Email Invoices to Customers

The Email Invoices to Customers program is used to send emails to your customers for the shipments that are processed for each customer. 

The Email Invoices to Customer program is normally run by  invoice date, and it is used to create and to send out emails that include the shipping information and invoice copy associated with each shipment being processed.   The emails and invoice copies are sent to the AP Contact for each customer (or to all AP contacts for the customer).

Please Note:

•      The Email Invoices to Customer program will only create emails for the customers which have the EDI Invoices flag set to E (indicating they would like electronic copies of the invoice), and it will only send out emails when the operator running the program, the customer and any reps being processed by the program have valid email addresses set up in the system.  The email addresses for the operator and the sales reps must be present in each operator record, and the customer email address must be defined in an AP contact record for the customer.

•      The Email Invoices to Customers program is used only to select the customers and invoices to be emailed out of the system.  The output format that is used for each Customer Invoice by the program is based on the Invoice form or forms that have been installed on your system and these forms can be customized on a site by site basis.  The Invoice form used by the Email Invoices to Customers program is normally the accounting copy of the invoice (an invoice with price information on it).

For More information about Emailing and Printing Invoices, on page 12 in the Overview section of this document.

Selection Options: The Email Invoices to Customers report includes the following selection options.

•      Invoice Date From:  The Invoice Date Range to be used.  The From and To Date will default based on the current date.

•      ReSend

•      Include Credit Memos:  If the Include Credit Memos option is checked, the program will include invoices with a charges amount (original balance) less than 0.  If the Include Credit memos option is not checked, the report will skip any invoices which have a charges amount less than 0.

•      Include Shippers: If the Include Shippers option is checked, the program will include shipper or loaner invoice types.  Shippers are Invoices with Doc Types equal to OS, DS, and SH and they are generally used to ship items without charging the customer for the shipment.  They are used for customer loaners and demo equipment, to return goods to vendors for replacement or credit or to process inter-facility transfer transactions.  If the Include Shippers option is not selected, the Email Invoices to Customers program will skip any invoices with a type of OS,DS,SH.

•      Copy Rep:  If the Copy Rep option is selected, the program will add the Rep email address for Rep associated with the shipment to the BCC (blind carbon copy) address in the the email being created.  This option uses the Rep field in the Invoice header.

•      Copy Outside Rep:  If the Copy Outside Rep option is selected, the program will add the email address for Outside Rep associated with the shipment to the BCC (blind carbon copy) address in the the email being created.  This option uses the Outside Rep field in the customer record associated with the Invoice header

•      Copy Inside Rep: If the Copy Inside Rep option is selected, the program will add the email address for Inside Rep associated with the shipment to the BCC (blind carbon copy) address in the the email being created.  This option uses the Inside Rep field in the customer record associated with the Invoice header

•      Send to all AP Contacts:  When the Send to All AP Contacts option is selected, the system will send a copy of each email to all of the AP Contacts for the customer being processed.  When this option is not selected, the system sends an email only to the first AP Contact for the Company (based on the last name in the Contact record).

Note:  The Email Invoices to Customers program will only process invoices that are in the same division as the operator running the program.

Output Format:

The Email Invoices to Customer program is used only to select the customers and invoices for which emails will be generated and to generate the emails.  The formatting in each email can be adjusted using system control records.  The format of the Invoice Form attached to each email is based on the invoice forms that have been installed on your system and these forms can be customized on a site by site basis.

More:

Accounts Receivable Maintenance/Utility Programs