Create and send one or all Receivable Account Statements.
Receivable Settings for Statements
2. Send Email Statement To address
Statement Messages and Banners
Create Statements with the Close Receivable Month menu
Set up the Scheduled Task to send Receivable Account Statements
Introduction
There are some settings that need to be established, such as the From email address and selecting if you want Open item statements or not.
Statements for your Receivable Accounts are automatically created as part of the Close Receivable Month process.
The statements will be emailed out by an end-of-day scheduled task. If you later need to reprint a one-off statement for a particular Receivable Account you can do that from that Receivable account - read below for how to do this for that Entity.
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NOTE: Statements will be created for Receivable Accounts that have a non-zero balance. A Statement will not be created if the balance for the Receivable Account is zero. |
First, let's look at what you need to set up.
Receivable Settings for Statements
You need to set up the following fields for your Receivable Statements.
1. Send Email From Address and Email Message:
The email Sent Address is set up for each Receivable Account Type. You can also set up a statement subject and message for the email, and the name of the sender to appear on the email.
- Go to Receivables > Receivable Account Types.
- Select the Receivable Account Type.
In the Statement details section you can set up the details for the emails that the statements are attached to:
- Communication subject: Enter the email subject.
- Communication body: Enter the text for the body of your email.
- Communication sent by email: Enter the From email address to appear on the emails that are sent.
- Communication sent by name: Enter the From name to show on the emails. e.g. Accounts manager.
- Click Save.
__________________________________
2. Send Email Statement To address:
This must be set up for each Receivable Account.
Statements are sent out as email attachments to the email address that is set up on the Options > Statement options > Statement delivery contact point for each Receivable Account.
- Statement delivery contact point: Select or add the email address for statements.
__________________________________
3. Statement Format
This must be set up for each Receivable Account.
You can determine the format of statements for individual Receivable Accounts, selecting the default format that shows the opening balance, transactions for the month and closing balance, or open item. This is also located in the Options screen for each Receivable Account.
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Generate as open item: Check this field for Open Item statements, or leave blank for the non-open item format.
It's important to note that this will only generate the statement as an open item when the statement is created through the Close Receivable Month process. If you go to a Receivable Account's 'Statements' tab you can view statements from there but these will only be generated in the standard format. They will not be created as open item statements.
If you want to view an open item statement previously sent to a customer, you can go to the Receivable Account's 'Communications' tab, enter 'statement' in the keyword field and search. Double click into the one you want to view and this will be in the open item format.
- Click Save and close.
- Do this for any new Receivable Account you set up.
Statement Messages and Banners
To read about setting up the banners and customised statement messages, click Customisable fields for Invoice and Statement Banners and Messages.
Create Statements with the Close Receivable Month menu
When you run the close Receivable Month, the statements will be created automatically as part of the process. This allows you to start the Close Month process at the end of the day so it doesn't interfere with any other processes.
To run this option:
Ensure that you are ready to close the month.
- Go to Receivables > Monthly Tasks > Close Receivables Month.
- Month end date: The date of your current month will be displayed.
- Click Close month.
The Statements will be created and emailed at the end of the day by the scheduled task, or you can select one Receivable Account if you wish to send only to one Account.
Set up the Scheduled Task to send Receivable Account Statements at the End of Day
- Go to Settings > Task Scheduler.
- Click New Task Scheduler.
In the New Task Scheduler screen:
- Task type: Select End Of Day Email Unsent Communication from the dropdown list.
- Frequency: Select Daily from the dropdown list.
- Click Confirm.
In the next screen:
- Next run time: This defaults to the current time. You should change this to be a time overnight, e.g. today's date and 11:55pm.
- Click Save and close.
This task emails all Statements as an attachment to each Receivable Account that has had a Statement created.
NOTE: There are two tasks you could select from to use.
- End Of Day Email All Unsent Account Statements will send out only statements.
- End Of Day Email Unsent Communication will send out any communications that have been created during the day that should be sent out from your Lentune system.
Send a Statement to one Receivable Account
To send a Statement to one Receivable Account:
- Go to Receivables > Receivable Accounts.
- Select the Receivable Accounts you want.
- Click the Statements tab.
- Click the Send icon
beside the statement that you wish to send out.
This then brings up the New Email screen.
- Select (or add) the Contact person you wish to send the Statement to.
The Subject and Body text for the email are taken from the Receivables Manager detail screen.
- Tick the boxes to determine if you wish to attach the Statement as a PDF or XLXS file.
- Click Send.
This will email the Statement as an attachment.
Reprinting Statements
You can re-print a statement for a selected Receivable Account.
- Go to Receivables > Receivable Accounts.
- Select the Receivable Account you want.
- Go to the Statements tab.
- Click the Print icon
on the right of the statement that you want to print, or the Send icon
if you wish to re-send the statement to the Receivable Account.
NOTE: If you re-print a Receivable Statement part way through a month for any Receivable Account, and you usually use Open Item statements for this Account, statements will not show as open item for this re-print; it will show with an Opening balance, current month transactions and closing balance. This prevents the monthly overdue balances at the foot of the statement appearing incorrectly where any funds have been received in the new month.
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