4:29
Business Central - Mass Emailing Statements
ERP Efficiency Experts, LLC
Overview
This video demonstrates how to automate the mass emailing of customer statements using Business Central. It highlights the benefits of automation, such as reducing errors and saving time, and explains how regular statement delivery can improve cash flow by reminding customers of outstanding balances. The process involves configuring document layouts for each customer, either individually or efficiently using a configuration package. The tutorial walks through setting up email attachments and scheduling the statement generation and delivery directly from customer cards or the customer list page, with options for immediate or scheduled execution via the job queue.
How was this?
Save this permanently with flashcards, quizzes, and AI chat
Chapters
- Automating statement emails reduces human error and saves significant time compared to manual processes.
- Regularly sending statements helps customers remember outstanding balances, improving company cash flow.
- Before mass emailing, document layouts must be assigned to each customer, which can be time-consuming for many clients.
Understanding the benefits of automation and the prerequisite of layout assignment sets the stage for why the subsequent steps are necessary for efficient statement delivery.
The speaker mentions that manually assigning layouts to hundreds of customers is time-consuming, implying the need for a more efficient method like configuration packages.
- Navigate to the customer card and access the 'Document Layouts' section.
- For each customer, select 'Customer Statement' and enter the report ID (e.g., 1316).
- Specify the email address to use for sending the statement by selecting it from the contact list.
- Enable the 'Use for Email Attachment' option and ensure 'Print Statements' is turned on under 'Payment fast T'.
Correctly configuring document layouts and email settings for each customer is crucial for ensuring statements are generated accurately and sent to the right recipients.
The video shows selecting 'Customer Statement' and entering report ID '1316', then choosing an email from contacts and enabling 'Use for Email Attachment'.
- Statements can be scheduled directly from a customer card or the customer list page by selecting 'Report' and then 'Schedule Statements'.
- Define the date range for the statements (start and end dates).
- Choose the statement style: 'Balance' for overall balances or 'Open Items' for outstanding transactions.
- Select 'Email' as the report output and confirm 'Print Statements' is set to 'Yes'.
This step outlines the practical execution of sending statements, allowing for flexible scheduling and output options to meet specific business needs.
The speaker demonstrates entering a start date of '1/1/2020' and an end date of '8/31/2024', then selecting 'Balance' as the statement style and 'Email' as the output.
- After scheduling, users can choose to run the job queue immediately or schedule it for a later time.
- Running immediately processes the job and removes it from the queue; scheduling allows for recurring tasks (e.g., monthly).
- The system sends an email containing the customer statements as attachments.
- The received email includes all relevant entries for the customer statement.
Understanding the job queue options and confirming receipt of the emailed statements validates the automation process and ensures successful delivery.
The video shows clicking 'Yes' to run the job queue immediately and then displays an example of a received email with a customer statement attached, showing all entries.
Key takeaways
- Automating customer statement emails significantly reduces manual effort and potential for human error.
- Consistent statement delivery is a proactive strategy for improving a company's cash flow.
- Efficiently assigning document layouts to multiple customers can be achieved using Business Central's configuration packages.
- The system allows for flexible scheduling of statement generation and delivery, either on-demand or recurring.
- Users can choose to generate statements based on overall balances or specific open items.
- Successful automation relies on accurate configuration of customer-specific document layouts and email settings.
- The job queue feature provides control over when automated tasks are executed.
Key terms
Mass EmailingCustomer StatementsAutomationCash FlowDocument LayoutsConfiguration PackageReport IDEmail AttachmentPrint StatementsJob QueueBalance StatementOpen Items Statement
Test your understanding
- What are the primary benefits of automating the mass emailing of customer statements in Business Central?
- How does assigning document layouts to customers differ from using a configuration package, and why is this distinction important for mass emailing?
- What are the key settings that need to be configured on a customer card to enable automated statement emailing?
- Explain the difference between scheduling statements for 'Balance' versus 'Open Items'.
- What options are available when running the job queue for statement generation, and what are the implications of each?