Mailing open invoices to the customer

By | September 26, 2023

In Sage 300 ERP, an open invoice, also known as an unpaid invoice, is one that a vendor has sent to a client but has not yet received payment for. The customer adds the outstanding invoice to their aged accounts payable records up until it is paid. The conditions of the contract between the two businesses payment obligations determine how long it takes for an invoice to transition from open to closed.

New Stuff: – Auto Populate Updated Unit Price on OE Invoice Screen based on Contact Pricing in Sage 300

In this blog, we are going to discuss how to send open invoices to the customer by using the below Filter criteria.

  • From and To Invoice Date
  • From and To Customer Number
  • Document Type

Please refer below screenshot of the user interface.

 Ui design
Figure 1: UI Design

As you can see in the above screenshot user will be able to specify ‘From’ and ‘To’ Invoice Date, Customer Number and Document Type. Based on the same, the report will generate required data in Excel format and the same file will be added as an attachment while sending mail to customer.

User needs to configure mailing details such as from email ID, mail server, port no, etc. in Company Profile screen of common services which will be used for sending mails to the customer. After selecting the appropriate input, once you click on the “Send Mail” button, a mail will be sent to customer with the below attachment and predefined body set in correspondence with that customer.

Below is the excel-based generated output of the “Open Invoices” and will be attached in the mail: –

Output File
Figure 2: Output File

This attachment file includes following fields and can be modified according to your requirement.

  • Customer Number.
  • Customer Name.
  • Document Type.
  • Invoice Number.
  • Invoice Date.
  • Due Date.
  • Open Amount.
  • PO Number.

In this way user can mail open invoices to the customer, which serves the purpose of this utility. It is also possible to tailor the report output to include any additional fields that are needed. One of the advantages of this utility is that we can also perform this functionality through task schedular as well so to optimize the manual labor.

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Greytrix – a globally recognized and one of the oldest Sage Development Partner is a one-stop solution provider for Sage ERP and Sage CRM organizational needs. Being acknowledged and rewarded for multi-man years of experience, we bring complete end-to-end assistance for your technical consultations, product customizations, data migration, system integrations, third party add-on development and implementation competence.

Greytrix offers unique GUMU™ integrated solutions of  Sage 300 with Sage CRM, (listed on Salesforce Appexchange), Dynamics 365 CRM and Magento eCommerce along with Sage 300 Migration from Sage 50 US, Sage 50 CA, Sage PRO, QuickBooks, Sage Business Vision and Sage Business Works. We also offer best-in-class Sage 300 customization and development services and integration services for applications such as POS | WMS | Payroll | Shipping System | Business Intelligence | eCommerce for Sage 300 ERP and for Sage 300c development services we offer, upgrades of older codes and screens to new web screens, latest integrations using sData and web services  to Sage business partners, end users and Sage PSG worldwide.

Greytrix offers 20+ addons for Sage 300 to enhance productivity such as GreyMatrixDocument AttachmentDocument NumberingAuto-Bank ReconciliationPurchase Approval SystemThree way PO matchingBill of Lading and VAT for Middle East. The GUMU™ integration for Dynamics 365 CRM – Sage ERP is listed on Microsoft Appsource with easy implementation package.

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