Set Up the Statement Generator Feature

Knowledge Center > Collect > Statement Generator > Set Up the Statement Generator Feature

Set Up the Statement Generator Feature

Before Statement Generator is ready for use, you need to complete necessary system settings. You can upload a customized statement template and change the default statement template to be used in Statement Generator.

Prerequisites

  • You must have installed the Statement Generator feature. The Statement Generator feature uses OAuth to authenticate to your Zuora tenant.
    For more information, see Install Zuora Collect Features.

Complete system settings

  1. Start Statement Generator.

  2. On the home page, select the Settings tab.

  3. In the Target Accounts field, 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.
  4. Select the same time zone as for your Zuora environment to avoid payment errors.

  5. If you want statements to be attached to the corresponding Zuora Account, select Attach statement to Billing Account.

    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.

  6. If you want to use a custom statement template, select Use Custom Statement Template. If Use Custom Statement Template is not selected, the default template will be used.

    If you install Statement Generator with OAuth credentials, a custom field (StatementGenerator__c) is automatically created. If you want to use a custom statement template, you must configure the value of this custom field to the name of the custom template. If no custom template is specified 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

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

    This step is optional because Statement Generator can also be run manually as needed.

    Complete the details to initialize the scheduler. Clicking Disable Schedule any time would disable the schedule and remove existing settings.

    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 the desired start time.

    3. Select the 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 the account has the same billing cycle day, the statement will be generated; if the bill cycle day does not match, the account will not have a statement generated.

      • Weekly - Designate the day of the week the scheduler runs.

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

  8. In the Email Settings section, click Customize to configure emails settings in the window that opens. You can also disable emailing. 

    • In the From Emails section, select the email address to be displayed to customers when they receive emails with generated statements.

      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 for other Marketplace apps, such as Workflow, you will see the approved emails in the dropdown menu.

    • In the To Emails section, select the predefined lists of emails that will receive the generated statements:

      • Bill To Contact
      • Sold To Contact
      • All of the Above
    • In the BCC Emails section, select the groups of emails that will receive the generated statements as BCC recipients.
    • In the Email Template section, edit the message and formatting of the template. You can switch to Code View to edit the HTML code of the template.
      If you want to restore the default template, delete everything in the editing area and click Update
    • Click Update to save your settings and close the window.
  9. In the Notifications section, enter the admin emails to receive notification when statements are generated.

    An admin email is not required, but is recommended.

  10. Click Update to save your settings.

After completing the configuration, custom fields will be added to your tenant. See Custom Fields of Collect for details.

Manage Statement Generator templates

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

Set the default template

To set the default template for all account, click Set Default for the desirable template.

SG_Configuration_5.png

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 the content of the statement or use as a base template to allow for further customization. Specific invoice items will not be visible on a generated statement.

Other than the default template in the system, Zuora now provides a new example template that you can download, edit and add to your Statement Generator instance.

Create a custom statement template

Creating a custom statement template is similar to creating an invoice template. However, there are two features that are supported in invoice templates but not supported in statement templates.

  • Transaction tables
  • Changing the sort order on a table

You can follow the instructions in Custom Invoice Template Workflow, but you need to skip the steps related to transactions tables and table sort orders.

See Merge Fields Supported by Statement Generator for a list of merge fields supported in Statement Generator.

Add a new statement template

  1. Click Add Template.
    SG_Configuration_4.png

  2. Enter a name to identify the template for later use.

  3. Choose the file of the new template.

    All templates must be saved as .doc files.

  4. Click Submit.

Multiple statement templates can be added and will be displayed in the Template Management table.

Configure an account to use a custom template in Zuora

After a custom statement template is added in the Statement Generator feature, you can configure selected accounts to use this statement template in Zuora.

To configure an account to use a custom statement template in Zuora:

  1. Add the custom template in the Statement Generator feature.
  2. Go to Customer > Customer Accounts in Zuora environment and edit the profile of the account.
  3. Enter the custom template name in the StatementTemplate custom field of the account. Ensure the name is exactly the same as shown in the Template Management table of the Statement Generator feature.

If you want multiple customer accounts to use the custom statement template, you can use the Workflow feature to automate the custom field configuration for each customer account.

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