Sep/090
An Easy Way to Distribute Invoices and Statements Electronically
Even though you are not ready to go completely paperless, you would like an easy way to create and distribute electronic (pdf) copies of statements and invoices.
In Sage MAS 90 and MAS 200 version 4.3, Electronic Form Delivery creates a pdf version of all invoices and statements, and either prints a hard copy or delivers the document to specified email addresses (or both) according to how you set up the customer’s delivery preferences. (Previous versions of Sage MAS 90 and MAS 200 may be able to add a Paperless Office Extended Solution for this functionality.)
Statements: With Electronic Form Delivery, you set up each customer for printed and/or emailed versions of the Statement of Account. You can configure it to send the statement to multiple email addresses, and you can configure it to create a printed version plus sending it out via email.
Invoices: Invoices are configured separately from Statements so that you can target the right people in your customer list to receive the appropriate documents.
Example: With just the traditional printed hard copy delivery option, the customer requests that printed invoices are mailed to a Department Head. The invoice goes through a payment approval process before it goes to Accounts Payable. Invoices seem to occasionally go missing on this route. Printed statements go to the same addressee and Accounts Payable may not see it either, so they do not know what is missing. With Electronic Form Delivery, invoices now can go to the Department Head with a copy emailed to the AP Department plus the Statement of Account can be emailed to the Department Head, AP Department, and the CFO. Now everyone stays up-to-date on your account.
How easy is it to configure? There is an Electronic Form Delivery button on the “Customer Maintenance” data entry screen just to the right of the address lines. For each client, click on the Electronic Form Delivery button and a configuration screen will appear.
• Use the “Form Name” drop-down box and select “Statement”.
• Select or deselect the “Printed” or “Emailed” check boxes as needed.
• For email delivery select the contact email address from contacts in your client’s record
• You can also add email addresses that are not associated with a contact in your client’s record.
• When finished entering data, click on “Accept” at the bottom of the screen
• Use the “Form Name” drop-down box to select “S/O Invoice” and repeat the steps above.
• When finished entering data, “Accept” and close the configuration screen
Diane Essington
Office Manager
ICS Support, Inc.