The output produced when a final statement is generated is based on the selections in the Generate Statements Print dialog.

The following table provides details regarding what happens when each option is selected.

Option Description
Preview
  • Displays all statements in the Preview window, regardless of the delivery method selected for each client.
  • Generates emails with attached PDF statements, which are stored in the Statements folder, for clients who are set up to receive email statements.
  • Printing from the Preview window prints all displayed statements to the desired output regardless of the delivery method selected for each client. For example, if you select to print to the printer, mailed statements will print as they always have, and email only statements will be printed with a footer.
  • When the Separate PDF for each Sort or Individual PDF for each Statement option is selected, you cannot print from the Preview window.
Printer/Email Statements Window
  • Prints statements to the selected printer for clients who are set up to receive mailed statements.
  • Generates emails with attached PDF statements, which are stored in the Statements folder, for clients who are set up to receive email statements.
Tabs3 DropBox
  • Generates PDF statements in the Tabs3 DropBox.
  • Does not generate email records for clients set up to receive email statements.
File
  • Generates statements in the user-selected format (TXT, HTM, PDF, etc.) and saves them in the desired location.
  • Does not generate email records for clients set up to receive email statements.

Best Practices for Saving Copies of Statements

If you want to retain electronic copies of statements, regardless of whether the delivery method is mail, email, or both, the following technique can be used. After generating your normal run of final statements, leave the Generate Statements window open and perform the following procedure.

  To reprint a statement batch for archival purposes

  1. In the Generate Statements window, select the Options tab.
  2. Select the Use Original Statement Number check box.
  3. Select whether you want a single PDF file that includes all statements in the batch, or an individual PDF file of each statement:
    1. If you want to generate a single PDF file, clear the Individual PDF for each Statement check box.
    2. If you want to generate an individual PDF file of each statement, select the Individual PDF for each Statement check box.
  4. Click OK.
  5. Select File or Tabs3 DropBox in the print dialog.
    1. If you select File, you will be asked to select the desired file location and enter the desired file name.
    2. If you select Tabs3 DropBox, you will need to choose a permanent file location and move the file(s) from the Tabs3 DropBox to the new location before closing the software.
  6. Click OK.

Note: The Use Original Statement Number option is only available when Tabs3 is configured to number statements at the firm level on the Options tab of Tabs3 Customization.

Note: If any user makes a change to an existing transaction, adds a new transaction, performs a write off, or performs a payment adjustment between statement runs, the second batch of statements may not exactly match the first batch.

Be aware that the above procedures include email statements. Because email statements are already stored in the Statements folder, if desired, you can easily exclude the email statements from the archival batch by following the procedure below. If disk space is not an issue, it may be easier to include all statements in the batch.

  To filter clients who receive email statements from the statement run

  1. With the Generate Statements window still open from the first batch, select the Client tab.
  2. Change the Status option to Specific.
  3. Click Select Status.
  4. In the Select Status Options window, set the Email Statement option to No.
  5. Click OK.
  6. Continue with Step 2 in the "reprint a statement batch for archival purposes" instructions above.

Note: The Status option is used to help determine which clients are included in a statement or report run. When excluding email statements in Step 4, it is possible for some email statements to still be displayed, if, under Statement Options on the Billing Preferences tab of the Client, one of the client's Bill To Names is configured to only receive a mailed statement.

For example; Michael Larson has two Bill To Names configured. The first Bill To Name is configured to only receive a mailed statement, and the second Bill To Name is configured to only receive an emailed statement. Since we are determining which clients to include, and the first Bill To Name of the client is configured to not receive an emailed statement, both Bill To Names are included in the statement run.

See also:   Printer/Email Statements Window Option