How Transaction and Statement Delivery Using Email Works

Print and send Receivables transactions and statements to designated customers using email.

When you run the Print Receivables Transactions process or the Create Customer Statements process, the respective process sends transactions or statements as either a PDF or Zipped PDF file to the designated email addresses of the customer accounts and sites that are set up for email delivery.

Settings That Affect Delivery Using Email

These settings affect print delivery using email:

• Print Option: Set the Print Option to Print or Do Not Print at the customer site or customer account level, depending upon whether you want to print for specific customer sites or all sites belonging to a customer account.

  For transactions, if the Print Option value isn't enabled at the site or account level, then Receivables uses the required Print Option setting on the transaction type. If necessary, you can exclude or include individual transactions in a print run by changing the Print Option setting on transactions.

  Note: If the transaction type doesn't have the Open Receivable option enabled (for example, a Void transaction), then the email delivery process ignores the Print Option settings at the customer site and account level and uses the setting assigned to the transaction type. You can still override this setting on the transaction.

• Preferred Delivery Method: Set the Preferred Delivery Method field to Email at the customer site or customer account level, depending upon whether you want to deliver using email for specific customer sites or all sites belonging to a customer account.

• Customer contacts: Assign at least one customer contact at the account or site level both an email address and the Bill-to responsibility or Statement responsibility. These rules apply to customer contacts:

  • The contact must be active when the Print Receivables Transactions or Create Customer Statements process is run.

  • If a customer account or site doesn't have any contact with both an email address and a Bill-to responsibility or Statement responsibility, then transactions or statements aren't delivered for this customer account or site.

  • For transactions, if a customer account or site does have a contact with both an email address and a Bill-to responsibility, but the same contact email address is also assigned the Collections or Dunning responsibility, then this contact is excluded from email delivery.

  • For statements, if the customer has a statement site, then a consolidated statement is created and delivered for all billing sites belonging to the customer account.

• Email Receivables system options: Use the Transaction and Statement Delivery Using Email sections of the Billing and Revenue tabbed region of the Receivables System Option pages to set up the details of transaction and statement delivery using email for the applicable business units.

  Note: These are all conditionally required fields. If you plan to enable printing and email delivery of transactions or statements, then you must enter values in these fields to ensure successful delivery.

  Enter the appropriate text and values in the corresponding fields:

  • From Name: Name of your enterprise.

  • From Email: Email address of your enterprise.

  • Reply-to Email: Email address of your enterprise that your customers can send an email to.

  • Email Subject: Text of the email subject line.

  • Include Business Unit in Email Subject: Option to include the name of your business unit in the subject line.

  • Include Transaction Number in Email Subject: Option to include the transaction number in the subject line.

  • Include Statement Date in Email Subject: Option to include the statement date in the subject line.

  • Email Body: Text of the email message. Include appropriate formatting.

    Note: You can't use standard messages to create email message text.

How Transactions and Statements are Delivered Using Email

Once your setup is complete, use the Print Receivables Transactions process to print customer transactions, and the Create Customer Statements process to print customer statements. Use the Output File Type parameter to specify the output to use for the print run. For print delivery using email, you must select either PDF or Zipped PDFs. If you select Zipped PDFs, the file includes an index file of the print run, to identify the first and last page of each printed transaction.

When you create a transaction, Receivables looks in your setup for the Print Option setting to assign to the transaction in this order:

• Customer site profile

• Customer account profile

• Transaction type

During print processing, the email delivery process verifies for each transaction or statement:

• For transactions, the Print Option is set to Print.

  You can update the Print Option setting on individual transactions before printing.

• Preferred Delivery Method field is set to Email for the customer account or site.

• At least one active customer contact has both an email address and Bill-to responsibility or Statement responsibility. The email delivery process looks for an email address to send transactions or statements to in this order:

  • For transactions, email address of the bill-to customer contact on the transaction.

  • Email addresses of the contacts of the customer site that are assigned a Bill-to responsibility or Statement responsibility, but not assigned the Collections or Dunning responsibility.

  • Email addresses of the contacts of the customer account that are assigned a Bill-to responsibility or Statement responsibility, but not assigned the Collections or Dunning responsibility.

• All fields are completed in the Transaction Delivery or Statement Delivery Using Email section of the Billing and Revenue tabbed region of Receivables System Options.

The name of the output PDF file for transactions delivered using email uses the format:

<INV_NUMBER>_<INSTALLMENT_NUMBER>.PDF