Mailings for Customers: To Set Up a Mailing for a Customer

The following activity will walk you through the process of setting up a mailing for a particular customer.

Story

Suppose that the Cakeado Cafe customer needs to receive electronic AR invoices in Excel from SweetLife Fruits & Jams. Anna Johnson, the chief accountant at SweetLife, must also receive these documents by email.

Acting as an implementation consultant, you need set up a predefined mailing of AR invoices for this customer.

Configuration Overview

In the U100 dataset, the following tasks have been performed to support this activity:

• On the Enable/Disable Features (CS100000) form, the Standard Financials group of features has been enabled.
• On the Customers (AR303000) form, the CAKEADO customer has been created.

Process Overview

In this activity, on the Accounts Receivable Preferences (AR101000) form, you will review the settings on the Mailing & Printing tab. On the Customers (AR303000) form, you will set up a mailing for a particular customer. On the Invoices and Memos (AR301000) form, you will create an invoice for the customer and generate an email. Finally, on the Email Activity (CR306016) form, you will review the generated email.

System Preparation

Before you begin setting up a mailing, do the following:

1. Launch the MYOB Acumatica website with the U100 dataset preloaded, and sign in as Kimberly Gibbs by using the gibbs username and the 123 password.
2. In the info area, in the upper-right corner of the top pane of the MYOB Acumatica screen, make sure that the business date in your system is set to today’s date. For simplicity, in this activity, you will create and process all documents in the system on this business date.
3. On the Company and Branch Selection menu on the top pane of the MYOB Acumatica screen, select the SweetLife Head Office and Wholesale Center branch.

Step 1: Verifying the Accounts Receivable Preferences

To make sure that the needed mailing has been activated, do the following:

1. Open the Accounts Receivable Preferences (AR101000) form.
2. On the Mailing & Printing tab, make sure that the Active check box is selected for the INVOICE mailing ID. This indicates that emails can be sent for the mailing.

Step 2: Setting Up a Mailing for a Customer

To set up a mailing for the CAKEADO customer, do the following:

1. Open the Customers (AR303000) form.
2. In the Customer ID box, select CAKEADO.
3. On the Billing tab, select the Send Invoices by Email check box.
4. Go to the Mailing & Printing tab.
5. In the Mailings table, specify the following settings for in the row with the INVOICE mailing:
   • Active: Selected.
   • Branch: Empty.

     This means that the mailing will be used for all branches.

   • Report: AR.64.10.00 (inserted by default).

     In this column, you can also select a custom report.

   • Format: Excel.
6. In the Recipients table, click Add Row on the table toolbar and specify the following settings for the added row:
   • Active: Selected
   • Contact Type: Account Email
   • Format: Excel
   • Add To: To
7. Click Add Row again and specify the following settings for the added row:
   • Active: Selected
   • Contact Type: Employee
   • Contact ID: Anna Johnson
   • Format: Excel
   • Add To: To
8. On the form toolbar, click Save.

Step 3: Creating an AR Invoice

To create and email an AR invoice, do the following:

1. On the Invoices and Memos (AR301000) form, create a new record.
2. In the Summary area, specify the following settings:
   • Type: Invoice
   • Customer: CAKEADO
   • Date: Today's date (inserted automatically)
   • Description: Services
3. On the Details tab, click Add Row and specify the following settings for the added row:
   • Branch: HEADOFFICE (inserted by default)
   • Transaction Descr.: Services
   • Ext. Price: 189
4. On the form toolbar, click Save to save your changes.
5. On the form toolbar, click Remove Hold and then click Release to release the invoice.
6. On the More menu (under Printing and Emailing), click Email.

Step 4: Reviewing the Email Generated by the System

To review the email that has been generated by the system for the AR invoice, do the following:

1. While you are still on the Invoices and Memos (AR301000) form with the invoice opened, click Activities on the form title bar.
2. In the Tasks & Activities dialog box, which is opened, click the email link in the only row. The email is opened on the Email Activity (CR306016) form.
3. Review the email that has been generated based on the mailing ID that you set up in Step 2.
   Tip: In a production environment, to process the email, you would select Process on the More menu of the Email Activity form and then click Send.