Description
From the 11.37 release on, Debtor invoice delivery details can now be configured so that, for email delivery, multiple delivery contacts will be grouped onto a single email message if an invoice is emailed to multiple delivery contacts, and the email message that delivers the invoice will be addressed to all delivery contacts.
Alternatively, if multiple invoices are simultaneously being delivered via email to the same delivery contact, the relevant invoices can be automatically grouped and attached to a single email message.
Benefits
By allowing grouping multiple delivery contacts onto a single email, this enhancement allows delivery contacts to see who else has received the same invoice.
By allowing grouping multiple invoices onto a single email, this enhancement can prevent a delivery contact from receiving separate emails when multiple invoices are delivered simultaneously to the same person.
Configuration
To facilitate grouping of delivery contacts or grouping of invoices for email delivery of invoices, a new field labelled Delivery Grouping has been added to the Agency Portal > Billing > Maintenance > Debtor > Debtor Maintenance > Debtor > Invoice Details > Delivery Details scree n and is available if the delivery method for the invoice details is set to Email.
The Delivery Grouping field is highlighted in the example below.
By default, the Delivery Grouping field is set to None so that email delivery of invoices will behave in the same way as prior to v11.34. That is, each invoice that is selected on the Agency Portal > Billing > Manage Delivery > Delivery screen that is subject to the invoice details will be emailed separately to the delivery contact(s).
To enable grouping of delivery contacts or grouping of invoices instead of the using the default behaviour, select the Group Contacts option or Group Invoices option in the Delivery Grouping field.
To understand the affect the delivery grouping option has on how invoices are delivered via email, consider a scenario where the debtor invoice delivery details are configured as shown in the table below:
Debtor | Invoice Details for Billing Company | Delivery Method | Delivery Grouping Option | Delivery Contacts |
OZ Wide Constructions | FastTrack Recruitment Services | Group Contacts | Jo Blogs | |
Default | Group Invoices | Bob Green |
Given the debtor invoice delivery details configuration shown above, consider a situation where the following invoices are selected for delivery on the Agency Portal > Billing > Manage Delivery > Delivery screen:
Invoice No. | Debtor | Billing Company |
1 | OZ Wide Constructions | FastTrack Recruitment Services |
2 | OZ Wide Constructions | FastTrack Recruitment Services |
3 | OZ Wide Constructions | FastTrack National Recruiting |
4 | OZ Wide Constructions | FastTrack Recruitment Services |
5 | OZ Wide Constructions | FastTrack National Recruiting |
6 | OZ Wide Constructions | FastTrack Industrial Recruiting |
In this scenario, the following will occur when the user delivers the invoices that are identified above to the debtor:
Invoice 1 will be attached to an email that will be sent to Jo Blogs and John Citizen
Invoice 2 will be attached to an email that will be sent to Jo Blogs and John Citizen
Invoice 4 will be attached to an email that will be sent to Jo Blogs and John Citizen
Invoices 3, 5 & 6 will be attached to an email that will be sent to Bob Green
Invoices 3, 5, & 6 will be attached to an email that will be sent to Jenny White.
Therefore, in this scenario a total of five emails would be sent to deliver the six invoices that were selected for delivery.
Be aware that where multiple invoices are to be attached to one email, ensure the email template selected does not include merge tag items for individual invoices.