[ Reports ]

Monthly Account Statements #

The monthly account statements are the primary output of the Max2 system for accounts whose holders do not receive statements by e-mail. They are printed and either posted to the account holders or kept at the office for collection.

The main method of printing statements is via the Report -> Monthly Account Statements... menu item on the Main Window.

In addition, statements for individual accounts can be printed from the Account List or Selected Account List windows using the Print Statement button. This method uses the message, layout and other options from the most recent monthly account statement run printed via the Main Window.

Normal Statement Printing #

For normal statement printing the sequence is to select the Monthly Account Statements... option from the Report menu which results in the Statement Layout window being displayed.

In normal operation, only the Month Message field is set. This gets included in the statements, centred and in bold, below the transactions and is also included, by default, in statements sent by e-mail.

Pressing OK on the Statement Layout moves on to the Account Selection window. The usual operation is to print the statements to be collected and the statements to be posted as separate runs. For convenience, these can be set up easily using the Standard Selections menu items Ordinary Members To Be Collected and Ordinary Members To Be Posted.

After the normal report printing dialog the statements are printed. Printing is done in batches of 10 statements per spool file so that physical printing can start while later statements are still being printed and so that problems such as paper jams will have less overall effect.

Setting Statement Layout #

In normal operation the layout and fixed text (club address, etc) do not need to be changed from month to month. To avoid accidental changes the controls for the statement format other than the month message are disabled on the Statement Layout window until the Modify Layout button is pressed.

All of the statement layout information, including the month message, is stored in the database lock file. As such, it is not subject to the normal month-by-month transaction control of most Max2 data. The reason for this is that if any of the information on which the layout is based, e.g., the club's address or the size of paper used for printing, is changed then those changes should be reflected in re-prints of statements from previous months.

The "layout" information consists of three parts, the actual layout controls, the name format control and the club address.

Layout Controls #

The controls which set the actual layout of the statement are the group of four at the top left of the window: the list of blocks, Units, Font and Position together with the preview panel on the right.

The statement is organized into five blocks, one of which can be selected in the list at the top left of the window. The Font and Position groups apply to the selected block. The Units group selects the units used for the position of whichever block is selected.

The five blocks on the page can be positioned independently. As their positions are adjusted the preview pane on the right is updated to reflect the changes (as the focus is moved out of the associated control). In addition, the reference position of a block can be set by clicking on the preview pane. Probably the easiest way to use this combination is to click on the preview pane to get an approximate initial position then tune the layout by updating the numeric position controls.

The five blocks are, mostly, independently positioned. There is nothing in the code to ensure that they don't overlap, for example. After making changes it's probably worth testing with an account with a long address before printing a large batch of statements.

The exception to the independent positioning is the transactions block. This has two special features:

Name Format #

The name format control selects the style used to add the member's name before their address.

Club Address #

The club address is fixed text which typically is the club address plus any other legally required information such as VAT number if applicable.