This is another feature request come true. Marty Hall, with Top Flight Avionics, asked to be able to generate an open invoice balance report created from the accounts receivable that he could send to his customers. After some deliberations within the AMI design team we came up with a concept and design.
With the new Open Balance report, you can now email balance statements to your customers in bulk or one at a time. This new feature also allows you to edit the subject line, add a customized message, and attach a custom footer.
The process to send these emails takes about 2 minutes. Now I can already hear your questions: “Jaramey, that is all well and good but what does the PDF look like and what does it include?”
The PDF will include only OPEN invoices and the amount due at this time. Can we include more information such as all invoices and payments? Absolutely! Like all of our features, this too will grow and evolve over time.
Use the following steps to get started using this new feature right away!
To access the statements, go to the Reports menu and select Reports.
Next, select the Accounts Receivable reports.
Once the report has loaded, select your date range and if you want all invoices or just work orders or sales orders. By default, it will run the last 30 days of open invoices.
After your desired data has loaded, go to the Actions menu on the right of the screen and select “Email Statement.”
The modal that loads will want to know if you want to print the statement as PDF or if you want to email a PDF from the system. We offered both approaches you could decide how you want to send the statements to your customers. The PDF option allows you to send the statement out traditional “Snail Mail” or through another email service like Outlook or Gmail.
Once you have decided which option works best for you, select your customers. You can send all or create one at a time.
If you have a particular footer you have for your statement document, select it from the drop down. This footer will be added to the PDF.
Now just write your email. We have included shortcut codes for the body of your email that allows you to personalize your message. Finally press the Submit button to send your emails or to generate your PDFs.