Auto Send Payment Report

The ACH Payment Report can be sent to vendors electronically using the AutoSend option.   This process will report the payment to the vendor along with the invoice list similar to an AP check.  

Creating or Changing an Auto Send Mode

Complete the following steps to setup a send mail mode.

  1. Select File > Auto Send Options > Auto Send Modes from the main EBMS menu to open the following list:

  2. Click the New button to create a new Auto Send Mode and open the following dialog or select an Vendor ACH Auto Send Mode and click Properties. Continue with step 6 if the mode has already been created:

  3. Each Auto Send Mode requires a unique Key ID. This Key ID should be a simple descriptive code that does not include spaces or symbols.

  4. Select the Timecard Send Mode option as shown above.

  5. Enter a short Description of the auto send mode type. This description should clearly describe the mode process. Note that this text is used as the EBMS menu label. Click OK to continue.

  6. Configure the Send Mode Properties as shown below:

    1. Enable the Show on Menu option to display the Vendor ACH Auto Send mode on the EBMS > Expense menu.  

    2. Click on the Edit Query button to select the group of vendor ACH direct payments that were processed as shown below:

      The query example shown above will send a Payment Report to all vendors paid using the ACH payment method. Review [Main] Technical > Set Query Options for more details on creating query expressions.  Click the OK button to save.

    3. Click the View Queried List to view all payments and vendors that will be compiled in the payment report as shown below:

      The Current Queried List lists all ACH payments and vendors that match the query and have not been previously sent. The Send Date must be blank.
      Click the Purge button to populate the Send Date for all payments listed, removing them from a query. A purge is often required when a new query is created. Click the Close button.

    4. Maintain the default values within the Fields to Assign settings since they are advanced settings.

    5. Enter the ACH Payment Report. This Report is specifically designed to use with Auto Send.  Click Advanced to configure the exported PDF Attachment Name.

    6. Review [Sales] CRM > Auto Send > Auto Send Additional Documents to include other reports to this E-mail.  

    7. The Minimum Report File Size setting: This feature allows you to stop any sends on export files that are below a certain file size. This value should be set at about 10K less than the average exported PDF file size to prohibit blank reports to be sent as an attachment. Please contact EBMS support for suggested values on this advanced setting.

    8. Enable the Attach a copy of the document when auto sending E-mails option to attach a PDF file that is formatted for the vendor to print.   Disable this option to place the payment information on the email instead of an attachment.   Note that no files will be attached if this option is disabled.  

    9. Disable the Export generated PDF's to the temp directory  option to record a copy of the document to the shared Export Folder identified in [Sales] CRM > Auto Send > General Setup Instructions.  Enable this option only if the documents should be copied to the computer's temporary directory.

    10. Complete one of the following methods to launch the process to auto send a batch of direct payment receipts:
      By selecting Expenses > Auto Send Send Direct Payments from the main EBMS menu if the Show on menu is enabled.
      Automatically sent using Windows Scheduler - Use the URL text located at the bottom of this dialog to configure the Windows Scheduler.

  7. Click on the Contract Priorities tab to enter the recipient options.  Review CRM > AutoSend > Contact Priorities for configuration details on these important recipient settings.  

  8. Select the Advanced tab to set the PDF Attachment Name created by the reports configured in the Send Mode Properties.   User defined file names can be set for each of the corresponding reports set in the main property tab described previously in this section.  

  9. Click on the E-mail Settings tab as shown below:

    The E-mail Settings determine the details of the email document that will be automatically sent.

    1. The recommended From Address is to match the From Address entered within the File > Auto Send Options > General tab.  Customer replies will be sent to this e-mail.  

    2. Use the BCC Address to send a copy of all emails to the employee/department so the accounting staff and verify the successful sending of the payment reports.

    3. Enter an appropriate Subject line for the email broadcast.

    4. Enter the appropriate Body Text using HTML or plain text syntax. The keywords list located at the bottom of the dialog can be used within the email body. Note that line break tags (<br />) may cause extra lines in the email.

Vendor Configuration

The vendor record must contain contact information before a ACH receipt can be automatically sent to the vendor.  Open a vendor record by selecting Expenses > Vendors from the main EBMS menu. Click on the Contacts tab to view the contact list as shown below.   Enter a contact Title that matches the setting within the Contact Priorities dialog. Additional contacts can be added to this tab that are not related to any Auto Send modes.

The Auto Send module will only use email and fax contact information.

Review Direct Vendor Payments ACH for steps to configure required ACH payment information.

Review [Sales] CRM > Auto Send > Test Mode for a way to put the system in test mode to determine if the setting options are set up properly.

Review Viewing or Voiding Direct Payments to view the Auto Send Status of each payment.