Customer Statements

Marlin GTX enables customer statements to be generated at the end of each month.

Statements include account balances, amounts due and a list of relevant transactions.

Customer statements can be viewed and sent by selecting Main > Customers > Customer Statements from the menu bar.

Statements can either be printed and sent manually, or automatically sent by email.

The delivery method is determined by the customer’s statement delivery setting but can be changed for the current run if needed.

Statement Runs

Main > Customers > Customer Statements

When you open the Customer Statements module, a pop up window will open to generate a new customer statement.

In the Statement Generation Options pop-up:

• Cut Off Date: Include transactions since the last statement run, up until the selected date
• Print Zero Balances:
  • All: Send all statements, including ones with $0 balances
  • None: Do not send statements for accounts $0 balances
  • Transaction Only: Only send statements with $0 balances if they had account transactions during the statement period
• General Statement Message (Optional): Enter a general statement message to appear on all statements for this run
• Customer: Select specific customer to generate a statement for
  • All customers: Leave blank
• Print Paid Transactions: Select whether to include paid transactions on statements
• Click Generate

The Customer Statements module will open, showing a list of statements for the selected run.

Review customer statement details and update delivery methods or messages as required.

To send or print the selected statements, click on the green tick at the top of the module window.

Statement Options

Individual details and settings for each customer can be viewed and edited by double-clicking on them in the Customer Statements list.

The customer will open on the Details tab.

Changes can be made by clicking on the Edit button at the top of the module.

Editable fields:

• Delivery Method: How the statement for the customer will be sent/generated for this statement run

• Status: ?

• General Message: The general message to appear on all statements in this run
  • Note: Editing the General Message here will only change the message for this customer, but if you then change the General Message for all customers using Messages button in the main module, it will override the message yo have entered
• Individual Message: A message that will only appear on this customer's statement

The customer's transaction history can also be viewed by clicking on the Payments Browser tab at the top.

Click Save to apply the changes.

Statement Statuses

A customers Status determines what happens with their statement when the statement run is sent:

• Ready: Will send when green tick is clicked
• Hold: Does not send (but stays on statement run list)
• Sent: Is sent and will not send again

Customers' statement statuses can be changed individually, or in bulk using the by clicking on the Statement Status (blue question mark) button at the top of the module window.

Individual statement statuses can also be changed using the Status drop-down in their Statement Details tab.

Statement Messages

You can set a general message to all customers, as well as individual messages for each customer, as required.

these appear on the statement as in the screenshot

These can be changed by clicking on the Statement Messages button at the top of the module window, in the Customer's Details tab or in the Statement Generation options pop-up when first generating a statement.

These messages are sent when the statement run is sent by clicking on the green tick once the statement details have been finalised.

General Messages

General statement messages are sent to all customers on a statement run.

General messages can be set and edited:

• In the Statement Generation options pop-up when first generating a statement
• In the General Message field of a customer's Details tab
  • Note: Editing the General Message here will only change the message for this customer, but if you then change the General Message for all customers using Messages button in the main module, it will override the message yo have entered
• By clicking on the Statement Messages button at the top of the module window:
  • Select Set General Message for All Customers

Individual Messages

Individual statement messages only appear on the selected customer's statement.

Individual messages can be set and edited:

• In the Individual Message field of a customer's Details tab
• By clicking on the Statement Messages button at the top of the module window:
  • Select Set Message for [Customer]

Re-Sending Statements

Main> Customers > Customer Statements

Statements can be reprinted or resent by re-generating a statement run for the required date or customer(s) and following the usual process for sending the original statement.

Statement Delivery Methods

Main > Customers > Manage Customers

You can define whether to produce a printed statement, an emailed statement or no statement for each customer.

A customer's statement delivery method can be viewed and edited by opening the customer's maintenance file in Edit mode and clicking on the Documents tab at the top.

https://help.megabus.com.au/gtx/docs/document-delivery-methods#default-delivery-methods

Delivery method options:
Print Statement (Top Right): Controls whether the customer is included in statement runs, not the delivery method

• Preferred Delivery Method (Top Left): Preferred delivery method for all documents including statements

Different delivery methods can also be set for individual statement runs customers by double-clicking on a customer and using the **Delivery Method drop-down in their Statement Detail tab.

Excluding Customers from Statement Runs

Main > Customers > Manage Customers > Edit > Documents

To exclude a customer from all statement runs:

• Set the Print Statement field at the top-right of their Documents tab to No