Auto Send Customer Payment Receipts

The customer payment receipt can be sent to the customer using the AutoSend e-mail option.  

Creating or Changing an Auto Send Mode

Complete the following steps to setup a auto send 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 a Customer Payments 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 Customer Payments 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 Customer Payment Auto Send mode on the EBMS sales menu:  

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

      The query example shown above will send a payment receipt to all customers who made a payment. 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 customer payments 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 Payment Receipt Report. This Report is specifically designed to use with Auto Send. Click Advanced to configure the exported PDF Attachment Name.

    6. Review 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 customer to print.   Disable this option to place the payment information on the e-mail instead of an attachment.  No attachments will be included with the e-mail 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 the Auto Send Settings > General tab.  Enable this option only if the documents should be copied to the computer's temporary directory.

    10. Setup the Task Scheduler App to automate the process to e-mail receipts to the customer.  Review [Main] Technical > Automate using Task Scheduler App for instructions to send invoices on a daily basis.  

  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 e-mail 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 e-mails 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 e-mail 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 e-mail.

Send Individual Payment Receipts

Individual payment receipts can be sent or printed from the customer payments tab.

Select View > Process Payments from the Invoice menu to send individual payment receipts.

Customer Configuration

The customer record must contain contact information before a payment receipt can be automatically sent to the customer.  Open a customer record by selecting Sales > Customers 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 e-mail and fax contact information.

Review the Test Mode section for a way to put the system in test mode to determine if the setting options are set up properly.

The Auto Send customer payment receipt details can be found at the following locations:

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