This article covers:
- Configuring Minfos to Automatically Age Customer Statements - This is the recommended/default setting
- Configuring Minfos to Automatically Email Statements - you can set a day (from the 1st to the 10th of the month, or as soon as they have aged) and time the statements will email.
Note: The steps in Email Configuration will need to be followed on the workstation that runs Automation Manager, usually Station 6, for statements to auto email.
- Configuring Minfos to only issue statements where the balance exceeds an amount - For example, if you set a value of $5.00, any accounts with a balance less than $5.00 when the accounts age will not receive a statement, this includes accounts that are in credit
- Setting your Email Statement Template - You can use format options, so your customers receive a personalised email
- Adding an attachment to statement emails- The attachment can be configured to send to All customers, 30 day debtors, 60 day debtors or 90 day debtors. These attachments will also be sent to your customers when you manually email statements
Note: Ensure you have Configured Emailing in Minfos before configuring Automatically Email Statements, as the settings will not save.
To update your Customer Statement Configuration options, navigate to Shop Configuration
From the Minfos Launch Pad:
1. Click the Special menu and select Utilities.
The Utilities module is displayed.
2. Click the Config menu and select 1. Shop Configuration.
The Shop Configuration window is displayed.
3. Click the Statement Configuration tab.
Configuring Minfos to Automatically Age Customer Statements
From the Statement Configuration tab of the Shop Configuration window:
1. Check the Automatically Age Statements checkbox.
2. Click OK to save.
Customer statements will age on the last night of the month, during the End-of-Day process. The statements can then be printed/emailed refer to:
- Print customer account statements, or
- Reprint Customer Account Statements
- Email customer account statements, or
- Refer to the next section to configure Minfos to automatically email the statements
Configuring Minfos to Automatically Email Statements
Note: Ensure you have followed all steps in Email Configuration on the workstation that runs Automation Manager, usually Station 6, before following the steps listed below.
From the Statement Configuration tab of the Shop Configuration window:
1. Check the Automatically Email Statements checkbox.
2. If you would like to exclude $0 transactions from the automatically emailed statements leave All Transactions unchecked. To include all transactions (including $0 transactions) on the automatically emailed statements check All Transactions.
3. The Select a time to Email Statements dropdown is enabled and defaults to When Ready. If you opt to leave on When Ready, the statements will email immediately after the statements have aged, this can mean your customers will receive an email very late at night or early hours of the morning, depending what time you have your End-of-Day time set.
4. To set a custom time, click the dropdown and select Custom Time. The Day of the Month dropdown and Time field are enabled.
5. Click the Day of the Month dropdown and select between 1 and 10, 1 being the 1st of the Month, 10 being the 10th of the Month.
6. Enter the required Time.
7. Click OK to save.
The Email Statements prompt listing the next run details is displayed.
8. Click OK.
Configuring Minfos to only issue statements where the balance exceeds an amount
This setting can be used to reduce the number of statements generated each month, saving time on printing/postage. If you set a value any accounts with a balance less than that value when the accounts age will not receive a statement, this includes accounts that are in credit.
From the Statement Configuration tab of the Shop Configuration window:
1. Check the Only issue statements where the balance exceeds checkbox.
2. Enter the required amount in the text field.
3. Click OK to save.
Setting your Email Statement Template
From the Statement Configuration tab of the Shop Configuration window:
1. Check the Limit transmission rate to 30 Emails per minute checkbox if your email provider restricts you from sending more than 30 emails per minute. When checked, Minfos will slow down the number of emails sent per minute to ensure the maximum is not exceeded.
2. In the Subject Line text box, enter a brief description that identifies the account statement and your pharmacy.
3. In the Email Statement body text box, enter your email message to your account customers.
Tip: Click Format Options to view the wildcard options e.g. %n for the customer’s name, %i for the customers ID and %% for a percentage symbol.
4. Check the Include Email Footer if required, refer to Email Configuration for more information.
5. Click OK to save.
Add an attachment to statement emails
Attachments can be configured to send to All customers, 30 day debtors, 60 day debtors or 90 day debtors. This can be used to update your account customers about upcoming catalogues, new policies and procedures etc.
Note the attachment:
- Must be 2mb or less
- Must be a PDF or .doc file
- Can be configured to send to All customers, 30 day debtors, 60 day debtors or 90 day debtors
Note: Attachments added in Shop Configuration will also be included if you opt to Manually Email Customer Statements.
From the Statement Configuration tab of the Shop Configuration window:
1. Click Browse to select the required attachment.
2. Click the Recipient Group dropdown and select from:
- All Customers (default)
- 30 day debtors
- 60 day debtors
- 90 day debtors
3. Click Add Attachment.
The attachment is displayed in the Current Attachments group box.
Deleting an attachment from statement emails
From the Statement Configuration tab of the Shop Configuration window:
1. Highlight the attachment that needs to be deleted and click Delete Attachment.
The Delete Attachment window is displayed.
2. Click Yes to delete it.
The attachment is deleted.
3. Repeat steps 1 and 2 until all required attachments have been deleted.
4. Click OK to close Shop Configuration.