Invoices & Statements - Export Statements for 3rd Parties

Description 

TOPS [ONE] exports statements in the formats required for our partners South Data and Optimal Outsource.  

For more information, on our partners, click below:

Optimal Outsource

SouthData, Inc (Also known as OSG)

This guide will give you step by step instructions on how to export statements.

For instructions on how to generate and print your own statements, click the article below.

Generate/Print AR Statements

Step By Step

 1. Click Portfolio then Communities. Select the community you want to work on.

2. Click Accounts Receivable then Invoices & Statements 

3. Click Actions and select Export Statements.

4. Fill out the Statement Parameters 

Partner   Use the drop-down to select a partner

Statement Date Use the calendar Icon to select a date or type it in the box.

Start Date  The first date the statement will pull transactions for.

End Date The last date the statement will pull transactions for.

Due Date 

Message (optional)

5. (optional) Select from the Property Owner Options 

Include second owner name - If there are multiple owners on the property page, this will show the names on the statement. If it's not selected, it will only show the primary owner name

Includes owner with a $0 balance -  This feature is on by default. Leaving this option enabled will ensure that a statement is generated for every owner. Deselecting this will

Include Owners with a Prepaid Balance - This feature is on by default. This will include owners with a prepaid balance.  Even if they have a $0 balance.

6. (optional) Select from the Statement Info Options 

Include Balance Forward-  Enabling this will pull any balance that exists prior to the start date entered. If this option is disabled, the activity feed will only show activity for the period that was entered in. If the option is enabled, you will see a line named  Balance Forward, it will have the sum of all the transactions ending balance as of a day before the start date entered in.

Include Selected Charges- This option is on by default and is selected to include every charge code. To pick only some codes, click the Charges button then deselect the codes you don't want to include in the statements.

Include Future Charges- This option allows the inclusion of charges that have not been applied to reflect on the statements. The Future Charges will look at the frequency in the Code setup, the Last Applied date of the recurring charge and the date range of the statement to determine what future charges to include. To select which Codes are to be included click the Future Charges button, this will open the Future Charges options. Ensure that the Fiscal Year that the Future Charges are for is selected, enable or disable the recurring charges and click Save.

7. Click Export Statement