How Do I Run the Statements Task? – iClassPro Support

IN BRIEF
The Statements task generates PDF account statements showing outstanding charges, last payment information, account credit, and the current amount due. These statements can be emailed directly to customers or printed for physical distribution. Filters allow you to target specific groups of families based on enrollment status, autopay status, aging of accounts receivable, keywords, minimum balances, and more.

Overview
- Additional Notes
- Best Practices
Accessing the Feature
Step-by-Step Instructions
Record Keeping
Troubleshooting & FAQs
Related Articles

Overview

A Statement displays any outstanding charges on a customer’s account, including:

Last payment amount
Last payment date
Any account credit

The Statement shows the current amount due, updated for any partially paid charges. Statements reflect only the charges outstanding at the moment they are generated. Customers needing a full history of charges and payments can view their accounts in the Customer Portal, or staff can generate a Full Ledger Report from individual account records.

Additional Notes

If Business is selected as the Statement Type, upload a Business Statement Logo under SETTINGS > SETUP > FAMILY SETTINGS > CONFIGURE STATEMENTS.
If Location is selected as the Statement Type, upload a Location Statement Logo under SETTINGS > LOCATIONS.

Best Practices

Send statements after issuing class or camp tuition charges.
Send statements approximately five to ten days before running scheduled payments via the Payments task.
Providing advance notice helps reduce chargebacks and payment disputes.

Accessing the Feature

Navigate to the TRANSACTIONS page.
Select Statements from the left-hand menu.

Step-by-Step Instructions

Follow the instructions below to run statements for your customers. If your business operates multiple locations, the location selected at the top of the screen determines which location the statements apply to.

Go to the TRANSACTIONS page.
Select Statements from the left-hand menu.
Choose a Family Status:
- Active – only accounts with at least one active class enrollment.
- Inactive – only accounts without active class enrollments.
- All – all accounts, regardless of enrollment status.
Choose an Autopay Status (based on the presence and authorization of stored payment information):
- No Autopay – families with no saved autopay information.
- Enabled Autopay – families with saved payment information authorized for recurring billing.
- Disabled Autopay – families with saved payment information that is not authorized for recurring billing.
Select how the generated PDF statements will be Sorted By (such as last name).
Choose an Aged A/R option to filter based on outstanding charge due dates:
- All A/R – one or more outstanding charges, regardless of age.
- 0–15 Days – charges due within the past fifteen days.
- 16–30 Days – charges due within the past sixteen to thirty days.
- 0–30 Days – charges due within the past thirty days.
- 31+ Days – charges overdue thirty-one to sixty days.
- 61+ Days – charges overdue more than sixty-one days.
Select a Charge Category to limit results to customers with outstanding charges in the selected category.
(Optional) Select a Program to limit results to customers with outstanding charges connected to that program.
(Optional) Select Family or Student Keywords to limit eligible accounts. Accounts with one or more of the selected keywords appear in the preview.
Enter a Minimum Amount Due to restrict generated statements to customers who owe at least that amount.
If emailing statements, select Send Email to All Email Addresses in the Family Record to include all emails on file.
(If emailing) Confirm or update the Reply to Address.
(If emailing) Compose a message in the Email Body instructing customers to open the attached statement PDF.
To add information to the bottom of all generated statements, select Edit Global Memo.
- About the Global Memo
  - Appears at the bottom of all generated statements.
  - Useful for billing reminders, draft dates, return policies, or universal notices applying to all accounts.
  - Also appears on statements printed from individual customer ledgers.
  - Staff Permissions: To edit the Global Memo, staff members require FULL permissions to the Settings page for changes to be committed.
Select Preview.
- About the Preview
  - Generates in background tasks.
  - Opens automatically unless you navigate away.
  - Includes a Filter Summary that can be expanded to review all settings used.
Review the previewed accounts.
- Accounts highlighted in blue will receive statements.
- If you make updates to accounts, generate a new preview to see changes.
When ready, select one of the following:
- Process – generates statements and sends emails.
- Generate PDF – generates statements without emailing customers.
Monitor background tasks to confirm progress. Generating and sending statements may take time.

Record Keeping

After completion, the task status displays Done, and a down arrow appears beside it.
Select the down arrow to open the task summary page.
Select Save to CSV to generate a downloadable CSV file stored in background tasks.
Once generated, select the document icon or download arrow to save the file to your records.

Troubleshooting & FAQs

Why does a customer not appear in the statement preview?
- Verify all filters applied, including Family Status, Autopay Status, Aged A/R selection, Minimum Amount Due, and any keywords. If corrections are made to the account, re-run Preview to refresh eligibility.
Why is the Global Memo appearing on other statements, such as those from the ledger?
- The Global Memo is shared across all statements generated in the System, not only those produced through the Statements task. Keep memo content general so that it applies to all customers.
Why did emailed statements not arrive in the customer's inbox?
- Confirm that the customer's email address is correct, that deliverability settings have not restricted messages, and that the Reply to Address is configured properly before processing.