Statement Batches

Ready statements leave in batches. A batch claims every statement that is Ready, renders them into one print-ready PDF bundle with a manifest beside it, and then never changes.

Who Can See It

User only, when the client is licensed for statements.

The List

Statements Ready counts what the next batch would take; Total counts batches. Neither filters the list.

Column	What it shows
Batch #	The batch number
Statements	How many it carries, and how many were excluded
Total billed	The sum of the statements it carries. A dash until the batch has a file
Status	Whether it generated and was delivered. A failed delivery appends its reason
Delivery	The connection it went to, or Download only once the file exists
Created By	Who created it
Created At	When

Rows sort by batch number, newest first, and open the batch. Each row ends in a download icon for the PDF bundle, greyed until the batch has a file, with a tooltip saying it becomes available once the batch is generated.

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 delivery can be re-run from Tasks

Creating a Batch

Create Batch is always on the list, greyed while nothing is Ready, 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 list it sits as Pending until it generates.

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 re-run: a retry is a new batch, so the mailing history stays honest.

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, and the delivery can be re-run from Tasks	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
Delivery	The connection, and when the batch was transmitted. Shown only once a connection or a transmission exists

The Statements Table

Column	What it shows
Statement #	Links to the statement
Patient	Name
Stage	The rung on the notice ladder
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

Action	What it does	When it is offered
Create Batch	Claims every Ready statement into a new batch	On the list. Greyed while nothing is Ready, 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
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	As above

States

• No statement batches yet on the list; released statements are batched from here.
• 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.
• This statement batch isn’t in [client] if you follow a link scoped to another client, with a button back to the list.
• Read-only mode - Create Batch is not shown. The downloads still are.
• Blocked - without the statements module the screen is not in the sidebar, and a saved link to it says the module is not part of your plan.

Related: Statements · The Statement Page · Bill Patients for What They Owe · Connections · Tasks