Automatic Documents

• 19/12/2024
• 9 Minuten Lesedauer

Document Output offers enhanced options for creating and sending customer statements automatically. Using the Automatic Documents functionality, you can configure profiles to suit specific customer needs, such as defining the statement period, due dates, and output method. This guide covers how to set up automated statement distribution, assign profiles to customers, and manage statement scheduling and conditions.

To create automatic statement profiles

To create a new profile for automatic statement distribution, follow these steps:

1. Select the icon, enter Automatic Documents, and select the related link. OR in the Role Center, navigate to Document Output > Setup > Automatic Documents > Automatic Documents.
2. In the action bar, select New, or Edit List if you want to edit an existing profile.
3. Fill in Code and one or both of Automatic Period Statement and Automatic Due Date Statement, depending on the profile's requirements, to create a new statement profile.

To configure period-based statements

In the Automatic Period Statement setup, you define criteria for when a statement should be generated and sent. You can choose a predefined one, or you can create a new one, and here's how you do that:

1. On the Automated Documents page, select Edit List.
2. Select the Automatic Period Statement field for the line you want to edit.
3. Select New.
4. Fill in or change the desired fields. These are some of the important fields to consider filling in:
   
   • Send statement if: Choose criteria such as entries exist within the specified period, outstanding or balance due on the account, or entries or balance due in the period.
   • Period Start Date Type - Select either Date formula, but remember to define the period length in Period Date Formula, or First open entry date, where you set the start date based on the first open entry.
   • In Period End Date Type, you have four options: Date formula should be selected when Date formula has also been selected in Period Start Date Type; Last entry date: The period end date will be defined by the last entry date; Last open entry date: The period end date will be defined by the last open entry date; Last bank posting date: The latest bank posting date is used as end date for the period.
   • Period start date of month - Enter the day of the month on which the period should start. If you leave it blank, the default selection is the first day of the month.
   • Sending interval - Define how frequently the statement is sent, with options to set specific days or weekdays for sending.

To set up due date profiles

If the Send statement if field includes Balance Due or Entries in period or Balance Due, you can set up a due date profile to include a grace period:

1. On the Automated Documents page, select Edit List.
2. Select the Automatic Period Statement field for the line you want to edit.
3. Select New or Edit List.
4. In Balance Due Date Formula, specify a grace period for additional processing time, if needed.

To pause statement generation

To avoid sending statements if the balance is negative, configure it in Automatic Period Statement. This is how you do it:

1. Select the icon, enter Automatic Documents, and select the related link. OR in the Role Center, navigate to Document Output > Setup > Automatic Documents > Automatic Documents.
2. Select Edit List.
3. Select the Automatic Period Statement field for the line you want to edit, and select Show details in the rolldown menu.
4. Select the Do not send if negative balance field to avoid sending statements if there's a negative balance.

To choose email templates and output

You can configure the output method and the email template on the Automatic Period Statement page and the Automatic Due Date Statement page.

Configure the email template and output method on Automatic Period Statement:

1. Select the icon, enter Automatic Documents, and select the related link. OR in the Role Center, navigate to Document Output > Setup > Automatic Documents > Automatic Documents.
2. Select Edit List.
3. In Automatic Period Statement, select the dropdown menu and then Show details.
4. In Email Template Code, choose an email template, which would typically be the "Statement" template.
5. In Output, select your preferred output method:
   • Journal will send statements to the Customer Statement Journal for review
   • Email will email statements directly to customers

Configure the email template and output method on Automatic Due Date Statement:

1. Select the icon, enter Automatic Documents, and select the related link. OR in the Role Center, navigate to Document Output > Setup > Automatic Documents > Automatic Documents.
2. Select Edit List.
3. In Automatic Due Date Statement, select the dropdown menu and then Show details.
4. In Email Template Code, choose an email template, which would typically be the "Statement" template.
5. In Output, select your preferred output method:
   • Journal will send statements to the Customer Statement Journal for review
   • Email will email statements directly to customers

To assign automatic statement profiles to customers

After setting up profiles, you can assign them to customers. This is how you do it:

1. Select the icon, enter Customers, and select the related link.
2. Select the desired customer, and go to the Document Output FactBox.
3. Select the three dots to the right of Automatic Documents.
4. In the General FastTab, in Automatic Documents, select a statement profile.
5. In the Document Output FactBox, select the three dots to the right of Automatic statement.
6. In the Statement FastTab, in Automatic statement, select Automatic.

To review schedules for automatic statement

To view scheduled and sent statements for a customer:

1. Select the icon, enter Customers, and select the related link.
2. Select the desired customer.
3. In the Document Output FactBox, select the Document Output rolldown menu, and select Customer Actions.
4. In the action bar, select Statement > Calendar to see scheduled and past statement dates.