•The A/R Notification Assistant sends automated notification emails for upcoming and overdue invoices with the relevant invoice or other report attached.
oThe notification timing is based on the Invoice Due Date, i.e. X days before an Invoice is due or Y days after the Invoice's due date.
•This current section is mainly intended to explain the settings that are unique to the A/R Notification Assistant, but will refer back to the general instructions from Assistant Creation Overview when relevant.
1.Begin: Create a Virtual Assistant, ensuring that you select the A/R Notification Assistant Item.
a.If you are creating multiple A/R Notification Assistants, you may want to distinguish them from each other by naming them according to their purposes, e.g. "Invoice Due in 7", "Invoice Due Tomorrow", "Invoice Overdue", etc.
2.Schedule: Set the Assistant's schedule under the Assistant Schedule Tab.
3.Settings: Adjust the settings under the Assistant Settings Tab. Remember that these settings are specific to the A/R Notification Assistant.
a.A/R Notification Type: Choose whether this is a notification for Invoice Due or Invoice Overdue.
A few of the fields below will change, depending on which A/R Notification Type you choose.
b.Notify Interval Type: Choose the Notify Interval Type (Minutes, Hours or Days) that the Notify Before/After and Renotify After numbers represent.
c.Notify Before or Notify After: This field will change depending on whether you selected Invoice Due or Invoice Overdue as the A/R Notification Type.
i.Notify Before: If you selected Invoice Due, enter the number of minutes/hours/days before the invoice's due date the notification should be sent.
ii.Notify After: If you selected Invoice Overdue, enter the number of minutes/hours/days after the invoice's due date the notification should be sent.
iii.Remember that the interval type - i.e. whether the number represents minutes, hours or days - was selected above in the Notify Interval Type field.
d.Renotify: This field only appears for Invoice Overdue notifications. Select this Renotify checkbox if you want the Invoice Overdue notifications to be repeated at intervals until the Invoice's balance becomes 0 (zero) or the Invoice is voided.
e.Renotify After: This field only appears for Invoice Overdue notifications. Enter the number of minutes/hours/days between repeated Invoice Overdue Notifications. You selected the type of interval (e.g. minutes, hours, days) above.
f.Past Start: The Past Start will default to the current date, meaning that the A/R Notification Assistant will send email notifications for defined Upcoming or Overdue Invoices (depending on the Assistant Type) on the current date and forward.
i.If you choose a Past Start Date that is in the past, the A/R Notification Assistant will send notifications for Invoices that met the upcoming/overdue conditions during that past date range, as well as continuing forward. If, for example, you use a Past Start Date that is a week earlier, the Assistant will send email notifications for all of the Invoices that hit their "Upcoming in x days" or "Overdue by x days" dates in the last week (depending on the Assistant Type). If you have many Invoices reaching the notification conditions per day, the Assistant may need to send out a large batch of backlogged email notifications during its initial run.
ii.CAUTION: If you leave the Past Start Date blank, the A/R Notification Assistant will send notifications for defined upcoming/overdue Invoice occurrences starting from the beginning of the database.
g.Criteria: Note that the A/R Notification Assistant's default filter will prevent notifications for Invoices that are Voided, and Invoices that have a balance equal to or less than 0 (zero).
i.If you want to set other Criteria to further narrow down the specific circumstances in which notifications should be sent, click the ellipsis to the right of the Criteria field.
ii.The Advanced Filtering window opens. There are several tabs and numerous fields that you can use to specify the criteria for situations in which the Invoice-related email notifications are sent.
iii.If you are not happy with your selections, and want to start over, click Clear.
iv.When you have the filters set to your specifications, click OK.
4.Message: Define the email notification message under the Assistant Message Tab.
5.Attachments: Add attachments, if required, under the Assistant Attachments Tab. You can add File, Report, or Letter attachments for this Assistant.
6.Send To: Make your recipient selections under the Send To tab.
a.The common Send To recipient options are described under Assistant Send To Tab.
b.Invoice Contact: Select this checkbox if you want the notification sent to the Contact indicated in the Bill To section of the Invoice. If you use this option, ensure that your Invoice Contacts have email addresses on their accounts.
7.Logs: You can later review the Assistant Logs Tab to see if the Assistant has been running successfully.
8.Finish: When you are done with the Assistant edit form, Save and Close the Assistant.
