How To Set Up for Email Delivery of Balance Forward Bills

If you use Balance Forward Billing, you can enable the delivery of balance forward bills by email as PDF attachments to your customer account or site level contacts.

You must opt in to enable the Email Delivery of Balance Forward Bills feature. After you opt in, you must complete the following setups to deliver balance forward bills by email:

Set up the Transaction Delivery Using Email section in the Billing and Revenue tab of Receivables System Options.
Set up the applicable customer account and site profiles for balance forward billing and email delivery.
Set up contacts for each customer account and site that receives balance forward bills by email.

Receivables System Options

You must complete the fields in the Transaction Delivery Using Email section of Receivables System Options for the applicable business unit.

If you're already using this section for email delivery of transactions, you can either use the same values for balance forward bills or update individual fields according to your requirements. For example, you may need to edit the Email Subject and Email Body fields to accommodate both transactions and balance forward bills.

To set up Receivables System options for email delivery of balance forward bills:

In the Create or Edit System Options page for the business unit you want, navigate to the Transaction Delivery Using Email section of the Billing and Revenue tab.
Complete all fields in this section for email delivery of balance forward bills.

These fields are conditionally required. You must enter values in these fields to ensure successful delivery of balance forward bills by email.
Save your work.

Customer Account and Site Profiles

You must set up balance forward billing in the applicable customer account and site profiles, and set a preferred delivery method of Email.

Note: You can't use XML delivery with the Email Delivery of Balance Forward Bills feature. This feature considers a preferred delivery method of XML as Paper.

To set up a customer account or site for email delivery of balance forward bills:

Navigate to the Edit Account or Edit Site page for the customer account or site you want.
Click the Profile History tab.
Update or Insert a profile for the customer account or site.
In the Balance Forward Billing section of the Profile tab, complete these fields:
- Enable: Enable this option to activate balance forward billing.
- Bill Level: Select the level at which to generate balance forward bills: Account or Site.
  
  For customer site profiles, select the bill level Account to include transactions belonging to the site in the account-level balance forward bill. Select the bill level Site to deliver a separate balance forward bill for transactions belonging to the site.
  
  Note: You must set up an active customer profile at both the customer account and site levels for balance forward billing to process successfully, no matter which Bill Level setting you use.
- Bill Type: Select the format to use for balance forward bills.
In the Terms section, select in the Payment Terms field the balance forward billing payment terms to use for this account or site.
In the Invoicing section, select Email in the Preferred Delivery Method field:
- If the Bill Level setting in the profile is Account, the Create Balance Forward Bills process references the Preferred Delivery Method setting in the customer account profile.
- If the Bill Level setting in the profile is Site, the Create Balance Forward Bills process references the Preferred Delivery Method setting in the customer site profile.
Complete the profile according to your requirements and save.

Customer Account and Site Contacts

You must set up at least one customer contact for each account or site that receives balance forward bills by email.

To receive balance forward bills by email, a customer contact must have all of these settings:

Role Type assignment of Contact.
Active email address.
Responsibility type assignment of any responsibility other than Collections or Dunning.

Note: If you designate a customer contact as Primary, balance forward bills are still sent by email to all contacts assigned to the applicable customer account or site.

To set up a contact for a customer account or site for email delivery of balance forward bills:

Navigate to the Edit Account or Edit Site page for the customer account or site you want.
Click the Communication tab.
Click the Edit Contacts button.
Click the applicable Plus (+) icon (Create Contact or Add Contact) either to create a new person record for a contact or to add an existing person record as a contact.
Enter the name of the contact and related job information, according to your requirements.
In the Role Type field, select Contact.
Optionally click the Set Primary Contact icon for this contact.
In the Contact Points section, click the Plus (+) icon to open a Create Contact Point window.
In the Contact Point Type field, select Email.
In the Email field, enter the email address for the contact.
In the From Date and To Date fields, enter the dates that this contact point is active for this contact.
Optionally click the Set Primary icon for this contact point.
In the Responsibilities section, click the Plus (+) icon to create a responsibility row.
In the Responsibility Type field, select a responsibility for this contact.
Optionally click the Plus (+) icon again to create additional responsibilities for the contact.

For email delivery of balance forward bills, you can assign any responsibilities to a contact except Collections or Dunning.
To set a primary responsibility for the contact, select a responsibility and click the Set Primary Responsibility icon.
Save your work.