Set Up the Statement Generator Feature

Knowledge Center > Collect > Setup and Administration > Set Up the Statement Generator Feature

Set Up the Statement Generator Feature

The configured setting details will be applied to all generated statements, whether on a recurring schedule or ad-hoc.

Prerequisites

  • You must have installed the Statement Generator feature. See Install Zuora Collect Features for more information.

    The Statement Generator feature uses OAuth to authenticate to your Zuora tenant.

After installing Statement Generator, you must use the following steps to set up the app:

  1. Complete settings details
  2. Select Statement Generator template

Complete Settings Details

  1. Select target accounts to have statement generated:

    • All Accounts - Any account in your Zuora environment.
    • Accounts with open invoices - Any account in your Zuora environment with unpaid invoices.
    • Accounts with open balances - Any account in your Zuora environment with any outstanding balance. Balance can come from such things as debit memos.
    • Accounts without invoice but with other transactions - Any account in your Zuora environment that does not have an unpaid invoice, but does have other outstanding transactions like credit and debit memos, refunds, and invoice item adjustments.
    • Accounts without invoice but with open balance - Any account in your Zuora environment that does not have an unpaid invoice, but does have an outstanding balance from such things as a debit memo. This is similar to Accounts with open balances, but there is also an unpaid invoice associated to the account.
  2. Select the same time zone as set for the tenant to avoid payment errors.

  3. Enable Attach statement to Billing Account if all created statements should be attached to the corresponding Zuora Account in the Attachment section.

    Zuora environments only allow for 2GB of storage for all attachments. On average, a single generated statements will require approximately 0.08MB of that storage. Statements not attached to an account will be visible in the Execution tab of Statement Generator.

  4. Enable Use Custom Statement Template to use a custom template for the statement instead of the default template. If Use Custom Statement Template is not enabled, the default template will be used.

    This is a custom field that is created with use of OAuth credentials. If a custom template is desired, the custom field found on the account must be configured with the desired template. If no custom template is identified in the custom field for the account, the account will use the default template.

    See below to learn how to use a custom template with the Statement Generator feature.

    SG_Configuration_1.png

  5. (Optional) In the Scheduler section, click Show Schedule to complete schedule details.

    This step is optional becuase Statement Generator can be run on one configured schedule or can be executed manually as needed.

    Complete scheduler details to initialize the scheduler:

    1. Select Statement Reach to identify the increment of time which will be used to collect outstanding documents to be included in the statement.

      For example: Statement Reach = Weekly. Statements will be gathered for the past week at the time of the executed schedule.

      The statement reach only applies to the recurring schedule of statement generations. If statements are generated manually, you will be asked to identify the statement reach of that execution.

    2. Select desired start time.

    3. Select frequency of schedule execution:

      • Daily - Statements will be created on a daily basis.

        Enable Match Billing Day to have statements created only for those accounts whose bill cycle day (in Zuora environment) is the same day as the statement execution.

        For example, when Match Billing Day is enabled, the scheduler will execute on a daily basis. The Statement Generator feature will look for any accounts that meet the configured settings and have the bill cycle day of the previous day. If account has the same billing cycle day, the statement will be generated; if they bill cycle day does not match, the account will not have a statement generated.

      • Weekly - Designate the day of the week the scheduler will execute.

      • Monthly - Select the day of the month for the scheduler to execute.

    SG_Configuration_2.png

    Click Disable Schedule to remove schedule settings.

  6. Complete Email Settings:

    1. Select From Email to be displayed to customer when they receive email with generated statement.

      It is recommended to use an email specific to your company that can be easily accessed. Submit a request at Zuora Global Support to have a trusted email created or added for your Zuora environment. If you have created emails before for other Connect apps, such as Workflow, you will see the approved emails in the dropdown menu.

    2. Select the location of the To Email, that will receive generated statements upon completion:

      • Bill To Contact
      • Sold To Contact
      • All of the Above

      Enable Include Additional Email Addresses, to have all emails listed with the selected object to receive generated statements.

    Emails Settings can be disabled by clicking Disable Emailing.

  7. In the Notifications section, enter the admin emails to receive notification when statements have been created.

    SG_Configuration_3.png

    An admin email is not required, but is recommended.

  8. Click Save.

After completing the configuration, the following custom field will be available in your tenant:

Object Custom Field Label Custom Field API Name Custom Field Type

Account

StatementTemplate

StatementTemplate__c

Text

Select Statement Generator Template

Navigate to the Templates header to view all templates being used in the Statement Generator feature.

The default template will be used for all accounts unless otherwise specified via the account custom field for the Statement Generator feature. Download the default template to review content of statement or use as a base template to allow for further customization. Specific invoice items will not be visible on a generated statement.

See Creating a Custom Invoice Template for information about creating a custom template.

To add a new Statement Template:

  1. Click Add Template.

  2. Enter Template Name to identify template for later use.

  3. Choose file of new template.

    All templates must be saved as .doc files.

    Use the Field Name Generator tab to help identify specific field names which can be used in your template.

  4. Click Submit.

    SG_Configuration_4.png

  5. In the Template Management section select Default to use template as the default for all accounts.

    SG_Configuration_5.png

Multiple statement templates may be added and will be displayed in the Template Management section. To use a custom template for select accounts, the template must be added. See the next section for details.

Use a Custom Template

A custom template may be used instead of the default template for statements on specific accounts. To identify accounts which should use the custom template, configure the custom field on the account and upload the custom template.

  1. Click Add Template.

  2. Enter Template Name to identify template for later use.

  3. Choose file of new template.

    All templates must be saved as .doc files.

  4. Click Submit.

    SG_Configuration_6.png

  5. Navigate to desired customer accounts in Zuora environment.

  6. Enter custom template name, as it appears in the Template Management table, in the account custom field Statement Template.

If you want multiple customer accounts to use the custom template, you could use the Workflow feature to automate steps 5 and 6 above for each customer account.

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