Feature Article: Statement Notes

November 2016    Tags: Statements, Tabs3 Billing

Are there additional notes that you want to add to statements for one or more clients? There are multiple areas in Tabs3 Billing to enter notes that can then be shown on statements for a single client, a group of clients, or all clients. A graphic is provided at the end of this article that represents each of the following elements.

Statement Notes for a Single Client

If you want to add notes to a single client’s statement, this can be set up in the Client file using the Beginning and Ending Statement Notes fields (File | Open | Client | Statement Options tab), or the Miscellaneous Lines 1-3 (File | Open | Client | Custom Fields tab).

Beginning and Ending Statement Notes

The Beginning Statement Notes will print following the Work Description and Miscellaneous Lines 1-3. The Ending Statement Notes will print at the end of the statement, but before any statement notes included in a statement template or ending text defined on the Headings tab of Statement Customization. Each of these fields has a maximum of 250 characters.

You can optionally select to Change Notes to blank after Statement updated if you want the note to only be included on the next statement.

Tip: You can optionally use the Change Client Options program (Maintenance | Client Related | Change Client Options) to copy Beginning and Ending Statement Notes for multiple clients.

Miscellaneous Lines 1-3

The Miscellaneous Lines 1-3 will print following the Work Description. Each of these fields has a maximum of 50 characters.

Statement Notes for a Group of Clients

To add notes to multiple clients’ statements, you can use the Statement Notes program (Statements | Statement Setup | Statement Notes). Statement Notes can be up to 511 characters. Once Statement Notes have been created, they can be assigned to a statement template (Statements | Statement Setup | Statement Templates | General tab | Statement Notes section).

Statement templates provide the ability to include a Beginning Note that is shown below the Client’s Beginning Statement Notes, and an Ending Note that is shown below the Client’s Ending Statement Notes. Statement templates are assigned to each client via the Client file (File | Open | Client | Statement Options tab).

To recap, adding statement notes for a group of clients can be set up as follows:

Statement Notes for All Clients

If you want to show the same note on every statement for every client, then you want to use the Statement Customization program (Statements | Statement Setup | Statement Customization | Headings tab). You can add up to 9 lines of text at the top of the statement (60 characters each), or 250 characters of text at the bottom. When adding Lines of text to be printed as a heading on the first page of each billing statement, this text will be the first text shown on the statement. When adding Lines of text to be printed as a message at the end of each billing statement, this text will be the last text shown on the statement.

For more information on Statement Notes, see the Tabs3 Billing Help or the Statement Formatting Guide located at Tabs3.com/support/docs.html.