Run and Distribute Fund Statements

This article outlines how to create and distribute fund statements to your advisors in bulk. You can also generate Manual Fund Statements.

To create fund statements, a fund statement template and fund statement format must be created in your site.

When creating fund statements, funds will display if the following is true:

• The fund has activity before or on the end date of the period.
• The fund is a master fund and has at least one sub-fund with activity before or on the end date of the period. The fund statement format on the master fund must have the Include Sub-Funds option checked.
• The fund is not closed.

Create Statements

1. Navigate to the Funds page.
2. Click Fund Statements on the left-side menu.
   • Any fund statement batches that have already been generated will be listed.
3. Click Create on the left-side menu.
4. Select a Statement Type (Custom Date Range, Yearly, Quarterly, or Monthly).
   • If Custom Date Range was the selected Statement Type, another field for Custom End Date will appear. This needs to be filled in when selecting Custom Date Range.
   • The statement end date, determined by the Start Date and Statement Type, cannot be before the Close Date.
5. Enter a Start Date for your fund statement date range.
6. Click Next.
   
   
   
7. Choose which funds to include, then click Submit at the bottom of the page. 
   
   • Click a radial button under Filter. 
   • Click one or more checkboxes in the Details section next to the Filter you selected. 
   • Fill in Statement Group Description. This is the customized name you can assign to this batch of fund statements and will appear on the Fund Advisor Portal.
   • If emailing fund statements to fund advisor, fill in Email Subject. This will be the email subject line for fund advisors whose statement type is set to online or email.
     
     
     
8. Click [delete] if you need to remove a statement from the run.
   
   
   

Generate Fund Statement Files

When a file is generated, the fund statement is generated using the fund statement format that was assigned at that time. If the fund statement has since been updated, the system will remember which was assigned and generate that template, as long as it has not been deleted from CommunitySuite.

Generate Individual Fund Statement

1. Click [display] for a fund that does not have a File ID.
   
   
   
2. Click Generate File in the left-side menu.
   
   • Generate File only appears for funds that have not already had a file generated. There is a Regenerate Fileoption for funds that have already had a file generated. Regenerating a file is only necessary when fund activity has been updated and needs to be reflected prior to publishing statements.

Generate Fund Statements in Bulk

1. Click Generate Files on the left-side menu.
   • This starts a background job that creates a file per fund statement. The background job status is visible at the top of the screen.
     
     
   • Refresh browser to see current status. When Last Status is Done, each statement will have a File ID number.
     
     
     
2. To generate one file with all fund statements, click Generate All File on the left-side menu. This file will include one statement for all funds with or without a fund advisor and all advisor statement types. Funds will be sorted by Fund Name. When Public Name is not blank, that will be used in the sort.
   • This starts a background job that creates one file of all fund statements. The background job status is visible at the top of the screen.
   • Refresh browser to see current status. When Last Status is Done, two new rows will appear in Fund Statement Group, allowing you to download a PDF or Word file of all statements.
     
     
     

Review Statements

Statements can be reviewed individually or in bulk. Once statements have been reviewed, they can be published to the Fund Advisor Portal, printed, and emailed.

Review Statements Individually

1. To review individually, click [display].
2. Review the statement for accuracy, and then click Mark Reviewed on the left-side menu. This will advance the screen to the next statement. Repeat the process.
   • If you need to view statements but another person marks them as reviewed, you can click Next Statement on the left-side menu. This advances to the next statement without marking the statement reviewed. 
   • If you make changes to a fund that need to be reflected in the fund statement, click Regenerate File. You do not need to regenerate a file unless a data change has been made prior to publishing.

Review Statements in Bulk

Once you've reviewed enough statements, either manually or by reviewing the all fund statements file, you can mark them all reviewed by clicking Review All on the left-side menu.

Once statements have been reviewed, the Fund Statement Group section will update with the total number of Reviewed statements in the batch.

Publish Fund Statements

Publishing statements is the next step. Publishing has two purposes:

• Enables statements to be distributed to fund advisors. Once publishing is complete you can print and email fund statements and send a notification email to advisors that have Statement Type set to Online.
• Publishes reviewed statements to the Fund Advisor Portal. If you are not using the Fund Advisor Portal, you still complete this step to enable printing and emailing statements.

Publish statements by clicking Publish on the left-side menu after statements have been reviewed.

Remove Statements from Fund Advisor Portal

If statements need to be removed from the Fund Advisor Portal or the entire batch needs to be regenerated, click Un-Publish on the left-side menu.

Delete Fund Statement

If one fund statement needs to be removed from the Fund Advisor Portal, click [display] next to that statement, then select Delete from the left-side menu. If an updated version of that fund statement should be available on the portal, you can publish a manual fund statement.

Distribute Fund Statements

Once fund statements have been published, options to Print Paper Statements, Send Email Statements, and Send Online Email appear on the left-side menu. These options correspond to the Statement Type set on the fund advisor record. 

Print Paper Statements

1. Click Print Paper Statements from the left-side menu.
   • The screen displays each fund/fund advisor combination for fund advisors with Paper or blank Statement Type. 
2. Click Create Print File and Mark Sent.
   
   • This starts a background job that creates the print file. The background job status is visible at the top of the screen. Refresh to see current status. When complete, a new row called Print File appears in the Fund Statement Group section.
3. Click the Print File ID to download the file.
   
   
   
   
   • Print file sort order varies based on the Print Copy For Each Advisor setting in the Fund Statement Format.

Print Order With Print Copy For Each Advisor Off

• Statements generate by Advisor Name.
  • If Mailing Label is not blank, Mailing Label is the sort criteria. 
  • If Mailing Label is blank, Profile Name field is the sort criteria. Household and Organization profile names are one field and sort alphabetically. Individual profiles sort by last name, then first name.

Print Order With Print Copy For Each Advisor On

Statements generate by Fund Advisor Name, then Fund Name.

• Advisor Name
  • If Mailing Label is not blank, Mailing Label is the sort criteria. 
  • If Mailing Label is blank, Profile Name field is the sort criteria. Household and Organization profile names are one field and sort alphabetically. Individual profiles sort by last name, then first name.
  • Examples: 
    • If Dr. Kathy Smith's Mailing Label is blank her statements will be in the S's.
    • If Dr. Kathy Smith's Mailing Label is Kathy Smith her statements will be in the K's.
    • If Dr. Sally Smith's Mailing Label is Dr. Kathy Smith her statements will be in the D's.
• Fund
  • If a Fund Advisor is connected to more than one fund, it will sort the statements by alphabetical order. When Public Name is not blank, Public Name is the sort criteria. When Public Name is blank, Fund Name is the sort criteria.

You can also print an individual statement by downloading or printing after clicking [display].

Send Email Statements

1. Click Send Email Statements from the left-side menu.
   • The screen displays each fund/fund advisor combination for fund advisors with Email Statement Type. 
   • Body is the text from the fund_statement_email_body content block.
2. Click Email Statements and Mark Sent.
   
   
   
   • This starts a background job that emails the statements. The background job status is visible at the top of the screen. Refresh to see current status. 
   • If an advisor receives statements for more than one fund, they will receive one email with an attached PDF for each fund statement.

You can print an individual statement by clicking [send].

Send Online Email

1. Click Send Online Email from the left-side menu.
   • The screen displays each fund/fund advisor combination for fund advisors with Online Statement Type. 
   • Body is the text from the fund_statement_review_email_body content block.
2. Click Email Online Notification and Mark Sent.
   
   
   
   • This starts a background job that emails notification that statements are available in the Fund Advisor Portal. The background job status is visible at the top of the screen. Refresh to see current status. When complete, a new row called Print File appears in the Fund Statement Group section.

Click on Email Delivery in the left-side menu to see the email status for advisors with Online and Email Statement Types. This status will also show in the Email History on the fund advisor's profile.

 

Navigate to a Fund and scroll to the bottom of the page to see all fund statements that were generated for that fund and not deleted.