Receivables Screen Reference

Overview

This article covers the fields and options available on the Receivables screen in the Invoicing module. For a walkthrough of common tasks like reviewing balances, sending statements, and managing aging, see Navigate receivables in the Invoicing module.

Each property row on the Receivables list includes a three-dot menu with the following options. You can also add these as Display fields.

Menu option	Description
Add Payment	Opens the Payment screen with prefilled information for the selected receivable.
Send Email	Opens the Email screen for sending a message about the selected receivable.
Print Statement	Opens the single Print Statement modal for the selected receivable. See the Print Statement modal (single) section for field details.
Collection Notes	Section to add or view notes about a customer's balance. Collection notes help your team stay aware of specific account situations.

When you select Print Statement from the action menu on a single property, the Print Statement modal opens with the following options:

Field	Description
Report Layout	Choose a report layout to use when generating the statement. Layouts are defined with AspireCare.
Statement Date	Enter the date to be displayed on the printed statement.
Export Type	Where you choose an export file format. Available formats include PDF, Excel Spreadsheet, HTML, PNG, MHT, RTF, and Text. If you don't have the Choose Report Export Type permission, only PDF is available.
Include Invoices	Include Invoices checkbox is used to generate a combined PDF containing the statement summary followed by all associated invoices for the selected property. When selected, Aspire generates one PDF in which the statement summary appears first, followed by each related invoice. You can select a layout for the statement page; however, Aspire automatically uses the layout from the most recently auto-saved invoice for the included invoices. Aspire can process up to 50 invoices at a time. If the selected property exceeds this limit, the checkbox is not available, and a message displays prompting you to deselect one or more properties.

Note:
The Include Invoice checkbox is only available when the Export Type is set to PDF.

Bulk actions menu

The Bulk Actions menu is available when you select one or more properties on the Receivables list. It provides the following options:

Menu option	Description
Print Statement	Opens the Report Settings screen to configure print parameters for customer statements. See the Print Statement screen (Bulk Print) section below.
Email Statement	Opens the Bulk Email Invoice Statement screen to send selected statements as email attachments to property billing contacts. See the Bulk Email Invoice Statement screen section below.

Print Statement screen (bulk print)

The Report Settings screen allows you to define parameters for printing customer statements in bulk. You can access it by selecting one or more receivables, selecting Bulk Actions > Print Statement.

Statement formats

When your company starts using Aspire, you can choose between two statement formats:

Standard format: Lists all invoices with an outstanding balance.
Balance forward format: Rolls forward prior balances and lists only current-month invoices.

You can configure Aspire to use one format or allow a choice between both formats when printing statements.

Field reference

Field	Description
Report Layout	Choose a report layout to use when generating the statement. Layouts are defined with AspireCare.
Statement Date	Enter the date to be displayed on the printed statement.
Transaction Date	For balance forward statements, enter the cutoff date for invoices and credit memos to include. This does not affect standard-format statements.
Export Type	Select the export file format. Available formats include PDF, Excel Spreadsheet, HTML, PNG, MHT, RTF, and Text. If you don't have the Choose Report Export Type permission, only PDF is available.

Important:
The Include Invoice option is not available on the Bulk Print Statement modal.

Bulk Email Invoice Statement screen

The Bulk Email Invoice Statement screen allows you to email selected statements as PDF attachments to the billing contacts for the associated properties. You can access it from the Email Statement > Bulk Actions menu.

Field	Description
To	Multi-select contacts here. Choose one or more contacts to receive the statement email: Property Billing Contact, Email Invoice Contact, or Primary Contact.
From	Aspire sends bulk statement emails from the address notifications@youraspire.com. This is the "From" address that appears to recipients when statements are sent through the Bulk Email Statement modal.
CC	Contacts from the menu can CC on the statement email here. All selected statements will be sent to these CC'd contacts.
Subject	Enter the email subject line. You can insert dynamic tokens that populate with property or statement-specific data. Select the Insert Email Token icon to open the Tokens screen, which allows you to select and insert tokens into the subject line where your cursor is.
Include Invoice(s)	Select the Include Invoice(s) checkbox to combine all invoices associated with each selected statement into a single PDF file. This checkbox is cleared by default. When selected, Aspire generates one PDF where the statement summary appears first, followed by all related invoices. The combined PDF is stored under Attachments in the Activities module in the Email Activity log. While you can select a layout for the statement page, Aspire automatically uses the layout from the most recently emailed invoice. To view this invoice, go to the Invoice Details screen and select the Attachments tab.
Statement Date	Specify the statement period to include open invoices for on the statement.
Attach Proposal	Choose the format that defines the layout of the statement you want to send.
Body Text	Enter the body message to include with the statement email.
Send	Select this to send the message and return to the Receivables list.
Cancel	Select this to return to the Receivables list without sending the message.