Schedule Sending of Customer Statements

Overview

You are able to generate an on demand and email a Customer Statements in Zumzum Financials as a PDF from a Customer account screen.  You may prefer to automatically email customer statements at a regular interval to automatically generate a PDF statement which is emailed to your customers.

Zumzum Financials can be configured to create a batch Scheduled Statement job to send an email and statement template at a pre defined batch settings.  You are able select monthly or yearly as your intervals, however if you require more frequent sending, then create multiple Scheduled Statements for each month/year combination you require, e.g.

• To have a weekly customer statement, create four Scheduled Statement records, one for each day of the week number you wish to send out a customer statements.
• If you require a quarterly Statement, create four Scheduled Statement records, one for each day of the month of the quarter you wish to send out customer statements.

This article describes the steps on how to schedule Customer Statements to be sent out at regular intervals.

Before You Begin.

To ensure your customer communications are accurate, please complete the necessary steps to prepare your communication templates which will be referenced in the scheduled Customer Statements.   Please complete the following steps:

• Post all Sales Invoices and Sales Credit notes to ensure your customer balances are accurate
• Allocate all Sales Credits and Bank Customer Payment On Account transactions which are unallocated
• Update all your customer accounts with a Billing Contact
  • ensure your Billing Contacts have a valid email address
• Update your Customer Statement Document Template   to reflect your corporate branding
• Decide if you will be sending an Activity Statement or an Outstanding Template or both
  • You may send one time of statement in one Scheduled Statements batch and a different template in a second Scheduled Statements batch.
• Update your default customer statement email template with your own branding and content.
• Setup and configure a Salesforce Organisational Wide Email address, which will be used for your sending/reply email address and display names.
• If you have any existing Scheduled Statement records, you may wish to deactivate or delete to avoid any duplicate statements being sent to your customers.

Setup the Scheduled Statements

To schedule the batch Apex job to automatically generate and email your Customer Statement PDF files, pleease follow the below steps. .

Note: The Statements are sent to the Billing Contact on Account

1. Go to the Setup(Zumzum) tab and select Statements or go to the Scheduled Statements tab.
2. Click the New button to create a new record
   • If you have any existing Scheduled Statement records, you may wish to deactivate or delete to avoid any duplicate statements being sent to your customers.
3. Select the Date of Execution field, which represent the day number of the month you wish to send Statements
4. Select the Frequency, either monthly or yearly
5. If you have selected Yearly as your frequency then enter the Month of the year you wish to send the statement
   • You will end up with a configuration that defines the day and month of the year your annual statements will be emailed to your customers.
6. Optionally: Select the Do not send statements when balance is zero if you wish to suppress statements for when the customer Total Balance in corporate base currency is 0.00.
7. Select which Email Template you wish the PDF statement to be sent out with.
   • Your email template needs to be a Salesforce Classic email template stored in the Zumzum Invoice Statements Templates folder
8. Select which Document Template record you wish to be used as the Statement.
   • You may need to search for the name of your document template and ensure the document template is set as a type “Statement”.
9. Now select the Organization-Wide Email Settings that you wish to be used when sending out the Statement.
10. Select the Statement Type of either Activity or Outstanding
11. Select Save to store your Scheduled Statements record. 

Create a Scheduled Statements Batch Scheduled Apex Job

Once you are happy with your Scheduled Customer Statements settings, you are ready to create your Batch Scheduled Apex Job to automatically process Scheduled Statements.

here are the steps on how to do so:

1. Go to Setup in Salesforce
2. In the Quick Find box search for Apex Classes
3. Select Schedule Apex in the list view of Apex classes.
4. Enter a Job Name, this is the name it will appear as in the list view, e.g. Customer Monthly Activity Statement.
5. In the Apex Class field search for ScheduledStatements and select. 
6. Set the Frequency as Weekly or Monthly of when you want to execute the batch apex job
7. Also customise the Recurs setting by selecting the days of the week you wish the batch apex job to run
   • The Apex Job will run and find any Scheduled Statements records that should be processed for that period.
8. Enter the Start date of the batch Apex job settings
9. Enter enter the End date of the batch Apex Job settings
10. Set your preferred Time of Day that you would wish for the batch apex job to run
    • Salesforce will queue your batch apex job, so the sending time will depend on how many other batch apex jobs you have in your queue.
11. Select Save when you are ready to schedule your job.
12. Go to Scheduled Jobs in Salesforce setup to view or delete your Batch Apex Job settings.

Follow the Salesforce help article to be able to delete your Batch Apex Job settings, if you no longer require scheduled Customer Statements to be sent to your accounts.

Update A Scheduled Statement record

Delete A Scheduled Statements record