When a statement is reprinted, Tabs3 Billing uses the current statement template, statement terminology, statement messages, printer settings, and statement designer layout. Therefore, the layout and amounts of the reprinted statement may not exactly match the original statement. Any changes to statement form terminology and statement customization will be reflected on the new statement.

Technical Note: A common misconception is that the Reprint Updated Statement utilities retrieve a stored copy of the statement that is identical to the original statement; this is not true. It is important to note that the Reprint Updated Statement utilities actually regenerate the statement using the current settings. Also, depending on changes made to the client's data, it is entirely possible that the reprinted statement may not exactly match the original statement. Most of these changes are format related, but in some cases, amounts may be affected (e.g., due to write offs, payment adjustments, backdated trust transactions, etc.).

Keep the following in mind when working with reprinted statements.

Date Ranges: Headings and other statement terminology can be configured to embed the various beginning and ending date ranges specified when a statement is run. All of these dates are saved in the client ledger record so that the original date ranges specified can be used when a statement is reprinted.

Statement Templates: The statement template that is currently assigned as the client's final statement template will be used for the reprinted statement with the following exception. If fees, expenses, or advances were included on the original statement, you cannot exclude them from the reprinted statement. You can change the format of the fees, expenses and advances by editing the statement template assigned to the client; however, you cannot exclude the transactions from the reprinted statement.

If Statement Designer page layouts are enabled and selected in the statement template, the current page layout will be used. If a QR code is included on the page layout, and only a single statement is being reprinted, the QR code will be included. QR codes will not be included when reprinting multiple statements. (Note: Statements generated prior to Version 16 did not generate payment links, so QR codes will not be included when reprinting these statements.)

Past Due Message: A Past Due Message is assigned to a statement template. When reprinting a statement, an Aged or Summary past due message can be included. However, a Detail past due message is not available.

Info Only Formats: If fees, expenses or advances were included on the original statement using an Info Only format, they cannot be included on the reprinted statement. Each billed and updated transaction is saved with the statement number it is actually billed on and that is the only statement it can be reprinted on.

Assigned Timekeepers: If the user reprinting a statement is assigned Tabs3 timekeepers, only transactions for assigned timekeepers will be included on the reprinted statement. A message will be included on the Run Totals for the reprinted statement if this situation occurs.

Sales Tax: Sales tax is not recalculated. If sales tax was charged on the original statement, the full sales tax amount from the original statement will be shown on the statement. If fee transactions are excluded from a reprinted statement because the user reprinting the statement is assigned Tabs3 timekeepers, it is possible the sales tax shown will appear to be incorrect.

Cover Statements: Cover statements are not generated when statements are reprinted.

Billing History: The same figures used in the optional billing history on the original statement will be used on the reprinted statement. Amounts billed on statements after the original statement will not be included in the billing history of the reprinted statement. When a statement is reprinted, the Billing History amounts are recalculated based on the amounts in the client ledger records (according to the reference number vs. the statement date).

Statements for Third Parties: If the client's Statement Delivery Options table displays a Yes in each row, a duplicate statement will print for the Additional Bill To contact. If you only want the third party statement to print, either clear the Default Bill To record's Mail and Email check boxes in the Bill To Record window or preview the statement and then use the Print button to specify which pages you want to print. Refer to Clients with a Duplicate, Second, or Third-Party Billing Address for more information.

Payment Adjustment/Reversal: If a payment has been reversed or adjusted, the original payment amount will be included on the reprinted statement. (Version 14 and Earlier Note: If a payment was reversed or adjusted prior to Version 14, the payment amount on the reprinted statement will show the adjusted amount instead of the original payment amount.)

Client Funds: If a client funds payment is reversed and a statement is reprinted for the client, then the reprinted statement will show a zero payment amount thus causing the client funds balance to be incorrect.

When using the Reprint Single Updated Statement utility, if accounts receivable was transferred for a client with archived client funds transactions prior to Version 14, the reprinted statement will not be the same because archived client funds transactions were not transferred prior to Version 14.

When using the Reprint Multiple Updated Statements utility, if accounts receivable was transferred for a client with archived client funds transactions prior to Version 14, the statement cannot be reprinted.

When reprinting a statement that included a payment generated from Automatic Cost fund application of client funds, two payments may be displayed on the reprinted statement. Tabs3 stores the amount applied to expenses and the amount applied to advances as two separate payments.

Write Off: If a statement being reprinted has had a portion written off and then reversed, then the totals on the reprinted statement will not match the original totals.

Trust Integration: The Tabs3 Trust Accounting information on the reprinted statement may not be accurate if trust transactions have been edited, added, or purged. For example, if trust transactions are added with an earlier date after a statement has been updated, then reprinting the updated statement will include any backdated transactions within the original date range—even though they were not on the original statement. (Note: The Purge Transactions utility was available only in Version 17 and earlier.)

Statement Run Totals: Statement Run Totals are not included when using the Reprint Single Updated Statement utility. Statement Run Totals are included when using the Reprint Multiple Updated Statements utility provided the Print Statement Run Totals check box is selected. Although the cumulative sales tax information is included in the reprinted Statement Run Totals, the breakdown of sales tax information by rate cannot be recreated and therefore is not included.

Matching Archive & Ledger Totals: Before a statement is reprinted, Tabs3 Billing will check if the archive totals and ledger totals match. If they do not match, an error will be displayed. If reprinting a single statement, you will be allowed to proceed with reprinting of the statement; however, the information on the statement will more than likely be incorrect. If reprinting multiple statements, an error will be in the error log file and the statement will not be reprinted.

Previous Balance: The previous balance figure is a stored figure. Therefore, the previous balance will show the amount that was on the original statement; it is not recalculated. Any changes made since the original statement will not be reflected in the previous balance on the reprinted statement.

Task Based Billing Statements: When reprinting statements, the software does not track whether the Print Task Based Statement for Task Based Clients check box on the Options tab of the Generate Statements utility was cleared when the statement was originally printed. As a result, the only way to exclude task based billing information from a task based billing client when reprinting a statement is to temporarily disable task based billing for the client before reprinting the statement.

Combined Statements: The Combined Statements feature is not available when reprinting statements. Therefore, the total balance due for Combined Statements will not be included on reprinted statements. Each individual matter will print as its own statement.

Reminder Statements: When reprinting detail Reminder Statements, the detail history showing amounts billed and due for each outstanding statement is not included.

Purge Archive Data: Archived transactions that were purged in earlier versions are no longer available to reprint on statements.

Duplicate Statement Number Note: Tabs3 Billing handles duplicate statement numbers for statements updated in Version 14 or later without any problems. However, statements with duplicate statement numbers generated by earlier versions of Tabs3 Billing may not reprint accurately. It is possible that if duplicate statement numbers exist in the client ledger file for the statement being reprinted, the statement that prints may be a combination of the two statements or may have inaccurate information when reprinting a single updated statement. Furthermore, it is possible that when using the Reprint Multiple Updated Statements utility, if duplicate statement numbers exist in the client ledger file for the same client, the statement may not be reprinted. These issues only apply to duplicate statements generated by earlier versions of Tabs3 Billing, and only in certain situations.

Note: Before a statement can be reprinted, Tabs3 Billing will check if the statement was updated using Tabs3 Billing Version 9 or later. Because of the changes made to the Update Statements utility, any statements updated with earlier versions of Tabs3 Billing cannot be reprinted.

Note: These notes also apply to the statement preview shown on the Statement Information window.

See also:   Reprint Single vs. Reprint Multiple Updated Statements