Mass Email Customer Statements

Overview 

Multiple customer statements can be saved or emailed in a one batch process using the following buttons:

• Create Activity Statements
• Update Statement Status
• Create Outstanding Statements

Mass Email Customer Statements

Create Activity Statements  

The Create Activity Statements button provides the ability to select multiple Account records and send them all statements via email.  

1. Navigate to Accounting Home and click the Setup tab. Then, under the Master menu, click Accounts.
2. Select a list view (other than the Recently Viewed list view).
3. Select all of the Accounts for which you want to send statements (up to 200 statements at one time can be selected). 
4. Click Create Activity Statements. The Mass Save & Email PDFs intermediate screen displays.
   Note: If the Create Activity Statements button does not display, you might need to add it to the List View button layout on the Account object. 
5. (Optional) Select a different Ledger from the drop-down list.
   
   Note: If you select a different Ledger, the Currency field will automatically update accordingly to match the selected Ledger. You can manually change the currency, if necessary. Additionally, when you create the PDF statements, the appropriate PDF format for the selected Ledger and Currency with display for the statements.
   
   The Include Alternate Payor checkbox is available on this screen. When checked, the Activity Statement will also include Cash Receipts and Credit Memos from other Account records (when applicable). The default for this checkbox is checked. Once the PDF is created, and asterisk (*) displays to the right of the Reference number for any Cash Receipt or Credit Memo that was applied to the Account from an Alternate Payor.
   
   
   
   The Account Name, Billing Contact, and Billing Contact Email columns display as hyperlinks, which you can click to review/edit this information.
   
   Note: The Billing Contact and Billing Contact Email address information should be verified. When the Mass Save & Email PDFs intermediate screen displays, if some or all of the selected customers are missing either a Billing Contact or Billing Contact Email Address, a warning message will display. The Email PDFs button will be disabled if all Accounts on the page do not have a Billing Contact or Billing Email Address. Additionally, since emailing PDFs from the list view is a batch process, make sure that you have access to all Billing Contact records for which you want to email the statements. Review each Account record to check for a Billing Contact. If this field is blank, the appropriate Billing Contact will need to be added. Once each Account has a Billing Contact, check each Contact record to make sure that each one has a valid Email address.
   
   The Ledger column is also available on this screen. If more than one Ledger is available, a different one can be selected from the drop-down list, if necessary.
   
   Note: Only one Ledger at a time can be selected for sending statements to customers.
   
   If Multi-currency is enabled, a Currency column will be available on this screen.
   
   
6. Click Email PDFs. Otherwise, click Save PDFs if you do not want to send an email and just attach the Statement PDF to the Account.
   
   Note: You will receive a summary email with the customer statement email results.
   
   Note: The Statement will be attached to the Account record under the Notes & Files tab.

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Update Statement Status  

The Update Statement Status button provides the ability to identify only those customers who need a statement sent to them, by first running a process that updates the Statement Needed field on the Account.

1. Navigate to Accounting Home and click the Setup tab. Then, under the Master menu, click Accounts.
2. Select a list view (other than the Recently Viewed list view).
3. Select all of the Accounts for which you want to send statements. 
4. Click Update Statement Status.
5. From the Batch Update screen click Run.  
   Note: This changes the value of the Statement Needed field to Yes for any Account with a posted Billing record that has a balance greater than zero. 
   
   Note: You will receive an email when this process completes.
   

Create Outstanding Statements  

The Create Outstanding Statements button provides the ability to select multiple Accounts and send them all statements via email.  

Tip: Create an Accounts list view to show Accounts with the Statement Needed field equal to Yes.

1. Navigate to Accounting Home and click the Setup tab. Then, under the Master menu, click Accounts.
2. Select a list view (other than the Recently Viewed list view).
3. Select all of the Accounts for which you want to send statements. Click Create Outstanding Statements.
4. The Generate Statement as of field defaults to today’s date. You can specify a date to generate the statements. Click in the Date field to manually change the date or to display the Calendar icon and select a date. The date can be changed to an earlier or later date, as necessary. The date in this field will display as the Statement Date on the PDF files.
5. (Optional) Select a different Ledger from the drop-down list.
   
   Note: If you select a different Ledger, the Currency field will automatically update accordingly to match the selected Ledger. You can manually change the currency, if necessary. Additionally, when you create the PDF statements, the appropriate PDF format for the selected Ledger and Currency with display for the statements.
   
   
6. Verify the Billing Contact information.
7. Click Email PDFs (up to 200 statements at one time). Otherwise, click Save PDFs if you do not want to send an email and just attach the Statement PDF to the Account.
   Note: You will receive a summary email with the customer statement email results.
   
   Note: The Statement will be attached to the Account record. And the Last Statement Sent field will be updated to today’s date.

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