Send statements, invoices, & receipts
- 21 Mar 2024
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Send statements, invoices, & receipts
- Updated on 21 Mar 2024
- 1 Minute to read
- Print
- DarkLight
- PDF
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Keeping your customers involved in the A/R process is key to the success of your business. Whether it is through email, SMS, or customer connect, let your customers know exactly where they stand with their A/R account.
Requirements:
Configure SPOT email:
Go to Program Configuration > Store > Email Settings
Confirm SMTP Relay is enabled.
Confirm the customer has email enabled:
Confirm the customer has a valid email on file.
Go to Customer View > Reminders
Enable Notifications/Reminders.
Enable batch email.
Configure the customer for A/R:
Go to Customer View > A/R - CC
Set the account type to ‘Master.’
Select the box for ‘Print/Send Statement.’
In the ‘Send Statement Method’ drop-down list, choose the customer's preferred Email format (PDF, DOC, HTM)
From the SPOT home page, select the A/R tab on the left.
Select ‘View Statements.’
Select the store you want to send statements for.
Select the billing group you want to send statements for.
Select the Closing Date Range.
Choose who you want to send the statements to by choosing one of the options below:
Select a single customer or a group of customers.
Select a type of statement:
All Statements
Statements with Credit Balance
Statements with 0 balance
Statements with balance
Click Email Statements: customers who haven’t been sent an email for this statement will be selected.
Click Send or Send with Preview. If you click 'Send with Preview', you will need to click 'Send' on the next screen after reviewing the preview. All customers that have a checkmark under ‘Send?’ will be sent an email
When the emails are sent, the bottom of the window will display the message ‘Statement e-mailing completed’
Understanding A/R statement activity
To understand why an entry IS or IS NOT on your statement, there are a few things you should know.
The STARTING DATE of the statement will always be the closing date of the last statement. This means that if a statement has yet to be created, the first statement will include ALL activity that has taken place up to the closing date set.
The CLOSING DATE set during the statement creation will include all activity up to but NOT including the closing date. For instance, if the 1st of the month is always chosen as a closing date, all activity for the entire PRIOR month will appear on the statement.
Conditions for an invoice to show on a statement:
The invoice was SOLD to A/R BEFORE the closing date.
The invoice is not on any other statement.
The invoice must belong to the Master or a Sub Account.
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