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Setting up automatic accounts receivable follow-up email and SMS notifications

Setting up automatic accounts receivable follow-up email and SMS notifications

Overview

Readysell can automatically remind customers that their accounts are overdue on a periodic basis. This reminder can be delivered in the form of either an email (with aging) or an SMS message. Both types of reminders are triggered by a task which generates and sends an email batch.

You may wish to set up or review the Template (if it already exists) before you commence with setting up Automated Accounts Receivable followup. SeeTemplate Replacement Variables
Once you have a template in place please continue with the appropriate setup steps

Ensure that the customer cards are set up correctly, with a valid contact, and that each contact has a valid name, contact email address, and is flagged as Payable.

Setting up automatic accounts receivable follow-up emails

  1. In the Navigation >Administration> Advanced> Tasks

  2. Search and highlight Generate And Send Email Batches task

  3. Ensure the task is Enabled and that the schedule is set according to the standard task schedule

  4. Go to the Parameters tab and fill in the following:

  5. Click on Save

  6. In the navigation panel, click Administration> Email Batch Defaults

  7. Click on the Accounts Receivable Follow-Up default

  8. Enter a Default From Name, Default From Address and Default Subject

  9. Set up if not already a template (see Template Replacement Variables for fields of data you can add to your template.  You do not need to click on the Email Defaults or Email Batch Defaults) with the introduction and/or signature of your choosing. Enter the replacement variable {DATA} in the location where you would like the aging information displayed.
    Or see example screen shot below:

  10. Click on Save

  11. Restart the Readysell service from anywhere in readysell ( contact readysell if you are unsure).
    Click on top ribbon wtihin Readysell >Tab Tools> Action button Restart Service. Give the service a moment to restart

Setting up an automatic accounts receivable follow-up SMS message

Prerequisite

A third-party email-to-SMS service is required to enable SMS notifications. Readysell recommends Utbox.

  1. In the navigation panel, click Administration> Advanced> Tasks

  2. Click on the Generate And Send Email Batches task

  3. Ensure the task is Enabled and that the schedule is set according to the standard task schedule

  4. Go to the Parameters tab and fill in the following:

  5. Click on Save 

  6. In the navigation panel, click Administration> Email Batch Defaults

  7. Click on the Accounts Receivable Follow Up SMS default

  8. Enter a Default From Address (this address must be one of those whitelisted by your email-to-SMS service)

  9. Set up a template (see Template Replacement Variables) with the the text of your choosing. Enter the replacement variable {DATA} in the location where you would like the overdue balance displayed

  10. Save your changes

  11. Restart the Readysell service

Excluding Service Invoice and Meter Charge from Email Batch

Meter Charge and Service Invoice can be excluded from Email Batch to prevent duplication since these have already been generated and sent to the customers in the meter charge runs and service invoice runs earlier. 

  1. In the navigation panel, click Administration> Advanced> Tasks

  2. Click on the Generate And Send Email Batches task

  3. Ensure the task is Enabled and that the schedule is set according to the standard task schedule

  4. Go to the Parameters tab and fill in the following:

  5. Save your changes

  6. Restart the Readysell service