Overview

Print Member Statements is a one stop shop to print and email statements to your members. You can write detailed emails or simply type a brief message alerting your members to the attachment.

Required Permissions

• Membership Module

• Print Member Statements

Distribute Member Statements

To print and/or email Member Statements:

1. Click on Membership.

2. Select Print Member Statements to launch the Member Statement Wizard.

 To minimize processing time, it is recommended to Print Statements and Email Statements in separate processing batches.  Oftentimes, Clubs print statements first, and then produce email statements while stuffing envelopes. 

Printing Member Statements 

Statement Settings

Once in the Wizard, enter:

1. The Month and Year.

2. Designate the Company (if more than one exists)

3. Indicate whether or not the statements are a Memo Billing. 

4. Specify the Output settings to Print Statements. 

5. Click Next to continue.

 Note: The Memo Billing option shown above is often used in conjunction with a Billing Schedule flagged as such, and is used to provide an idea of what a billing would look like for informational purposes only.  For example, a Club that bills Members annually in December, may generate a memo billing in September to give their Members an idea of what the December billing will look like.

Member Selection

On the next screen in the Wizard, designate the Members for whom the Statements should be printed:

1. The screen will default to the Member Group, All. 

2. Designate the Print Order (either by Member ID, or Last Name),

3. Add Members by clicking the Member Select button. 

   • Note: The Members that appear in the next screen are controlled by the Member Group selected. The Member Lookup window will launch.  The Has Statement Address column will be checked if the Member is configured to have a printed statement.  To easily select all Member who are configured for a printed statement, filter the Has Statement Address column for checked, and then click, Select All.  To add all selected Members to the list for statements, click Select

4. Remove unwanted members from the list.

5. Select Next.

If a filter is not applied, all Members will be returned.  Members listed in RED are not configured to receive a printed or emailed statement.  Many Clubs and Members are choosing to go paperless, and access their Statements via the club Website.  To remove a Member inadvertently added to the listing who is not set up for Statements, select the Member, and click Remove Selected.

If a large number of Members appearing in RED have been added to the listing, click the Click to Print List of Warning Members option at the bottom.  Review listing for accuracy. Click Next to proceed.  (If listing is not accurate, make edits as necessary).

Click OK provided the above review has been performed and was accurate.

Printing Settings

Next, define the final set of options: 

1. Begin by designating which statements to print from the available options.

2. Determine whether statement details should be included. 

   • This option (available only for Members who have “include statement details” checked in the Financial Information section of their Member profile) enables miniature copies of supporting tickets to be included with the summarized statement.   

3. Define Print settings and the printer that should be utilized.   

4. Use the Pause After feature to stop printing after a certain number of pages, so additional paper can be loaded in the printer. 

   • For example, if a Club has 350 Members (and statements are printed for all Members), but printer holds only 250 sheets, it is advisable to enable the Pause After feature and enter a number around 200, so more paper can be added prior to the tray emptying.  If Printer holds enough paper to print all Statements, leave the feature unchecked. 

5. When printing Statement Details, optionally check the Use Separate Trays feature to allow the statements to be printed to one specified printer, and the details to be printed to a second specified printer. 

6. To specify a printer, click the three dots next to the Statement Printer name (and the Details Printer name if Separate Trays option has been selected), and select Printer from available list. 

7. Populate the Statement Publish Date to the last day of the month of the current statement period.  (Also available in Month End Wizard and System Settings, Membership, as previously shown). 

8. Click Next to continue.

Click Finish to kick-off statement printing.

When finished (blue status bar at bottom complete), the screen will show Members that processed and will also list any errors in processing so further investigation can be done.  Click OK to acknowledge statement completion, and click Close to exit wizard.

Emailing Member Statements 

Statement Settings

Once in the Wizard:

1. Enter the Month and Year.

2. Designate the Company (if more than one exists).

3. Indicate whether or not the statements are a Memo Billing. 

4. Specify the Output settings to Email Statements. 

5. Choose Attach PDF to allow the system to generate a PDF version of the Statement (most often used). 

6. Click Next to continue.

Other less-widely used, more advanced options are available for Email Statements, including PDF (Rich document), Embedded HTML, and Custom Marketing Templates.  The PDF Rich document allows a PDF document to be selected for attachment, rather than auto-generated by the system.  The Embedded HTML sends the statement in the form of HTML, rather than a PDF, and the Custom Marketing Template allows Clubs to further customize their statement presentation. 

Avoid the Save Statement Copy to File option, as the Statement details are already saved in the system, and do not need to be saved again in the form of a PDF attachment.

In rare cases, where exporting statements to a third party is necessary, check the Export Statement box, and select the appropriate Third Party from the drop-down menu.

Member Selection

On the next screen in the Wizard:

1. Designate the Members for whom the Statements should be printed.  The screen will default to the Member Group, All. 

2. Designate the Print Order (either by Member ID, or Last Name).

3. Add Members by clicking the Member Select button. 

   • Note: The Members that appear in the next screen are controlled by the Member Group selected.

The Member Lookup window will launch. 

1. The Has Statement Address column will be checked if the Member is configured to have a printed statement.  To easily select all Member who are configured for a printed statement, filter the Has Statement Address column for checked,

2. Click, Select All. 

3. To add all selected Members to the list for statements, click Select.

   • If a filter is not applied, all Members will be returned.  Members listed in RED are not configured to receive a printed or emailed statement.  Many Clubs and Members are choosing to go paperless, and access their Statements via the club Website.  To remove a Member inadvertently added to the listing who is not set up for Statements, select the Member, and click Remove Selected.

4. If a large number of Members appearing in RED have been added to the listing, click the Click to Print List of Warning Members option at the bottom.  Review listing for accuracy.  

5. Click Next to proceed.  (If listing is not accurate, make edits as necessary).

6. Click OK provided the above review has been performed and was accurate.

Additional Attachments

For more information on how to attach more than one document or image to the statement email, please see the article on Additional Attachments to Statement email. 

Printing Settings 

1. Designate which statements to email from the available options.

2. Determine whether statement details should be included.  This option (available only for Members who have “include statement details” checked in the Financial Information section of their Member profile) enables miniature copies of supporting tickets to be included with the summarized statement.   

3. Populate the Statement Publish Date.  (Also available in Month End Wizard and System Settings, Membership, as previously shown).

4. Click Next to continue.

Writing the Email

Create an email that will contain the PDF statement. 

1. Provide an Email Subject, and type the message. 

2. Type your email to the members.

3. Use formatting tools as well as Snippets.  Click on the drop-down arrows (next to Member, System, Custom Fields, and Member Financial) to access available snippets. 

4. When complete, click Finish.

When finished (blue status bar at bottom complete), the screen will show Members that processed and will also list any errors in processing so further investigation can be done.  Click OK to acknowledge statement completion, and click Close to exit wizard.

Best Practices

• Post all period batches prior to generating statements. 

•  For more information on how to attach more than one document or image to the statement email, please see the article on Additional Attachments to Statement email.

• You should not change your statement publish date multiple times a month or this can cause issues with balances syncing to Paycloud/Online Payment Portal. 

  • Your statement publish date should match the date set in the Month Ending Day field found under System -> System Settings -> Accounts Receivable -> Statement Processing box. 

FAQs

• Q. What if there is an error during statement printing?

• A. If the printer becomes jammed, click Pause, fix the error (clear jam, etc), and when fixed, click Resume.  Printing will commence where error occurred. 

• Q. What is the best way to re-print a statement for one Member? 

• A. The easiest way to re-print a statement for one Member, is to go to the Member’s profile.  Click on the Statements tab (in the Financial Information section), double-click on the statement date to reprint, navigate to the Printed Statement tab, and then click Print.

Troubleshooting

• Member is reporting that they are not receiving Email Statements.

  • If your club uses the Clubessential SendGrid, please be sure to have an example statement email sent within the last 7 days from CMA.

  • If you sent out statements longer than 7 days ago, access CMA and go through the print statement wizard email process and choose the member reporting the issue to send another email and verify with the member that is has not been received. If confirmed, please reach out to support and we can investigate further.

  • If you are not using SendGrid, please reach out to your club’s email client for further troubleshooting.

  • You can determine if you are using SendGrid by accessing System>System Settings>General.