Sending Statements to Overdue Families

There may be times you wish to send your Statement to families who have an overdue balance, rather than just an overdue email with a balance amount owing (Outstanding Fees).

This article guides you through the steps to send a statement to families with a balance above $0.00.

1. Go to Configuration.

2. Click on E-Mail / SMS Templates.

3. Click on the yellow edit folder for your Statement E-Mail template (very bottom template in the list).

Note: Your list will look different to this example, and you may have edited your statement email to have a different name and subject to that shown here.

4. Change the "Template Type" dropdown selection to "Generic Non-system Message" and then "Save Message Template".

5. Either:

a) create a new "Overdue Fee Statement" email template

OR

b) use your "E-Mail Payment Overdue" email template. 

Create / change the content of the template to your desired message.

6. Change the Template Type in the dropdown menu to be "Statement E-Mail" and then "Save Message Template".

7. Go to Administration.

8. Click on Send Bulk Statements by Email.

9. Tick the boxes to exclude families on Direct Debit and exclude families with a $0.00 balance. You can also tick the box and select fee calculation template/s as well if required. Then "Send now". This will send the "Overdue" email and their current statement to anyone with a balance owing above $0.00 who are not on a direct debit.

10. Check all statements have sent (Configuration > Bulk Email Log).

11. Once you are sure all emails have sent (we suggest waiting 10-20min depending on volume), go back and reverse the template types:

a) change your overdue template type back to "E-Mail Payment Overdue" (if you used your email payment overdue email template) OR "Generic Non-System Message" (if it was a template you created).

b) change your Statement email template back to "Statement E-Mail" (note it will be higher up in your list of templates, not at the bottom of the screen).

This step is very important. If you do not change the template types back, the overdue email will go out the next time you send an individual or bulk statements.

Last updated 17 August 2022