Household statements and the annual statement send

A statement is a single, read-only view of a household's balance, bond, and camp spend. The same view, same numbers, same arithmetic, is shared verbatim across the member portal, the admin household page, and the annual statement email. If a member reads you a number off their statement, you're looking at the same figure on the admin page; there's no separate "admin version" that could disagree.

The member statement's Print / Save as PDF button opens the browser print dialog. Year links show which renewal year is selected. If no activity is listed, the page says Nothing billed for this renewal year without promising a future invoice date.

• Admin: open the household and follow the Statement → link in the page header. Or Account statement → on the Billing & bond tab. It is a link, not one of the household tabs (those are Overview, Billing & bond, People, Activity, Tickets).

• Member: the household's own statement is available in the portal, where they can print it (a print-only stylesheet hides navigation and buttons, so it prints cleanly as a PDF) or email themselves a copy. The emailed copy is a transactional send. It reaches the member even if they've unsubscribed from other club email, since transactional sends ignore the unsubscribe suppression reason. Only a hard bounce or a spam complaint blocks it.

• Balance only counts invoices still open or processing. A settled invoice that's later partly refunded stays at $0 on the statement. It does not reappear as an amount owed. If a member insists they still owe money that isn't showing, check whether the invoice in question actually settled and was later refunded rather than genuinely still being open.

• "Card fees avoided" appears on both the member's statement and the admin one, so a member quoting the figure and the staff member looking it up are reading the same line. It is a live, computed estimate. It's calculated fresh on every render from the household's renewal-year ACH payments and the org's current card-surcharge rate. It is not a stored ledger figure, so it can shift slightly if the surcharge rate in Settings changes.

• Camp spend (used for FSA / dependent-care claims) is computed conservatively: for each invoice it's min(net paid, sum of camp-category line items), summed across the household's invoices. This means it will never overstate what a family can claim, but it can understate it in unusual partial-payment or partial-refund cases. Tell members with edge-case questions to check with the treasurer rather than treating the figure as a tax document.

• The bond card does not appear at all, not even as $0, when a household has no bond-ledger history (for example, a very new membership that hasn't completed initiation). Don't read a missing bond card as "bond is zero"; it means there's nothing on the ledger yet.

The annual send goes out once per renewal year, per household, driven by the daily scheduled process rather than sent all at once:

1. Arm the send for a renewal year from Admin › Reports (treasurer or admin only. A manager can view the reports page but can't arm the send).

2. The daily scheduled process drains the list in batches (up to 200 households per tick), claiming each household exactly once for that renewal year so nobody gets duplicate emails. Sized so a full roster of a few hundred households finishes within about a week.

3. The send auto-disarms once every eligible household for that renewal year has been sent.

If sending to a particular household throws an error, the job removes its own claim for that household so the next day's tick retries it automatically. A transient failure doesn't permanently skip anyone.

1. Confirm the send is currently armed for the relevant renewal year in Admin › Reports.

2. Because delivery is batched, check whether the cron has reached that household yet. With up to 200 households per day, a full send can take most of a week. A household near the end of the batch order may simply not be reached yet.

3. If the send has already fully drained (disarmed) and the household still didn't get it, look for a delivery failure. The job self-retries a failed household the next day rather than skipping it, so a persistent miss is worth investigating rather than assuming it will resolve itself.

4. In the meantime, the member can always view or email themselves their statement directly from the portal. This doesn't depend on the annual cron at all.