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Last modified on 7/19/2016 12:15 PM by User.

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E-Mailing, Faxing, Statements

Emailing and Faxing Statements

Invoices and/or Statements can be e-mailed or faxed.   To use this optional feature, please contact us at 248-583-4110 or via e-mail.  This document addresses e-mailing and faxing statements.   For e-mailing or faxing of invoices, please see the document titled: E-mailing or Faxing Invoices 

 

FAX NOTE: In order to fax statements from your Profits Plus system you must first open an account with a faxing service. We have worked with clients using www.MyFax.com in the past.  Basically you e-mail the statements to Myfax.com, then Myax.com sends a fax of the invoice/statement to your customer.

 

 

Set-up & Application of Statements:

 

1.  First, a few parameters must be set up.  Go to:

  • Accounts Receivable (Module 2)
    • ​System Management Functions (Task 32)
      • ​Modify Parameter Files (Sub-task 22)
        • ​Aging and Statement Control (Option 2)
          • ​Look for the following parameters:
            • ESTM’EML’PREFIX=.ESTM This is the ‘key word’ for e-mail addresses (note:   there is a ‘.’ before the E)
            • ESTM’FAX’PREFIX=.FSTM This is the ‘key word’ for fax numbers (note:  there is a ‘.’ before the F)
            • ESTM'FAX'SUFFIX= appended to end of fax # for MyFax.com
              • @MyFax.com  ;  example = 912485532553@myfax.com
              • This is used when faxing isn’t an option from your server and an outside service is used, like MyFax.com.  Check with us for information on these outside services.  If you have a fax server tied into your profits plus server, the ESTM’FAX’SUFFIX may not be necessary.   
            • ESTM'MEMOS=  This parameter determines in which of the note sections on the Customer Master file the e-mail address will be stored.  A is for Customer Accounting notes, O is for Customer O/E Sales notes, and AO means both note fields can be used.
            • The ‘FROM’ address on the e-mailed statement is set-up in the parameter: 
            • ESTM'VIRTS'PRINTER=VIRTST    System printer to generate virtual statements
            • ESTM'VIRTI'PRINTER=VIRTIV     System printer to generate virtual invoices
            • ESTM'ARCHIVE'PRINTER=           System printer for archiving statements usually =ARCHST
            • ESTM’EML’FROM=youremailaddress@yourcompany.com  This email address MUST be an active real email address.
            • ESTM'EML'PRINTER=EMBDLS     System printer name for background emailing
            • ESTM'FAX'PRINTER=FXBDLS       System printer name for background faxing
            • ESTM'EMAIL'EFORM=               to force a different e'delivery eform normally this is blank
            • ESTM'FAX'EFORM=                 to force a different e'delivery eform normally this is blank
            • ESTM'CO'NAME=                  Company name 17 chars or less in Windows
              • Blank means to use the standard company name.
              • Unix users can leave this blank.
              • Windows users with long company names should give a shorter name here.

 

NOTE: The printers, VIRTST, VIRTIV, EMBDLS, FXBDLS and ARCHST all need to in the Software Maintenance module, Task 22 System printers.  These printer need to be setup with specific configurations.  Please contact us for assistance.

 

 

2.  On the Customer Master file (Task 17 in AR), a couple of things must be done to implement the e-mailing and faxing functionality for the customer:

  •  For each customer who will have their statement e-mailed or faxed to them, verify field #22 Get statemt:  is not an N (which means NO statement at all for this customer)
  • Also, for each customer who will have their statement e-mailed or faxed to them, go to the “Memo Notes” and setup the ‘TO’ e-mail address or number.  It can be in the Accounting or Sales notes (the above mentioned parameter: ESTM’MEMOS determines where)
    • ​For statement being e-mailed:  on a separate line in the memo notes type:  .ESTM customeremailaddress@someplace.com   Note: there is a period before the ESTM and a blank space between .ESTM and the e-mail address
    • For statements being faxed:  on a separate line in the memo notes type:  .FSTM csutomerfaxnumber   Note: there is a period before the FSTM and a blank space between .FSTM and the fax number; no need to add the ‘1’ for long distance, i.e:  .FSTM 2485832553  OR if there is a ‘standard’ fax number listed in field 10 on the Customer Master, then in the memo note type:  .FSTM STD   Note:  there is a period before the FSTM and a blank space between .FSTM and STD.  The STD prompts the system to look at the ‘standard fax number’ on the Customer’s record.
    •  NOTE:  Whatever the prefixes are on the parameters:  ESTM’EML’PREFIX and ESTM’FAX’PREFIX , the identical prefix must be used in the Accounting or Sales notes.  i.e. if the parameter is entered in CAPS, then the prefix must also be in CAPS.)

 

 

3.  Enter an e-mail message which will accompany the e-mailed statements.   Go to the A/R module, Prepare Monthly Statements (Task 12), Edit Email   Message for E-delivery Statements (STMBDY).  i.e. “Please see the attached pdfdocument.  It is your statement of account with your-company-name.     Thank you”

 

  • When completely configured, the statement program will be in the A/R module,
    • ​Prepare Monthly Statements (Task 12),
      • ​Standard Statement Forms –   FORSTM (Sub-task 1)
        • ​ A screen appears: E-DELIVERY OPTIONS  
          • ​E-DELIVERY customers . . . .[N,S,P]:
            • ​N = normal e-delivery: will e-mail the customers who have an e-mail address, along with appropriate prefix (.ESTM), in the Customer Master notes.  The remaining customers will get a regular, printed statement.
            • S = skip e-delivery statements: will skip the e-delivery statements all together.  Maybe the e-delivery statements have already been emailed but the paper statements jammed in the printer so now the paper statements need to generated & the e-mailed statements skipped.
            • P = print instead: would be used if you just want printed statements for all customers.  If the e-mail-server was down and you decided to print all statements, with none being e-mailed.

          • ​Paper customers . . . . . . . [N,S]:

            • N = normal (print): or normal print of paper statement customers

            • S = skip paper statements: The paper statements have already been printed, but now the emailed statements customers need to be generated. 

        • ​Reprint invoices along with statements (Y or N)?

          • ​If N is selected, the statements will be e-mailed, faxed or printed based on the customer.

          • If Y is selected, you will be prompted:

            • ​Reprint Current-month only or All invoices (C/A):

            • Customer invoicing codes to reprint:  ____”  Here is where you would enter the Invoice Code (found on field #50 on the Customer Master) and just those customers with the code entered at this prompt will have the statement printed/faxed/e-mailed along with the reprinted invoices, whereas all of the other customers will get just their statement..   Note:  If you are currently using field #50 for some other purpose, we suggest you add another code directly beneath the current code (i.e. currently have P for Premier, add Q for Premier Inv.Reprint) then if you need to run reports by Invoice Code or use it in some other manner, you can ‘range’ the Invoice Codes (i.e. select P through Q) to get all of the ‘Premier’ customers.

            • ​On the printer selection screen, select the printer where the physical printed statements will print, as the e-mailed (or faxed) statements use a ‘virtual’ printer.

 

 

NOTE: If the e-mail fails, a rejection e-mail will be sent to the e-mail set in the A/R parameter: ESTM’EML’FROM= youremailaddress@yourcompany.com.  If your email server needs email authentication, check to see which email address is the authentication. The rejected emails will go to this email address.

 

  • Make the rest of the normal statement selections.
  • It will tell you the # of printed statements & the # of emailed statements.

  

 

 

Email Yourself a PDF of all of Your A/R Statements:

Some companies will still want to keep a copy of the statements, by following the directions below you will be able to e-mail a copy of the statements and save them.  Then if it becomes necessary to find/re-print, etc an old statement, you will be able to retrieve it.

 

Go to:

  • Accounts Receivable (Module 2)
    • Prepare Monthly Statements (Task 12)
      • Standard Statement Forms FORSTM (Sub-task 1)
        • Prompts:
          • ​E-DELIVERY customers . . . .[N,S,P]: Enter P for "print instead"
          • Paper customers . . . . . . . [N,S]: Enter N for "normal print"
          • Reprint invoices along with statement (Y or N)?  Enter N for No

        • ​When the printer selection screen comes up, select the e-mail printer for e-form PDF statements.  

          • ​Go ahead and make all the rest of your normal selections.  

          • At the email screen, type in the subject, example: “10/31/xx A/R Statements”.  Email them to & from yourself.  The e-mail will have one attachment, with a multiple page PDF with all of the statements.

          • Save it.