Process Statement of Accounts
Process Statement of Accounts is a tool which helps you send Statement of Accounts (General Ledger Report) and Ageing (Accounts Receivable Summary) Report as a PDF to your customers in bulk via email either manually or automated periodically.
This functionality proves beneficial when you aim to periodically send email updates to customers regarding their transactions, such as Sales Invoices. Within the PDF attachment sent via emails to customers, details pertinent to their account, such as invoice posting date, Sales Invoice number, debit and credit details, etc., will be included for each customer.
The primary objective of this feature is to send reminders to multiple customers about their outstanding unpaid invoices.
To accessProcess Statement of Accounts list you can either search in the navbar or go to:
> Home > Accounting > Tools > Process Statement of Accounts
1. Prerequisites
- The tool utilizes customers’ email addresses to dispatch reports to them. If the email entries listed below are not found in the Customer contacts, the tool will prevent you from selecting the respective Customer. Therefore, please ensure that the following details are filled in the Customer documents.
- Billing Email of Customer: This is mandatory and can be set within the Customer Contact with “Is Billing Contact” option checked.
- Primary Email of Customer: This is not mandatory, unless you select the “Send To Primary Contact” in the form.
- Email Account setup with outgoing enabled. Learn more about this here.
2. How to create a Process Statement Account entry
- Go to the “Process Statement of Account” list view by searching in the navbar and click on “New”.
- Enter a name for the entry, for future reference.
- Set the General Ledger filters for the statements which will be sent to the customers.
- “From Date” and “To Date” filters will be hidden and auto-filled dynamically when “Enable Auto Email” option is selected.
- “Project” and “Cost Center” are Table MultiSelect fields. Meaning you can select multiple Projects and Cost Centers in the General Ledger filters.
- In the “Customers” section, you have an option to select customers in the child table and fetch their primary and billing emails.
- The “Select Customer By” field lets you select customers in bulk, by grouping them based on “Customer Group”, “Territory”, “Sales Partner”, and “Salesperson” by entering the selection and clicking on “Fetch Customers”.
- In tree doctypes like “Territory”, “Salesperson”, and “Customer Group” on selecting group values, the customers having the child values of these fields will also be fetched. So when you select “India” as territory in the form, all customers with “Territory” values under India in the Territory tree will get selected.
- The “Send To Primary Contact” option will send the Statement Of Account to the primary contact email IDs of the customers too apart from the billing email.
- In “Print Preferences” section you can select 2 things:
- Print orientation of the PDF file, either “Landscape” or “Portrait”.
- Whether you want to see the ageing report (Accounts Receivable Summary report), which shows the ageing amount for 30/60/90/120 days for vouchers (like Sales Invoice), based on either “Due Date” or “Posting Date”.
- The “Email Settings” section lets you configure how you want the emails to be sent. There are two subsections in this:
- On selecting “Enable Auto Email” you will see the options to send automated periodic reports to the customers in the entry.
- You can select the “Frequency” at which the emails will be sent after the “Start Date” to the customers. The available options are weekly, monthly, and quarterly.
- You can also select the “Filter Duration” in months. For example, if you set “Filter Duration” as ‘3’, you’ll get the reports for the last three months counting from the current date. Here, current date refers to the date on which the emails are sent.
- These mails are not sent right away, but at midnight as a background process.
- After this you can select the “Subject”, “CC To”, and “Body” fields of the email. If you don’t set values to this field, default values will be set like shown below.
- Review your settings and click on “Save”.
- Access the “Process Statement of Account” list view by navigating through the navbar and selecting “New”.
- Assign a name to the entry for future reference. Configure the General Ledger filters for the statements destined for customers.
- The “From Date” and “To Date” filters will be concealed and dynamically populated when the “Enable Auto Email” option is chosen. “Project” and “Cost Center” are Table MultiSelect fields, allowing the selection of multiple Projects and Cost Centers in the General Ledger filters.
- Under the “Customers” section, you have the choice to select customers from the child table and retrieve their primary and billing email addresses.
- The “Select Customer By” field enables bulk selection of customers, grouping them based on “Customer Group”, “Territory”, “Sales Partner”, and “Salesperson” criteria. After entering the selection, click on “Fetch Customers”.
- In tree doctypes like “Territory”, “Salesperson”, and “Customer Group”, selecting group values will also fetch customers having child values of these fields. For example, selecting “India” as a territory will include all customers with “Territory” values under India in the Territory tree.
- The “Send To Primary Contact” option sends the Statement of Account to the primary contact email addresses of customers, in addition to the billing email addresses.
- In the “Print Preferences” section, two options are available:
- Choose the print orientation of the PDF file as either “Landscape” or “Portrait”. Select whether to include the ageing report (Accounts Receivable Summary report), displaying ageing amounts for 30/60/90/120 days for vouchers (like Sales Invoice), based on either “Due Date” or “Posting Date”.
- Under the “Email Settings” section, configure how you want the emails to be dispatched. This section comprises two subsections:
- Enabling “Enable Auto Email” presents options for sending automated periodic reports to customers in the entry.
- Select the frequency at which emails will be sent after the “Start Date” to customers, with options including weekly, monthly, and quarterly. Define the “Filter Duration” in months. For instance, if set as ‘3’, reports for the last three months counting from the current date will be generated.
- Here, the current date refers to the date on which the emails are sent. These emails are scheduled for dispatch at midnight as a background process.
- Subsequently, set the “Subject”, “CC To”, and “Body” fields of the email. If left unset, default values will be applied as indicated below. Review your configurations and click on “Save”.
Now, wait for the emails to get sent if you’ve enabled “Enable Auto Email” or click on Send Emails to send them immediately.
3. Features
3.1 Download consolidated PDF of all customers
Upon creating an entry, you’ll notice a button located at the top labeled “Download,” enabling you to access the consolidated report PDF encompassing all customers. This feature can be utilized for review purposes.
3.2 Send emails manually
Upon creating an entry, you’ll notice a button located at the top labeled “Send Emails,” allowing you to manually initiate the sending of emails to customers. The emails are queued via a background job, which you can monitor in the “Email Queue” doctype with the references to the DocType and Document. This action can be performed even if “Enable Auto Email” is activated.