The Auto Send module is a convenient tool to e-mail or fax accounts receivable statements for customers. The user can choose between sending statements to all customers who have a balance due or only send statements to customers with overdue invoices. Review the following section for details on configuring or sending a batch of statements to customers.
You must create a send mail mode before proceeding with any of the following Auto Send Sales Order options. Complete the following steps to create an Auto Send Mode:
Select File > Auto Send Options > Configure Send Modes from the main EBMS menu to open the Auto Send Mode list as shown below:
Either click the New button to create a new Auto Send Mode to open the following dialog or select an Accounts Receivable Auto Send Mode and click the Properties button. Continue with step 6 if the mode has already been created.:
Each Auto Send Mode requires a unique Key Id. This Key ID should be a simple descriptive code that does not include spaces and symbols.
Select the Statements Send Mode option as shown above.
Enter a short Description of the auto send mode type. This description should clearly describe the mode process. Note that this text is used as the EBMS menu label. Click OK to continue.
Configure the Send Mode Properties as shown below::
Enable the Show on Menu option to display this auto send mode on the appropriate EBMS menu. The following Auto Send mode was listed on the Sales menu. Accounts Receivable, Statements, Customers will appear on the Sales if the Show on Menu option is enabled
Maintain the default values within the Fields to Assign settings since they are advanced settings.
Select the Calculate balance due on Outstanding invoices before statement date option to send statements to all customers. : This option sends statements to any customer with outstanding invoices no matter if the invocie is over due or not. A statement will not be send if the balance due is equal or below zero.
Select the Use overdue calculation (based on finance charges) option to send statements to customers with overdue invoices. This method uses the system’s finance charges to determine overdue charges. If the overdue amount is greater than $0.00, it generates and sends a statement to this customer. Enable the For multiple sends to one contact, send one E-mail with multiple attachments option to group attachments (sales orders or invoices) for an individual customer into one E-mail. A separate E-mail will be generated for each document if this option is disabled.
Enter the desired statement Report. This Report should be a statement form. Contact your EBMS consultant for information on custom reports needed for this process.
The Minimum Report File Size setting: This feature allows you to stop any sends on export files that are below a certain file size. This value should be set at about 10K less than the average export file size to prohibit blank reports to be sent as an attachment. Please contact your EBMS support rep for suggested values for this advanced setting.
Click on the Contract Priorities tab as shown below:
The Auto Send option within EBMS gives the user multiple options to send a document. The Contact Priorities are used to prioritize the send options. The priority order is top-down. In our screenshot, this means that E-mail will be preferred, with Fax being used when there is no Auto E-mail entry in the customer's contact list. Complete the following steps to create and order the send options:
Select a send type option as listed below:
E-mail - This is the most common send type.
CC E-mail - This option will send a carbon copy of the e-mail. This send type can be listed anywhere in the priority list in order to be utilized. The CC E-mail will always be sent if the E-mail send type is priority.
Fax - This refers both to faxes (through a modem or fax printer) and e-mail-to-fax sends.
Select a Contact Type for each send type. The Contact Type is set within the General tab of the customer record. Review the Customer Configuration section below. Review the Sales > Customers > Setting Customer Defaults section for more details on changing customer contact labels.
Disable the For ’E-mail’ type, give priority to the E-mail address on the Sales Order/Invoice switch since this option does not affect sending purchase orders.
The E-mail Settings determine the details of the e-mail document that will be automatically sent.
The From Address should contain a valid e-mail address. This address can be a noreply address if no response is desired from the Auto Send e-mails.
Enter an appropriate Subject line for the e-mail broadcast.
Enter the appropriate Body Text using HTML or plain text syntax. The keywords list located at the bottom of the dialog can be used within the e-mail body. Note that line break tags (<br>) may cause extra lines in the E-mail.
Review the Test Mode section for details on testing the e-mail creating and reviewing the e-mail result..
Contact information must be set up for all the customers before documents are sent. Go to Sales > Customers from the main EBMS menu and open a customer record. Click on the Auto Send Settings tab to view the Auto Send Contact List as show below. The e-mail and fax contacts from the customer's General tab are copied to he Auto Send Contact List. Any changes to the standard contacts will be copied to the General tab. Additional contacts can be added to this tab.
The Auto Send module will only use e-mail and fax contact information .
You are now ready to actually sent documents. Review the Test Mode section for a way to put the system in test mode to determine if your setting options are setup properly.
Accounts Receivable statements can be sent to customers a frequently as desired. Complete the follow steps to send statements:
Select Sales > Update Finance Charges from the main EBMS menu to update the finance charges for overdue invoices. Review the Sales > Customer Finance Charges section for more details on this step.
Launch the Auto Send process by selecting Sales > Auto Send Statements from the main EBMS menu.
Set the Auto Send Statement Date as shown below. This date will be used as the statement date.
Customers with balances due before or on this date will be handled. Statements will be created based on the option set in File > Auto Send Options > Statement dialog. The statement will be either E-mailed, faxed, or printed depending on the settings within the customer record.
4. Click on the OK button to continue process and click Cancel. Review the Test Mode section for details on testing the process.
