Accessing and Managing Owner Statements

Note: For our Asia-Pacific customers, the term "Trust Account" is used, while European customers refer to it as "Client Account". It's important to mention that the Client/Trust Accounting functionality does not apply to customers in North America. For further information on regional terms, check out our Glossary of Regional Terminology.

This guide provides straightforward steps on how to access, preview, and download Owner Statements within your Client/Trust Account. Whether you need to view past statements, preview drafts before disbursement, download them as PDFs or CSVs for record-keeping, or efficiently download multiple statements at once, we've got you covered. Let's ensure your financial reporting is smooth and seamless.

Accessing Previous Owner Statements

Gaining access to previous Owner Statements is a breeze. Here is what you need to do:

1. Navigate to the Contacts tab, then select Owners
2. From there, choose an Owner to access their contact page
3. Click on Owner Statements in the left-hand menu

You'll see a table displaying all previous statements with details including the bank account, disbursement profile, ledger name, completion date, and period ending date. Owner Statements associated with a disbursement are easily traceable through the Disbursement History, revealing all statements linked to a specific disbursement.

Downloading Individual Statements

For each statement in the list, you'll find a three-dot menu button on the right side of the row providing quick access to individual statement actions:

Download as PDF

1. Locate the statement you need in the Owner Statements list
2. Click the three-dot menu button at the end of the statement row
3. Select Download PDF
4. The PDF will download directly to your computer for printing, emailing, or archiving

Download as CSV

For statements that require further analysis or integration with other systems:

1. Click the three-dot menu button at the end of the statement row
2. Select Download CSV
3. The CSV file will download to your computer

Note: This option is available for statements generated after December 2021.

CSV downloads are particularly useful for importing statement data into spreadsheets, accounting software, or custom reporting tools.

Email to Owner

You can also email a statement directly from this menu:

1. Click the three-dot menu button
2. Select Email to owner
3. The statement will be sent to the owner's registered email address

Bulk Downloading Owner Statements

When you need to download multiple Owner Statements at once—whether for end-of-year reporting, audits, or sending statements to multiple owners—the bulk download feature streamlines this process significantly. Instead of downloading statements one at a time, you can select multiple statements and receive them all in a single ZIP file.

How to Bulk Download Statements

1. Navigate to the Contacts tab and select Owners
2. Choose the Owner whose statements you want to download
3. From the left-hand menu, select Owner Statements
4. You'll see a checkbox next to each statement in the list—select all statements you want to download (you can select up to 20 statements at once)
5. Click the Bulk Actions dropdown button at the top left of the statement list
6. Select Download PDFs as Zip from the dropdown menu
7. The ZIP file will automatically download to your default downloads folder

Important Considerations

• You can select and download up to 20 statements at a time for optimal performance
• Each statement in the ZIP file retains its original filename for easy identification
• The bulk download feature is available for all previously generated Owner Statements
• If you need to download more than 20 statements, simply repeat the process in batches

Raising Fees for Owner Statements

Fees can be raised for resending an owner statement. The Raise fee button is located in the top right corner of the Owner Statements page, allowing you to charge fees for additional statement requests or administrative work.

You'll also be given the option to raise a fee after emailing or downloading a statement PDF, ensuring you can appropriately bill owners for statement-related services when needed.

Previewing Draft Owner Statements

Want to ensure everything looks right before finalizing? Follow these steps to preview a draft of an Owner's statement:

1. Generate a draft statement for each owner within the disbursement process by clicking the Generate button
   
2. To review multiple statements, navigate to the Reporting menu and click Client/Trust Accounting to locate the Draft Owner Statement report. This report allows you to filter by property manager or owner
   

When generating draft owner statements, you can exclude owners with no activity for the period. No more scrolling through blank statements to find the ones that actually need review. See only what matters and speed up your statement approval process. 

This preview functionality allows you to catch any errors or discrepancies before statements are formally generated and sent to owners.

Best Practices for Managing Owner Statements

• Regular reviews: Periodically review owner statements to ensure transactions are being recorded correctly
• Leverage CSV exports: For detailed analysis or custom reporting, download statements as CSV files and import them into your preferred spreadsheet or accounting software
• Clear communication: When sending statements to owners, include context about any unusual transactions or changes in their ledger balance
• Timely distribution: Establish a regular schedule for generating and distributing owner statements to maintain transparency and owner satisfaction
• Fee transparency: Ensure owners understand when fees may be charged for statement re-sends or additional administrative requests
• Efficient batch processing: When you need to provide statements to multiple stakeholders, use the bulk download feature to save time and maintain consistent delivery

Related Resources

For more information on managing Owner Statements, explore these related articles:

• Customizing Owner Statements - Learn how to tailor statement formats and appearance
• Owner Statement Format Examples - Preview different statement formats before selecting one
• Disbursement Correspondence - Sending Owner Statements - Understand how to email statements during the disbursement process
• Understanding the Owner Ledger Balances - Get detailed insight into ledger balance calculations

By following these guidelines, you can adeptly manage Owner Statements and adapt them to align with your business requirements. Remember, maintaining accurate and easily accessible Owner Statements is pivotal for both you and your clients.