Sales

Customers - Print Customer Statement

When using the 'Email' option to send a Customer Statement, note that it will be emailed via the BPO Email Service on the server and not from Microsoft Outlook on your desktop.

Ribbon Access: Sales > Customers

  1. The Customer Listing screen will be displayed.
  2. Select the Site where the Customer can be located.
    • The example has Durban selected.
  3. Select the Status of the Customer you wish to print a Statement for.

    You can print a Customer Statement from any Status.

    • The example has Active selected.
  4. Click on the row of the Customer you wish to print a statement for.
  5. Click on Print Statement.

  1. The Choose Date screen will be displayed.
  2. Statement Date: Type in the date or click on the down arrow to select the date using the Calender function.
  3. Click on OK.

  1. The Select the option as desired screen will display.
    • Print Customer Statement  will open the Statement in the Preview screen to view, print, export or email.
    • Email Customer Statement  will allow you to add recipients and the system will create a .pdf of the Statement as an Attachment to the email.
    • Print and Email Invoice  will display both the Report Preview and Email screens.

Print Customer Statement

  1. To print the Statement, click on the Print Customer Statement radio button.
  2. Click on Accept.

  1. The Customer Statement will display in the Preview screen.
  2. From the preview screen you can make cosmetic changes to the Statement, as well as Save, Zoom, Add a Watermark, Export or Email.
  3. Click Close to return to the Customer listing screen.

Email Customer Statement

If you get an error when trying to email the statement, ask your administrator to make sure that the correct shared folder location has been configured in BPO and that you have the relevant folder rights to access the shared folder on the server.

  1. From the Select the option as desired screen,
  2. Click on the Email Customer Statement radio button.
  3. Click on Accept.

  1. The Email Sales Invoice: INV[invoice number] screen will display, for both Email Invoice or Print and Email Invoice options.

Email Header

  • Employee: The employee who is currently logged on will display in the employee field. Click on the down arrow to choose an alternative employee name, if required.
  • From: The email address of the employee will display in this field.
  • To: To add a contact email address
    1. Click on the search button to display the Select a contact for this email screen.
    2. Click on the row of the email address of the Customer Contact you wish to add.
    3. Click on OK.
  • CC: If a group email address has been set up on the order or accounts contact, then the group email address will display here.

Note that additional email addresses can be added to either the To: or CC: by separating the email address with a [;].

The example has the accounts contact person added to To:jackie@builderStorehouse.co.za; accounts@builderStorehouse.co.za.

Email Attachments

  • Attachments: BPO will create a PDF of the order and attach it automatically (you can attach additional documentation if required).

    Note: If there are outstanding parts that have not been issued, a Back Order report will also be attached.

  1. To add an additional attachment, click on the search button in the Attachments field to display the Select File window.
  2. You can browse to find the file location of the document you wish to attach, then click on the file to select it.
  3. Once you have selected the file, click on Open.

  1. The document has been added as an Attachment.

Delete Attachment

You may choose to delete an obsolete or incorrectly attached document.

  1. Click on the attachment you wish to remove.
  2. Click on Delete Attachment.

Email Subject and Message

  • Subject: Type the email subject line. Remember that this will be the first thing relating to your email that the Customer sees.
  • Message: Type an email text message.

Save Email

  1. Once you have completed your email, click Save.

  1. You will return to the Sales Invoices listing screen.
  2. The Sales Invoice will now be available in the Printed Status list.
    • Click on the down arrow to change the Status to Printed.

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