Bulk Distribute and Export Tenant Statements

Bulk Distribute and Export Tenant Statements

Notes
User can choose between two methods for processing Tenant Statement Distribution:
  1. Bulk Statement Distribution: This method enables you to export or distribute multiple tenant statements for a single month or a custom date range. It's primarily used for monthly statement distribution. 
  2. Single File Distribution: This allows you to export or distribute individual tenant statements with a custom date range. It's primarily used for the first month tenant statement and historical statements.(see Export & Distribute Single Tenant Statement)

1. To access the bulk tenant statement distribution screen, start by clicking on Accounting in the Main Menu.


2. Click on Tenant Statements.



3. Click on Send Statements on the main menu.



4. Bulk Tenant Statement screen will open. 
5. User will have flexibility to perform the following:
  1. Download Statements
  2. Email or SMS statement – if the tenant communication is enabled (on tenant profile) and email/SMS details are filled in. 
6. Only rental files that match certain requires will appear on the list: 
  1. Must be an Active Rental File
  2. Lease must be Active (under the lease tab)
  3. There must be a tenant loaded to the file. 

Bulk Email/SMS Statement Distribution

Info
Ensure the communication preference is enabled for tenants' on their profiles for SMS and/or Email to allows for emails and/or SMS to be distributed to the recipient.

1. On the “Send Statement” screen, select the Date Range Type. Choose between:
  1. Monthly – Select the month and year from the calendar

  1. Custom– Select the 'From Date' and 'To Date'


2. Choose the Files from the file list and click Next button.



3. Send Statement screen will open.

4. The Statement screen is divided into two (2) sections: 
  1. Email – Add Subject and add Email Body and/or Signature. Optional: Add Statement Comment to appear on Statement document. 
  2. SMS – Add SMS Body

5. Optional: Adjust the statement distribution method by ticking Email and/or SMS options. 



6. Click Send Now Button. 



7. Statement Distribution Log Screen will appear.



Bulk download tenant Statements

Info
Ensure the communication preference is enabled for tenants' on their profiles for Post to allows for downloading of tenant statements.

1. On the “Send Statement” screen, select the Date Range Type. Choose between:
  1. Monthly – Select the month and year from the calendar

  1. Custom– Select the 'From Date' and 'To Date'


2. Select the Files from the file list and click Download Multiple Statements button.  Only filters where the tenant's communication preference Post is enabled will be selectable. Overwrite preference by enabling the Enable Download All toggle. Enable download all will download all files statements, irrespective of preference. 



3. You may see a message from your browser to allow to download multiple files. Click on Allow




4. A notice will appear once the download is about to start. Depending on the date range and files selected, the pop up will let you know how many files it will download and in how many batches. Click on YES if you are ready to download.  


5. A progress bar will appear letting you know that the files are being downloaded. You will then find your files in a compressed .ZIP folder in the Download folder of your computer. 





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