Customers - Email Tab

Access this tab using Maintain>Accounts Receivable>Customers. This tab is only available if you have installed and added the Accounts Receivable Billing module.

Use this tab to select whether invoices and statements should be printed on paper and/or emailed. By default, both invoices and customer statements are printed. However, you can elect to email only, print only, or email and print. If the customer wants to receive invoices and/or statements by email, enter the email address and select the appropriate process template.

In order to Save the form, a selection of print and/or email must be selected for both the Accounts Receivable Invoices and Customer Statements sections. Also, if email is selected, an Email Address must be entered and a Process Template must be selected or accept <Default>.

Note: Process Templates are created using Maintain>Email Templates. Also, if a customized Process Template gets deleted, the <Default> Process Template will be used. Be sure to create a <Default> Process Template for each process type.

To Set Up a Customer to Receive Emailed Invoices/Statements

1. The Administrator must have first set up the SMTP connection information (Organization>Organization Information - Email Setup tab). See Configuring SMTP.
2. Next, you must have previously set up a default email process template to use for all A/R Invoices and Customer Statements (Maintain>Email Templates).
   1. If you do not want to use a generic form, you can create customized process templates. Be sure to select the right one on the appropriate Customer’s Email Tab.
3. Finally, using the Maintain>Accounts Receivable>Customers>Email Tab, you must select whether to print and/or email both invoices and customer statements.
   1. For Invoices,
      • To continue printing just paper invoices, accept the defaults and skip to Step b.
      • To go paperless, clear the Print Paper Invoice check box (to no longer print a copy of the invoice for this customer). Then select the Email Invoice check box and enter the Email Address that will be used to send invoices to the customer. Verify the email address is correct.
      • To print and email invoices, select both the Print Paper Invoice and Email Invoice check boxes, and enter an email address that will be used to send invoices to the customer. Verify the email address is correct.
      • Select an Invoice Process Template, or accept <Default>.
        

   Note: The customer will be emailed a copy of the invoice after you Calculate Invoices/Finance Charges, and go through the Print/Email Calculated Invoices process. You will be given an opportunity to preview the invoice during this process prior to sending the email.

   2. For Customer Statements,
      • To continue printing just paper statements, accept the defaults and skip to Step 4.
      • To go paperless, clear the Print Paper Statement check box (to no longer print a copy of the statement for this customer). Then select the Email Statement check box and enter the Email Address that will be used to send statements to the customer. Verify the email address is correct.
      • To print and email statements, select both the Print Paper Statement and Email Statement check boxes, and enter an email address that will be used to send statements to the customer. Verify the email address is correct.
      • Select a Statement Process Template, or accept <Default>.

Note: Use the Customer Statements form (Activities>Accounts Receivable>Customer Statements) to setup and filter the statement information. Click the Print/Email button to first print and then email the summary of activity for customers over the selected time period. You will be given an opportunity to preview the statements during this process prior to sending the email.

4. Click Save.

Troubleshooting

• You should communicate to your customers who elect to receive invoices via email, that if they have never received any invoice emails from your organization to do the following:
• Check to see if their email server is full or blocking your email address; this could cause them not to receive emails from you. This could be resolved by having your customers add your organization’s email address to their address book.
• Ask that they check their mailbox regularly and ensure that your organization’s email address is not being marked as SPAM by their mail server. This could be resolved by having your customers check their spam filter folder and marking your emails as “not spam.” This will clear the way for future emails from your organization.
• You only have customized Process Templates and the system changed your option from "Email" to "Print."
  • If you did not set up a <Default> Process Template (Maintain>Email Templates form) for both your Invoices and Customer Statements (Process Type) and later delete the customized process template being used on the Maintain>Accounts Receivable>Customers>Email Tab, the system will change your Email option to Print for every customer that used that customize process template on the Maintain>Accounts Receivable>Customers>Email Tab.

 

Accounts Receivable Invoice

• Print Paper Invoice: Accept the default, or clear this check box if you do not want to print paper invoices for this customer.
• Email Invoice: Select this check box to email electronic invoices to this customer.
• Email Addresses: If the Email Invoice check box is selected, you must enter an email address where the invoice will be sent. The system defaults to the customer’s Contact Email address entered on the Addresses tab.
  If you are entering multiple email addresses, each address must be separated with a semicolon and a space. Example, you@email.com; me@email.com.
  
• Invoice Process Template: Accept the <Default> template, or select one from the drop-down list. Process Templates were created for the A/R Invoice Process Type using Maintain>Email Templates. The template contains defined email routing information (From, Cc, and Bcc email addresses), a subject line, and a customized message.

Customer Statement

• Print Paper Statement: Accept the default, or clear this check box if you do not want to print paper statements for this customer.
• Email Statement: Select this check box to email electronic statements to this customer.
• Email Addresses: If the Email Statement check box is selected, you must enter an email address where the statement will be sent. The system defaults to the customer’s Contact Email address entered on the Addresses tab.
  If you are entering multiple email addresses, each address must be separated with a semicolon and a space. Example, you@email.com; me@email.com.
  
• Statement Process Template: Accept the <Default> template, or select one from the drop-down list. Process Templates were created for the Customer Statements Process Type using Maintain>Email Templates. The template contains defined email routing information (From, Cc, and Bcc email addresses), a subject line, and a customized message.