The Print Statements page has been updated with new filters and an improved contact lookup to simplify how you identify statement-eligible contacts and manage delivery preferences. These enhancements also introduce duplicate mailing address detection to prevent the same statement from being sent to the same address more than once.
The following updates have been made to the Print Statements page:
Include Billing Method: Filters results by the Billing Type set on the Information tab, so you only see properties that match the billing method you’re printing for.
Delivery Preference: Filters results based on the Statement Type assigned to each contact on the Contacts tab. Use this to filter the contact search by delivery preference.
Improved the homeowner lookup for the Select Contact(s) on the Print Statements page:
All contact types set to receive statements display.
The system generates statements for that contact and any linked contacts, with a separate statement produced for each mailing address.
Only homeowners display matching the selected Statement Type.
Green dot shows contacts who prefer eStatements.
When Save is clicked, an alert displays when multiple contacts from the same property share a mailing address:
Remove: Delete selected duplicate rows.
Reset: Restore removed rows.
Auto Remove: Eliminate duplicate mailings to the same address and update database.
Continue: Apply changes and generate statements.
Follow these steps to print homeowner statements:
1. In CINC, go to Homeowners > Print Statements.
OR
In CINC with universal navigation, go to Accounting > Billing & statements > Print statements.
2. The Print Statement page displays. Search for and select the desired association.
3. Complete the following information:
Note: Fields available on the page vary depending on configuration and settings.
Field | Description |
For Date To | Enter the date range for the statement period. Transactions within the dates specified display on the statement. |
Statement Type | Select the statement type or file to generate. |
Job Description | Only visible when Statement Type is Send eStatements. Enter a description (up to 150 characters, including special characters). |
Assessment Type | Select the assessment type for the selected association that has a linked GL Account. Assessment types are configured: In CINC, go to System > Assessments. OR In CINC with universal navigation, go to Accounting > Settings > Assessments. |
Scanline | If used, select your scanline interface. |
Late Notice | Select a Fee Notice Template, which is configured under Template Types: In CINC, go to Tools > Correspondence Templates page. OR In CINC with universal navigation, go to Associations > Correspondence tasks > Correspondence template. |
SD Template | Enter the template number(s) provided by South Data if producing SouthData statements. |
BestBill Code | Enter the code provided by BestBill if producing statement files for the BestBill print service. |
Submetering | Only visible when the Association Meter Rates – Submetering on Statements is enabled, and the Statement Type is Paper Statements or Send eStatements. Enable toggle to include the most recent posted meter data on statements. |
Include Billing Method | Filters homeowner results based on the property’s Billing Method as it is set on the Primary Homeowner Information page. |
Delivery Preference | Filters homeowner results based on the contact Statement Type as it is set on the Contacts tab. Use this to filter the contact search by delivery preference. |
Billing Status | Filters homeowner results based on the contact’s billing status. The Non-billable homeowners status can be used to produce a statement for a homeowner in a non-billable status (e.g., previous owner). |
New homeowners added between | Toggle on and select the from and to date to target new homeowners added through the resale/ownership change process. The dates selected are relative to the completion date of the resale process in CINC and not the actual settled date. |
Collection Levels to Exclude | Select checkboxes to exclude homeowners from the statement generation at a collection level that should not receive a billing statement (e.g., attorneys). |
Balance Filters |
|
Section | Select an option to include only those homeowners belonging to specific sections within the selected association. |
Homeowner Status | Select which homeowner status(es) is to receive statements. More than one can be selected. |
Select Contact(s) | Click the Homeowner lookup to select contacts to receive statements. |
Due Date | Enter the due date:
|
Late Date | Enter a date if the late date displays on the statement. If left empty, a late date does not display on the statement.
This field is required if the Late Amount Includes Late Fee toggle is enabled. |
Late Amount Includes Late Fee | Toggle on to include late fee amount shown on the statement. |
Statement Messages | Select pre-defined messages and the order in which they should display on the statement. Statement messages may be created under Setup > Statement Messages. |
4. Click Print. Statements generate according to the selected Statement Type:
Print: A PDF statement displays under Recent Reports and Queue on the left navigation menu.
Send eStatement: eStatements ready for sending display on the Homeowners > Email eStatements page.
LetterStream: Print files are sent to the Export Print Jobs page.
HOA Mailers: File (.csv) is sent to the Export Print Jobs page.
SouthData: Print files are sent to the Queue on the left navigation menu.
Other third-party vendors: Files display in the Queue on the left navigation menu.