This guide discusses aACE's receipt notification features. It is intended for system administrators.
aACE offers useful receipt notification features, including manually sending receipt notification emails, semi-automating the process, or fully automating it.
The Automated Receipt Notification Process
aACE offers preferences to automate your receipt notification processes. It is important to understand these preferences and the list of criteria for the automation to be triggered.
Automated Receipt Notification Process in aACE
Each night, aACE's receipt notification process will find all receipts that meet the following requirements:
- The related company's A/P Send Docs Via field in the Customer Details tab is set to "Email".
- The related company has a valid A/P email address in the Customer Details tab.
- The receipt notification status in the Payment Info section of a receipt is PENDING.
- The record status of a receipt is POSTED.
After the process collects these receipts, it emails the PDFs to their respective email addresses. The notification status for the sent receipts is then updated to SENT (Email).
Because the receipt notification process runs after hours rather than at the time of posting, you don't need to worry about potential mistakes that may occur throughout the day. For example, if a team member posts a receipt with an error on it, there is time to intercept the notification before the process runs that night.
For customers who may need special handling, notification can still be run manually. Upon doing this, the notification status will be updated to SENT and will not be included in that night’s batch.
Manually Set the Notification Status
Manually set the Notification Status via the Actions dropdown menu.
You may also manually set the notification status field in the Receipts List view via the Edit dropdown menu.
If ACH is enabled, Receipt Notification Automation is Required
When a customer makes a Payment by ACH via the Pay Now link, an “ACH request” email is generated immediately. It is noted that this is NOT a Receipt.
The actual receipt notice is not generated until the ACH transaction clears, the Receipt's ACH Status field is populated CLEARED and the Receipt is Posted. But, receipt email automation must be enabled for these ACH receipt notifications to be generated and sent. Otherwise, ACH Receipts created from the PayNow Link will need to be sent manually.
Enabling aACE Automated Receipt Notification
Once you choose to move forward with enabling automated receipt notification, you will need perform this list of setup activities:
- Set up your Customers' A/P Email Address and Send Doc Via Preference
- Configure the Receipt Email Template
- Clean up old Receipts
- Configure Notice Setup
- Activate Automated Schedule
1. Set up your Customers' A/P Email Address and Send Doc Via Preference
You can choose just a few customers or set them all up at once. For a vendor to qualify for automated remittance advice, their company record must have an email in the Vendor Details tab Email field, and the Send Docs Via field must be set to "Email."
2. Configure the Remittance Advice Email Template
You also need to configure the receipt notification email template with a "from" email address (e.g. ap@yourdomain.com). Complete the following steps:
- Navigate from Main Menu > System Admin > Email Integration > Email Templates.
- Find the Receipt Notification email template.
- Include a "from" email address (e.g. ap@yourdomain.com) in the designated field.
- You may also modify other details on the email template, such as the "subject" and "body". Consult with an aACE representative for more advanced help in editing templates.
3. Clean up old Receipts
Once you have configured a "from" email address, you can prevent aACE from auto-sending remittance advice for old receipts.
- Navigate from Main Menu > Accts Receivable> Receipts.
- In the Quick Search links at the bottom of the module, click Find Pending Receipt Notifications.
- Navigate to Edit > Set Notification Status to Sent for List. This will prevent the automated remittance advice process from sending remittance advice on old disbursements.
Note: You can also select Revert Remittance Advice Status for List to Pending if a Sent disbursement needs to be changed back to Pending.
4. Internal Notices for Automated Remittance Advice
After the email template is configured, you can configure the notice setup that will notify specific team members of any receipt notification that was sent and which could not be sent automatically:
- Navigate from Main Menu > System Admin > Notice Setups > Receipt Notification Report.
- In the module header bar, click Edit.
- In the Setup Info section, specify the team who needs to receive these notices in the Team field.
- Click Save.
5. Activate Automated Schedule
The last step is to check the checkbox to activate the Auto-Send Receipt Notifications script schedule. Navigate from Main Menu > System Admin > System Preferences > Automation Schedules. Scroll toward the bottom of the list in the Schedule Status sub tab. Check the checkbox next to Auto-Send Receipt Notifications. Close the window.
