (Over 30 Days, Over 60 Days, Over 90 Days).
In the Age of Accounts to Print section, select from the following optionsoptions.
- All Accounts—All accounts regardless of the balance.
- All Non-Zero—Accounts with a positive or a credit total balance.
- All Non-Zero Due Now—Accounts with a positive or a credit current balance. In the Min Amt (+/-) field, enter the account balance that you want to receive statements.
- All Credit Balance—All accounts with a credit total balance. In the Minimum Amount field, enter the minimum account balance that you want to receive statements.
- All Positive Total Balance—All accounts with a positive total balance. In the Minimum Amount field, enter the minimum account balance that you want to receive statements.
- All Positive Due Now—All accounts with a positive current balance. In the Minimum Amount field, enter the minimum account balance that you want to receive statements.
- All 30+ Day Balance—All accounts with a positive 30+ day balance (including 60, 90+ day). In the Minimum Amount field, enter the minimum account balance that you want to receive statements.
- All 60+ Day Balance—All accounts with a positive 60+ day balance (including 90+ day). In the Minimum Amount field, enter the minimum account balance that you want to receive statements.
- All 90+ Day Balance—All accounts with a positive 90+ day balance. In the Minimum Amount field, enter the minimum account balance that you want to receive statements.
- Accounts with Ledger activity—All accounts with ledger activity receive statements. Select the Include Insurance lines when determining ledger activity option to include insurance activity when determining whether the account receives a statement.
- Include Insurance balances when calculating age of account—Select this option to include the insurance balance when determining whether the account receives a statement.
In the Messages section, select the language for the messages, if other than the default language. Four types of messages are available: Mandatory, Dunning, General, and the Individual Responsible Party one-time message. More...More...
- Mandatory messages force a second page of the statement if there is not enough room on page 1; the other message types do not.
To enter a message, click the button to the right of the appropriate message line or double-click the message. The corresponding message window is displayed.

Type your message and click Add to create a new message, or click Change to edit an existing message. You can also click Remove to delete a message. Click Close to save the message.
In the Ledger Detail to Include section, select an available optionoption.
- Since Last Statement—Generates ledger detail since the last time a statement was generated.
- Since Specific Date—Generates ledger detail from the date you type.
In the Statements Generated section, select an available optionoption.
- Per Responsible Party—Generates a statement that includes all transactions for patients associated with a responsible party.
- Per Patient—Generates an individual statement that includes only the specific transactions for each patient.
Click OK to save the statement options. The Selected Statement Options window is displayed.
Review the options you have selected. If everything is correct, click OK to begin generating statements. If some of the information is incorrect, click Reset to return to the Statement Generation window, or click Cancel to close the window without generating statements.
After the software generates statements, a prompt is displayed, asking if you want to print the Post-Generation Summary report, which includes the selection criteria, number of statements generated, errors, and the amount billed. A list of accounts with errors is also printed. Select Yes to print the report.
After generating and printing the batch, print the exception/error list, correct those accounts, and generate individual statements for responsible parties who did not receive a statement from the initial batch generation. Next month, these accounts should generate in the batch without error.