Distribute Invoices/Statements for A/R (Auto-Email)
- Stephen Juliano
- Colleen Juliano
Table of Contents
Overview
Setting Up Distribution
To use Email Distribution, you will need to setup your Customer records, create email templates, and set the default Template for A/R. You can even set templates per Customer.
Customer Contact Setup
If your email server is setup for TRX, you can take advantage of our Email Distribution. On Customer contact records (A/R>Customer>Enter/Edit Customers), we have the “Distribute Invoice” and “Distribute Statement” checkboxes. The Contact must contain an Email address. You can send to as many or as few contacts as you like per Customer.
Distribute Invoice - This sets the contact to be emailed when printing Invoices
Distribute Statement - This sets the contact to be emailed when printing Statements
Email Template Setup
Besides setting up the customer, you will also need an Email Template. Please see linked manual page. You will need to create an Email Template to setup a default.
Set Global Default Template - A/R Setup
Once the Email Template is setup, you can set the default under A/R>A/R Special Functions>A/R Setup. Use the “Invoice Template” dropdown to select your default.
Set Default Template Per Customer - Enter/Edit Customers
Setup an Email Template per Customer under A/R>Customer>Enter/Edit Customers | Default Set Up tab. Use the “Invoice Template” and “Statement Template” dropdowns to select your default(s).
Using Distribution
With the Customer(s) and Template(s) setup, you are ready to use Distribution Email. When and how to select Distribution Email will depend on what’s being Printed.
Printing/Emailing Invoices - Individual
If you print Invoices one at a time, we give a popup that will allow you to select Distribution Email.
Printing/Emailing Invoices - Batch Existing
To print all existing Invoices for a customer, go under A/R>Customer>Print Customer Invoices. To use Auto-emailing here, you need to check the “Enable Auto Emailing” checkbox. This will have it run automatically, so be sure to print without selecting it first to make sure you are sending the right Invoices.
Printing/Emailing Invoices - As They Are Processed
When creating Invoices, you have a chance to print them. If everything was correct, and you hit “Yes” when prompted if it printed correctly, the distribution screen will come up. You can then send the newly created Invoices.
Printing/Emailing Statements
When you print Customer Statements (A/R>Customer>Print Customer Statements), we bring up the report. When you come back to TRX, we will tell you how many emails need to be processed and have the distribution screen up for you to process.
