How to Setup Your Customer Statement Profile for our PDF Statement Software

How to Setup Your Customer Statement Profile for our PDF Statement Software

Here is a video on how to edit statements : https://youtu.be/2rTmYU_nYjU


Tristar Software's PDF statement system uses the Customer Statement profile to define what prints for each customer.
To update that information you will go to maintenance / maintain customer statement profile:


You can add or edit your customer's profile here, along with setting up the email message and pulling information from the customer master to fill in your profiles:
The copy customer email addr button pulls the email address setup on the general tab of the customer:

Once loaded this email address will be used to email the statement to the customer based on the settings in the profile:

Delivery method tells the statement software how this customer's statement should be delivered. 
Make pdf and email it sends the statement defined on this page to the email address set on this page.
Make PDF and print it prints the PDF to the printed selected when you format statements. In order for this option to work, you need to make sure you have adobe acrobat reader installed on the computer running the statements. 

Adobe Acrobat writer does not support our printing function., Please install the software shown above to print to a printer.
Just make the PDF - creates the PDF and saves it in your PDF folder. This option is nice if you have other methods of distributing your statements. You can also copy all the output from this function to keep a snapshot of your system as of the statement date in case you ever need to refer back to that statement or give another copy to your customer. 
NOTE OUR SOFTWARE WILL CONTINUE TO POST ITEMS TO THE ACCOUNT THROUGHOUT THE MONTH (PAYMENTS AND INVOICES) SO IF YOU NEED A PERMANENT COPY OF THE ACCOUNT AS OF THE STATEMENT DATE, MAKE A COPY OF THE PDF FILES AND SAVE INTO A FOLDER FOR THE MONTH YOU JUST CLOSED.

Model Name - select this option to set the format for this customer's account. Tristar builds these models and can customize your statement as needed.
Email address - where to send your customer's statement. 
Billing cycle - you can use this option to set which batch of statements this customer's account should be run with.
Custom Report - This is a special function that can be setup by Tristar as needed. It is pretty involved and beyond the scope of this article.
Add Customer Note checkbox - creates a note each time statements are run for the account shown. We normally include the date, time and total amount of the statement in the note.

The email body button the main profile screen is used to format the email body sent with each customer's statement:

The email Body section can include HTML code and merge fields as shown above. This can help you provide a clean and professional looking email with the attached PDF statement. Tristar can help you with some of the HTML coding through our support line. A sample email will help us know what you are looking for.
The substitution names shown in the box at the bottom are the field names that can be substituted. They must match exactly (including case).

The Just add the rest button is used to load any unloaded customers from the customer master to the customer statement profile screen.
The XLS button drops you to the xl folder configured for Winserveplus.
The define reports button can be used to create an excel type file with your statement and lets you pick columns to include in that report.

the column order can be adjusted by selecting a column and pressing the move up or move down button on the right. You should name your report in the format name field.
This name will appear on your customer statement profile maintenance screen as needed.
This dialog is used to begin formatting statements. you can access it either on the month end menu for all customers

or by clicking the statement button for one customer at at time:

This dialog is used to setup the statement run. The dates are important. Please read the following description so you get the right information on your statements.


The statement date is  used to age the account. It should be set to the last day of the period being printed.
The document date range is the main selection of invoices that appear on the statement (summary of account). If you don't get any selected invoices check the date range or verify you have imported invoices into A/R from Winserveplus and wincopy. The invoices are not automatically loaded in our system. You must pull them in.
The reinvoice date range is the date selection range for the reprinted invoices. If you don't need reinvoices for this run, these parameters won't do anything. If you do want reinvoices for this run, then select the date range required. The two date ranges do not need to match. the error message no invoices selected is not affected by this selection.
The email subject field is only required if you are emailing your statements. If not, ignore this section.
Billing cycle is used to pick all customers that have the selected billing cycle (See the customer statement profile section below for more details).
The select one delivery method checkbox and series of radio buttons will pull only customer's whose profile is marked with the selected method of delivery. (so if you pick make a pdf and email it, then the program will only pull accounts that have that delivery method marked on the customer statement profile).
The show trace checkbox will show you a list of each statement formatted with the total for that account and how the statement was supposed to deliver the statement. This checkbox can help as  you are learning the  system and verifying what happens when the statements run.
The skip negative accounts blocks any customers from printing that have a balance that less then zero for the specified date range.
The exclude orphans will block any prepayments that have not been billed yet from showing on the statement.
The use this model for all customers overrides the customer statement profile settings and creates the format selected.
The use this delivery method checkbox overrides the customer statement profile settings and formats and delivers statements as selected. 
Please note: The Print PDF option only prints if you have adobe acrobat reader installed on your computer. https://get.adobe.com/reader/ 
If not installed the print function will fail on the pdf will end up in your pdf folder. You will have to use windows to print the file.



None Statement Sample:


STMT Sample:

with attached invoices:

The reinvoice option just prints invoices for the date range selected (reinvoice date range).
​


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