OVERVIEW
Automated Statements can be created for customers that have multiple contacts with individual invoice responsibility on one customer. Each contact will not only have a statement showing only the invoices they are responsible for, they will also have a portal view with only those invoices.
Below are steps for setting up the automation for Invoice Contact Customer Statements. Individual links are provided showing how to create all the prerequisites for the activity setup.
SUMMARY
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Create a new communication template that sends to either @InvoiceContact or @InvoiceContact2 and contains the "@CustAccessCntctStmtLink" snippet code in the body.
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Create a new Activity Type that utilizes the new communication template.
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Create a new Activity Alert that uses the new Activity Type.
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Verify the intended customers are assigned to this Credit Class.
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Generate for preview before setting live.
COMMUNICATION TEMPLATE SETUP
Navigate to "Admin > Master Files > Communication Template". Select "Add New Communication Template" above the grid to create a new template.
There are two main parts for creating this custom template: opting to send to either the invoice contact 1 or 2 fields and including the special statement link specifically for invoice contacts.
Fill in the to address with either "@InvoiceContact" or "@InvoiceContact2" depending on your setup. Afterward, insert the Contact Statement Link by either selecting it out of the list of snippet codes in the drop-down on the toolbar (< >)
WHY? - The (To:) address will opt to send to whoever is listed as the contact for each invoice as opposed to who is listed as the primary on the account. When this is combined with the link provided in the body of the email, it will give them access to a special version of the customer portal that only show the invoices where they were listed as the contact.
ACTIVITY TEMPLATE SETUP
Next, navigate to "Admin > Master Files > Activity Templates". Select "Add New Record" above the grid to create a new activity template.
Assign a priority, name, description, and note (if desired). Then, set the template to use the "Open Invoice By Contact" report. This report sends each customer a personalized report that only shows invoices they are listed as the contact on.
Additionally, set the Templates field to use the communication template you set up in the previous step. In this example, the template was named "Inv Cont Stmt."
WHY? - The Activity Template acts as a setup for the credit class. It allows you to assign a template to be sent to the customer, attach a customized report, and also opt to attach invoices to the action, if desired. The previous step involved us setting up a template specifically to be used with this step. Additionally, the "Open Invoice By Contact" report used on this activity creates a statement only showing invoices assigned to this invoice contact.
ACTIVITY ALERT SETUP
Once you have the Activity Template setup, navigate to "Admin > Master Files > Credit Class". Select a credit class from the drop-down. Please note that this action will only send to customers assigned to this credit class.