The disbursement correspondence that is available after completing a disbursement has been visually refreshed along with some improvements to make sending comms to owners and creditors easier.
Sending owner statements
Under the owner communications section, there is the option to attach income and expenses along with the owner statement. These settings can also be saved against an owner contact under the owner statement section.
The email owners button can be selected while owner statements are still generating, and Re-Leased will automatically send the statements to the owners that have "Email" set as their send method once they are ready. There are two emailing options for sending owner statements:
One email per statement
The owner will receive a separate email for each of their owner statements/ledgers
One email - All statements in one pdf
The owner will receive one email for all of their statements/ledgers and the statements are combined in a single PDF attached to the email.
- One email - Individual pdf per statement (Coming in 2024)
The owner will receive one email for all of their statements/ledgers and the statements are attached separately from the others. One email, many pdf attachments.
Residential combined: If an owner is set to use the combined residential owner statement, these options will make no difference to the current behaviour as they always receive one email with one pdf.
Owner groups and 'All statements in one pdf': Owner group members (and contacts listed as additional recipients on the group itself) will still receive individual emails for each group, even when the 'All statements in one pdf' option is selected. For example, an owner who owns 4 properties themselves, and is also a group member on two other owner groups will receive 3 emails, each with 1 pdf. The first pdf will have 4 ledgers combined and the other two will each have 1 pdf with one ledger represented.
Income invoices and Expense attachments
If the income checkbox is ticked, income invoices and income credit notes that appeared on an owner statement will be included as attachments in the email sent to the owner.
If the expense checkbox is ticked, any attachments saved against the expense invoices and expense credit notes that appeared on an owner statement will be included as attachments in the email sent to the owner.
Posting to owners
Unlike emailing, to download owner statements you must wait for the statements to finish generating in Re-Leased. Once a statement has generated you'll also be able to view/download the income invoices that appeared on a statement.
When selecting the download documents button, all the income invoices and expense attachments will be downloaded in a single PDF along with the owner statement for owners that have "Post" set as their send method. If any of the expense attachments are not a PDF format, they will not be able to be included in the downloaded PDF.
NB: If no send method is specified for an owner, their owner statement will not be downloaded or emailed. Selecting the send method in the table next to an owner will open the contact in a new tab where you can update their send method settings.
Sending remittance advice
If the email checkbox is ticked for a creditor, they will be emailed their remittance advice when selecting the email creditors button. Any creditor with an email address will automatically have the email checkbox ticked. An email address can be added or updated by selecting the edit icon on the right of the creditor line.
Posting to creditors
If you need to physically send a creditor their remittance advice, select the post checkbox and the download remittance advice button will download all remittance advice into a single PDF.