EH - Borrower Statements

Student/Employee Borrowers

Use the radio button to indicate if this statement run will be for students or employees.

Borrower Code

Use this field to print out a statement for one borrower only.

If you want to run statements for all of the borrowers (that you nominated above) leave this blank.

You may select the 'Lookup' (Binoculars) icon and search for a valid borrower code.

Year Group

Use this field to print statements for all students in a particular year group (or year groups) with current borrowings.

Leave this blank to print statements for all borrowers.

'Year Group' is a multi-select field. Holding down the 'Shift' key while clicking on your options enables a range selection, holding down the 'Ctrl' key allows individual selection of additional fields.

Form Class

Use this field to print statements for all students in a particular form class with current borrowings.

Leave this blank to print statements for all borrowers.

PC/Tutor Group

Use this field to print statements for all students in a particular pastoral care/tutor group (or groups) with current borrowings.

Leave this blank to print statements for all borrowers.

'PC/Tutor Group' is a multi-select field. Holding down the 'Shift' key while clicking on your options enables a range selection, holding down the 'Ctrl' key allows individual selection of additional fields.

House

Use this field to print statements for all students in a particular house (or houses) with current borrowings.

Leave this blank to print statements for all borrowers.

'House' is a multi-select field. Holding down the 'Shift' key while clicking on your options enables a range selection, holding down the 'Ctrl' key allows individual selection of additional fields.

Boarder

Use this field to print statements only for students who are boarders with current borrowings.

Leave this blank to print statements for all borrowers.

Campus

Use this field to print statements for all students from a particular campus.

Leave this blank to print statements for all borrowers.

'Campus' is a multi-select field. Holding down the 'Shift' key while clicking on your options enables a range selection, holding down the 'Ctrl' key allows individual selection of additional fields.

Issue Date

Use this field to print statements for loans that were issued on a certain date or date range. 

Leave this blank to print statements that include all outstanding equipment.

The 'Issue Date' field could be used to send a statement or reminder for equipment that pertain to a prior loan period.

Equipment Category

Use this field to include or exclude equipment of a certain category. 

Leave this blank to print statements that include all equipment categories.

Using equipment 'Categories' is a good way to control which equipment appear on statements. This can be used in situations where loan periods between equipment differ. This field can filter out equipment that you may not wish to include on the statement.

'Equipment Category' is a multi-select field. Holding down the 'Shift' key while clicking on your options enables a range selection, holding down the 'Ctrl' key allows individual selection of additional fields.

Due Date

Use this field to print statements for loans that are due to be returned on a certain date or date range. 

Leave this blank to print statements that include all outstanding equipment.

Statement Message Text

Optional message to include on the statement footer.

Bold Statement Message Text

Ticking this checkbox will display the 'Statement Message Text' entered directly above in a bold text format.

Sort Options

Sort By

This option will allow you to nominate to print the statements in 'Borrower Code' or 'Borrower Surname/Employee Name' order.

If you are printing statements for students, then 'Year Group' is also available.

Formatting Options

Export to PDF

The statements will always print using Adobe® PDF.

Deliver via email where possible

This option will generate statements via email for borrowers where the borrower record has a valid email address.

It will follow the address hierarchy that you specify on this tab until it finds a valid email address.

It will not generate a PDF for borrowers that it generates emails for.

If you have selected a range of statements to print the program will automatically generate printed statements for borrowers without email addresses.

The email function will also CC each emailed statement to the address set up in the 'CC Email' field in program Student Admin > Equipment Hire > Setup Information > Equipment Hire Setup on the 'Parameters' tab.

Attachment to email

You would use this option to include a supporting document with the statements that you send via email.

Create a suitable document and save it as a PDF.  

Use the 'Browse' button to attach it to the emails. The recipients will then receive an email with two PDF attachments. One is the statement, and the other is this attachment.

Include summary page

A summary page prints at the end of the statement print and provides details of the number of statements printed and the number emailed.

The detailed option also includes a list with parent code, parent name and statement amount (Including building fund and special levies).

You can elect to have:

• No Summary

• Standard Summary

• Detailed Summary.

Address Statement to:

If you are producing statements for student borrowers, indicate whether the statement is to be addressed to the parent or the student by clicking the appropriate radio button.

Outstanding Loans or New Loans only

Select the 'Outstanding' radio button to print statements, including all equipment on loan for the borrowers. 

Select the 'New Only' button to print only the equipment that has been issued on loan since the last statement, and flagging process was run.

This program does not set the flag to indicate that equipment has appeared on a statement. It is set through program Student Admin > Equipment Hire > Equipment Processing > Flag Transactions.

Print School Logo & Name

The default for this is ticked. You would typically run the statements in this mode if you were emailing or printing the statements onto plain paper.

Refer to Student Admin > Equipment Hire > Setup Information > Equipment Hire Setup on the 'Parameters' tab for details on setting up the email address and phone number (if they are different to the main school details).

When unticked, the statement will suppress the logo and school name. Use this option if you are printing your statements onto pre-printed stationery.

Include Address Details

The default for this is ticked. 

When ticked, the address details will be included in the statement.

When unticked, the address details will be excluded from the statement.

Include Hire Charges on Statement

The default for this is unticked. 

Tick this checkbox to indicate that the loan records on the statement are to include the hire charges for each equipment as setup using program Student Admin > Equipment Hire > Equipment Information > Equipment.

Include Barcode Number on Statement

The default for this is unticked. 

Tick this checkbox to include the equipment copy barcode numbers on the statement. 

This may be useful to allow Students and Employees to check that they have the correctly bar-coded equipment (not a copy that belongs to one of their peers).

Student Borrower Address Hierarchy

The 'Address Hierarchy' will determine which address is to be printed on the Parent Statement.

• Field 1. Displays the 'Billing / Account Address' as defined in Finance > Parent Accounts > Setup Information > Parent Accounts Setup.

• Field 2. This is an optional field that allows you to nominate a secondary address that will be picked up if the parent does not have the address stipulated in 'Field 1'.

• Field 3. Displays the default address. This is the address that will be used for any parent that does not have either of the addresses stipulated in Field 1 or 2.

The 'Address Hierarchy' screen is used to print an alternate address based on the absence of the preceding address type in the hierarchy on the parent account record.

Second Copy of Statement

This would normally be used for split families where a second copy of the statement is required. It will only print a second copy of statements where it finds an address in the selected address block(s). As an example, if you used an address block called 'non-custodial parent', then it will only produce two statements for parents where there is an address in that address block. All the other statements will only get one.

This is a multi-select picklist which will allow you to produce more than one, second copy, of the statement. Use 'Ctrl' and mouse-click to select more than one.