Automation Email Statement of Account

Created by Cheng Kah Poh, Modified on Thu, 14 Mar 2024 at 03:00 PM by Cheng Kah Poh

Optimizing Efficiency: Enabling QCA for Automated Statement of Account Delivery



Solution:


1st - Setup Email Setting in Advance Option, Mouse point to Company ID/Company Name > Press 'Advanced Options'


2nd - in Advance Options > Press Email Settings > then Press 'Setup' Button next Email Address Options, to Configure email.



3rd - Insert Name, and Email Address > Press OK


4th - Press 'Setup' next to Email Content to configure Email Content 


5th - Email Content Tab is used to view the current template used when sending e-statements, and this template can be amended within this screen.


a. Subject – Email Subject 

b. Message – Email Message 


Note: User allow to edit the Email Message, those wording which Bracket system will auto assign Customer name, or Contact Person 

Example:

[Customer Name]
[Contact First Name]


user just need to amend the message will do, those Bracket with word just keep it.


Expected Outcome:



After Finish Email Setting > Press Automation to Schedule it for QNE AI Cloud Accounting System to send the Statement of Account.


Press Automation > Press 'Setup' next to E-Statement.


6th - After Press 'Setup' , Below Screen will pop out


Schedule Part: 

a. Enable Auto-Button Toggle Button 

     i. Turn On Toggle – will require user to select a schedule 

     ii. Turn Off Toggle – will grayed out schedule fields 


b. Schedule: 

    i. Type (e.g., Monthly) 

         Weekly – should appear week day selection 

            a. Day (e.g., Monday, Tuesday, Wednesday..) – trigger day 

         Monthly – Should appear date selection 

           a. Monthly date (e.g., 1st, 2nd, 3rd,4th , 5th, 28th , End )– trigger day

         Quarterly – must generate every end of month (e.g., Q1 = March 31) 

           a. Q1 (Jan-Mar) 

           b. Q2 (Apr-Jun) 

           c. Q3 (Jul-Sep) 

           d. Q4 (Oct-Dec)  End of Year – End of the year (e.g., December 31) 



Note : Schedule is where the user can define the specific date/day/period the statement is generated or issued to the customer. This trigger the system to generate the report and be presented as the Statement Date in the actual print-out generated 


Statement Period Part: 


a. From (e.g., Start this year) – Coverage start day 

      i. Start from previous year – will include all previous year 

      ii. Start this year – start day of the current year 

      iii. Month date (e.g., 1st, 2nd, 3rd,4th , 5th, 28th , End ) 

b. To date (e.g., End of Month) 

      i. End of Month 

ii. Month date (e.g., 1st, 2nd, 3rd,4th , 5th, 28th , End )



Statement Period specifies the timeframe or date coverage for which the statement summarizes the customer's account activity. 


As an example, if the Schedule set is is June 30, 2023, and the Statement Period is from June 1, 2023, to June 30, 2023, it means that the statement was issued on June 30, 2023, and it includes all the account transactions that occurred between June 1, 2023, and June 30, 2023. 


Note: The month date selection must be from 1st to 28th, with an 'End' option to enable the system to generate based on the end date of the month. 



As Example:


Note: i write this Knowledge Base at 07/03/2024 (Thursday)


My Current Setting will help to send Statement of Account every week Friday

Statement of Account will filter as of End of this Month 


Means the statement of account will send by 08/03/2024 (Friday)



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** Learn more about QNE Hybrid Cloud Software

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