Statement Batches
Ready statements leave in batches. A batch claims every statement that is Ready and still asks what the account owes, renders them into one print-ready PDF bundle with a manifest beside it, and then never changes. The one thing you add afterwards is the day the envelopes went into the mail.
Statement batches are listed on the Statement Batches tab of
Batches, numbered STB-.
Who Can See It
Section titled “Who Can See It”User only, when the client is licensed for statements.
Statuses
Section titled “Statuses”| Status | What it means |
|---|---|
| Pending | Queued for generation. The batch page updates itself |
| Generated | The bundle and manifest exist |
| No Statements | Nothing was Ready when the batch claimed its statements. Two people creating a batch at once produce one of these |
| Failed | Generation failed. The statements stay Ready and ride the next batch |
| Transmitted | The files reached the connection |
| Transmit Failed | Generated but not delivered. The files can still be downloaded, and the batch can be delivered again from its page |
Creating a Batch
Section titled “Creating a Batch”Create Statement Batch is always on the Statement Batches tab, greyed while nothing is Ready and no Ready statement has drifted from the balance, with a tooltip saying no statements are ready to send. It opens Create Statement Batch, which says how many statements are ready and their total, and confirming with Create Batch starts the batch. Back on the tab it sits as Pending until it generates.
A Ready statement whose balance changed after it was generated, or that the
account has since settled, is checked again first. The dialog then counts them,
such as 3 ready · 1 settled since · 1 changed since, and says they stay out of
this batch and go to Statement Review as Held. When nothing else is ready,
confirming creates no batch: the toast reads No batch created, with how many
statements moved to Held. A statement whose balance changes while the batch
renders is held the same way, and excluded.
A Deliver to picker, offering Download only or one of the client’s active connections, appears in the dialog whenever the client has one. Choosing a connection pushes the bundle and manifest into that connection’s output folder instead. If the client is not licensed for connections, the dialog says so in one line and the batch is download only.
A batch takes up to 500 statements; anything beyond that stays Ready for the next one. A batch is never edited or generated again: a new mailing is a new batch, so the mailing history stays honest.
The Batch Page
Section titled “The Batch Page”
The header names the batch, its status, who created it and when, and how many statements and pages it holds. A banner beneath says how it went.
| Banner | When |
|---|---|
| Generating…, and that the page updates automatically | Pending |
| Generated, with the count and total billed | Generated or Transmitted, nothing excluded |
| Generated with N statements excluded: they stay ready and ride the next batch | Generated or Transmitted, with exclusions |
| The batch couldn’t be generated, with the reason | Failed |
| Generated but not delivered, with the reason. The file is ready to download; deliver it again from Deliveries | Transmit Failed |
| Nothing was ready when this batch was claimed. | No Statements |
| Section | What it holds |
|---|---|
| Statements | Every statement the batch claimed: excluded ones first, so the page reads as a fix-it list, then the rest in mailing order |
| Mailing | Beside the statements on a wide screen, below them on a narrow one. Shown on every batch that produced a file; its Mailed field reads “Not yet” until a mailing date is recorded, then the date and who recorded it |
| Deliveries | Every attempt to deliver the batch, newest first: whether each file is still Sending, Landed or Failed, the file (the manifest and the PDF bundle are separate rows), the connection, who sent it, and when. The latest 25 are listed |
While a batch is still going out, a bill-to edit or a void on any statement it carries is refused, and so is a mailing date change for any of its patients.
The Mailing Date and the Collections Clock
Section titled “The Mailing Date and the Collections Clock”Generating a batch is not mailing it. Mark Mailed records the day the envelopes actually went out. It cannot be a future day or a day before the batch was created, and it can be corrected later with Change Mailing Date. A batch is never un-mailed.
Moving the date later is refused when it would contradict the collections date on a final notice already sent to a patient in the batch. Void that notice and send a corrected one first.
The date matters beyond the batch. A patient’s collections clock starts at the first recorded mailing of a statement batch that carried them, and the collections eligible date on each of their statements is counted from it. If you correct a mailing date, the clock moves with it, earlier or later. Sent statements keep the date they printed.
A final notice for a patient whose clock has not started is held with Collections clock not started, and it does not print. The hold names the batch that carried the patient’s earlier statement: mark that batch mailed, or, if that statement never went out, send it in a batch and mark that one mailed. Either way the hold clears on its own.
The Statements Table
Section titled “The Statements Table”| Column | What it shows |
|---|---|
| Statement # | Links to the statement |
| Patient | Name |
| Stage | The rung on the notice ladder |
| Template | The statement template name and version that drew it. Every included statement’s document is frozen when the batch sends it, so a reprint matches what was mailed |
| Amount Due | What it asks for |
| Pages | How many pages it rendered to. A dash until it has |
| Result | Included, or Excluded with the reason. A dash while the batch is still pending |
A statement is excluded for one of these reasons:
| Reason | What happened |
|---|---|
| Held after the batch was claimed | A check put it back on hold between claiming and rendering. The hold’s own sentence follows |
| Voided after the batch was claimed | Someone voided it in the meantime |
| Already sent by another batch | A parallel batch got there first |
| No longer ready after the batch was claimed | Any other change of status |
| Statement no longer exists | It was deleted |
| The renderer refused this statement | The document could not be produced, with the cause |
| The batch couldn’t be generated, or the document renderer couldn’t be reached | The whole batch failed. Every statement carries this reason, and all stay Ready for the next batch |
Nothing excluded needs resetting: it is still Ready, and the next batch takes it.
Actions
Section titled “Actions”| Action | What it does | When it is offered |
|---|---|---|
| Create Statement Batch | Claims every Ready statement into a new batch, after moving any whose balance drifted to Held | On the Statement Batches tab of Batches. Greyed while nothing is Ready and nothing drifted, and not shown at all while the instance is in read-only mode |
| Download PDF Bundle | One PDF of every included statement, in mailing order | On a batch that has a file: Generated, Transmitted or Transmit Failed |
| Mark Mailed | Records the day the envelopes went out, which starts the collections clock for every patient in the batch | In the header, on a batch that has a file and no mailing date |
| Download Manifest | A CSV with one row per included statement: statement and account numbers, the bill-to name and address, amount due, stage and page count | In the header menu, on a batch that has a file |
| Change Mailing Date | Corrects that day. The collections clock moves with it. Refused when a later date would contradict a sent final notice, and while another batch is still sending a statement for one of its patients | In the header menu, once mailed |
| Deliver | Sends the manifest and the PDF bundle to a connection you pick | On the Deliveries card, on a batch that has a file. Greyed when the client has no active connection |
Deliver opens a dialog with a Deliver to picker listing the client’s active connections, with the batch’s own connection chosen. A connection that already holds a file receives nothing, so delivering again is always safe: if the manifest arrived and the bundle did not, only the bundle is sent. While it runs, the button reads Delivering… and the card updates on its own. If nothing was left to send, or the delivery was refused, the card says so.
States
Section titled “States”- Generating… says the page updates itself, so there is nothing to refresh.
- This batch has no statements.
- Nothing was ready when this batch was claimed.
- The batch couldn’t be generated.
- Generated but not delivered. Deliver it again from Deliveries.
- No deliveries yet. on a batch that has never been delivered.
- This statement batch isn’t in [client] if you follow a link scoped to another client, with Go to batches.
- Not yet in the Mailed field - the batch has a file but no mailing date.
- Read-only mode - Create Statement Batch, Deliver, Mark Mailed and Change Mailing Date are not shown. The downloads still are.
- Blocked - without the statements module the Statement Batches tab is not shown, and a saved link to a batch says the module is not part of your plan.
Related: Statements · The Statement Page · Bill Patients for What They Owe · Connections · Tasks