E-Delivery customer-setup

E-Delivery means emailing or faxing statements/invoices instead of printing them on paper.  Statements can be printed on paper, emailed or faxed all in the same statement batch.  Faxing and emailing directly from Profits Plus are add-on features that are purchased separately.

The normal setup procedures involve   E-Delivery addresses, Parameter settings, and Email Message text.

E-Delivery addresses:

We keep e-delivery email addresses and fax numbers in A/R task 17. Customer master. The memo notes contain the addresses prefixed with special labels so the statement program will know which is an email address and which is a fax number.           

The above example show how to use .ESTM for an email address.  The example below show how to use .FSTM for a fax number.  You will probably never want both an email address and a fax number for the same customer.

You can put these labeled addresses in either the Accounting department Memo, or the O/E sales department memo, or both.  Just make sure you set the ESTM'MEMOS parameter below correctly so the program will know which memos to look in. 

Notice how you can follow the email address (or fax number) with a comment. If the address is followed by a space then any characters after that space will be ignored by the statement program. 

The statement printing program will not create paper statements for any of the customers who have the .ESTM or .FSTM labeled addresses in their master record memos.  The statements will be immediately emailed or faxed in the background instead.  The .ESTM or .FSTM labels must be the first letters in the memo line.  If you want to temporarily turn off the e-delivery for a customer without permanently deleting their email address or fax number you can put an asterisk (or some character other than a period) in front of the .ESTM label so the label is no longer the first thing in the line.  When you are ready to turn e-delivery back on for that customer you can remove the asterisk.

If you want to temporarily turn off all e-delivery of statements you can blank out the value of the ESTM'MEMOS parameter below.  The program will not look in any memos so it won't find any addresses.

Parameter settings:

 See the A/R task # "32.22.2 Aging & statement control".   This is where you configure the e-delivery details.

All of the E-delivery parameters begin with ESTM'.

It is likely that MV Software has already added to S/M task "22. System printers" the virtual printers mentioned in the above parameters ESTM'VIRTS'PRINTER, ESTM'VIRTI'PRINTER, ESTM'EML'PRINTER and ESTM'FAX'PRINTER,  so you must assign the exact values to those parameters as shown above.   If you do not have faxing capability then do not assign a value to ESTM'FAX'PRINTER.  Likewise, if you do not have emailing capability from Profits Plus then do not assign a value to ESTM'EML'PRINTER.

If you know for a fact that these printers are not already added, you can add them yourself with these instructions. 

After you assign a value to the ESTM'EML'PREFIX or FSTM'FAX'PREFIX parameters, the statement program will begin asking a new question:

Identify how to deliver to each type of customer.  E-DELIVERY or Paper.

The statement program is letting you specify how customers should receive their statements.  E-Delivery customers are those that have an .ESTM or .FSTM labeled address in their customer master record memo. Paper customers are those that do not have those labels in the memo.   Answering N means "Normal" so e-delivery customers will get e-delivery statements and paper customers will get paper statements.  Answering S will skip that type of statement so the customer will not receive or print a statement.  You also have the option to answer P to the E-DELIVERY customers prompt so their statements will be printed to paper instead of using e-delivery. 

Email Message text:

Since e-delivered emails don't prompt for anything, you have to provide a generic email message that will be sent with all e-delivered emails.  Use A/R task 12/4 Edit email message for e-delivery statements to edit this message.

When you choose this task the current message will appear in an editor so you can change it.   The default message is something like this:

Please see the attached PDF document. It is your statement of account at Maxwell's Millions.

Save the file after making your changes.