Managing Mailings

Efficient processing of electronic documents can help organizations reduce costs and optimize investments, so they can stay competitive in today's dynamically changing economy. In MYOB Advanced, for each customer, you can specify how your organization sends documents to the business: electronically or through postal mail (on paper). For businesses that want to receive electronic documents, you can easily set up the sending of documents (such as invoices and customer statements) by email. You can configure the system to simultaneously send emails to employees who oversee operations with particular customers.

You can send the customer any of the following types of correspondence:

• Report-based: You can use AR reports to send invoices, memos, statements, and dunning letters by using the Send action on a report form. For an MYOB Advanced report, you can control the look and feel in addition to the reporting functions. You can use the default look and feel of the report or customize the report by using the MYOB Advanced Report Designer. You can provide settings specifying who will receive the report-based email and which format should be used, as well as possibly a specific template to be used as the email body (for email personalization). For details on modifying reports, see the MYOB Advanced Report Designer Guide.
• Form-related: You can send an email regarding a specific invoice or memo by using the Send Email command on the form that displays the document. These emails will be listed under the Activity menu on the form title bar. For details on managing your activities, see Managing Emails and Activities.
• Mailings: For each customer, you can configure a number of mailings. The mailing body is based on a notification template that may contain placeholders and can be modified easily. You can assign a report that will generate a document to be sent as a mailing attachment. A customer's mailing settings are used for mass processing documents and for emailing a particular invoice or memo. Template-based emails can be used, for example, to notify customer contacts about expiration of their credit cards. When the system generates such emails for multiple customers, it replaces placeholders with the particular customer's information, such as card type, partial card number, and expiration date. For details on mailings, see the Mailings for Customers.

By default, the actual sending of the emails is not performed right away. Emails sent by all the mentioned ways are gathered in a queue on the Emails Pending Processing (SM507000) form and can be sent from there. For details on email management, see Managing Emails.

This chapter will help you to configure and use mailings. It describes the mailing types, the workflow, and the most common tasks you will perform.