Member Statement Report
Member Statement Report - User Guide
1. Introduction 📊
The Member Statement Report (also known as the Member Ledger) is the primary communication document between the society and its residents. It provides a transparent, chronological list of every bill issued and every payment received for a specific flat.
ℹ️
Purpose of this Report:
- Transparency: Provide members with a clear record of their financial standing.
- Dispute Resolution: Use as the “Proof of Record” when a member queries an old payment or arrears.
- Bulk Notification: Send statements to the entire building in one click via modern digital channels.
- Legal Recovery: Acts as the official debt statement during legal recovery proceedings or when issuing a 101 certificate.
2. Multi-Channel Delivery Options 🚀
Unlike standard reports, the Member Statement is built for Automated Communication:
A. PDF Generation (Print)
- A4 Full Page: Standard formal statement for audits and legal use.
- Half Page (A5): Economical printing for physical distribution to site offices.
B. Automated Email
- Attach the statement as a PDF and send it to the member’s registered Email 1 and Email 2 simultaneously.
C. WhatsApp & Telegram Integration 📱
- Direct-to-Phone: Send a PDF statement directly to the member’s mobile device.
- Bulk Queue: The society can queue statements for all 200+ members, and the system handles the broadcasting in the background.
3. Selection Filters & Options ðŸ”
- Member Name Search: Intelligent search allows finding members by Name, Flat No, or Wing. Tip: Choose “All Members” to perform building-wide broadcasting.
- Nil Due Statement: Toggle between “Yes” (Send statement even if balance is zero) or “No” (Only send to those with pending dues).
- Due Date: Set the “Payment Expected By” date which will be clearly highlighted on the statement footer.
4. Analysis Use Cases 🔄
| Use Case | Recommended Settings |
|---|---|
| New Year Opening | Set Date Range for the previous year and “Email All” to provide year-end summaries. |
| Monthly Reminders | Set “Print Nil Due” to NO and “WhatsApp” all members with arrears. |
| NOC Application | Specific Member selection, Full Period range, Full Page PDF. |
5. Related Source Transactions 🔄
The statement is a synthesis of:
- Opening Outstandings: Migrated arrears from the previous system.
- Maintenance Invoices: Generated monthly or quarterly.
- Voucher Receipts: Payments made via cash, cheque, or bank.
- Interest Items: Penalties for late payments.
6. Best Practices / Tips 💡
- Standard Email Body: The email message is pulled from the Standard Instruction Master. Ensure that your “Statement of Account” template includes a polite greeting and contact details for queries.
- The “000000” Code: Selecting “All Members” (System Code 000000) allows you to use the Email/WhatsApp Queue feature. This ensures the server doesn’t “hang” while sending hundreds of messages.
- Telegram for Privacy: Encourage committee members to use Telegram for statements if they want to avoid sharing mobile numbers while maintaining instant access.
- Verify Before Bulk: Always generate and view the statement for one member first to ensure dates and interest calculations are appearing as expected before hitting “Email All.”