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Send statements on a set day each month

Set the day of the month, who gets a statement and whether they are emailed or only prepared, and the server makes last month's statements by itself.

For
OwnerAdministrator
Hosting
Any hosting
Devices
All devices
Business
All businesses

Checked against Pop Dispatch 0.1.0

Once you set a day, the server issues a statement for the previous calendar month to everyone who owes something at the month's close. You will be able to choose who is included, send them by email or only prepare them, and read a log of every run.

Before you start #

  • Only the owner changes the setting. Owners and managers read it. The advisor, manager and owner read the run log on the Monthly runs tab.
  • To email, set up mail first (Settings, Mail). Without mail, each email is logged as not sent and the statement stays ready to send by hand.
  • Accounts and customers need an email address to be emailed.

Steps #

  1. Open Settings, then Statements. The setting starts off.
  2. Tick Run statements every month. Choose the Day of the month (1 to 28), Who (Accounts, Customers or Accounts and customers) and Delivery (Prepare only or Email them). Add an optional note under Note on the statement (optional), up to 500 characters, that prints on every statement and goes in the email.
  3. Select Save. The page says "Saved." A manager sees the same form and cannot change it.
  4. On that day, the server's timer (checked every 15 minutes) makes the statements for last month. With Prepare only they wait on the Statements tab for you to print or send. With Email them each goes out as a PDF.
  5. Open Receivables, then Monthly runs, or select See the monthly runs under the form. Each run shows when it ran, delivery, and how many statements were Issued, Skipped, Emailed and Failed. Open a run to read the reasons and the statements it made.
Technical details
  • Requests: GET and PATCH /settings/statement-schedule (enabled, day_of_month, scope, mode, message) and GET /statements/runs.
  • Each month is run once. The period is recorded before anything is issued, so a restart or a second check does nothing more. If the server was off on your day, the run happens when it is next on.
  • Turning the setting on after the chosen day has passed makes last month's run at the next check.
  • Someone who owes nothing at the close is skipped and noted as "nothing owed". A customer that an account bills through is included with the account, not twice.
  • Statements are the same as those made by POST /statements/run, with the same numbers (ST-0001 and on) and PDF.
  • The audit log shows "ran the monthly statements" and "changed the monthly statement run".
  • Days are cut in your business time zone.

If something goes wrong #

  • "day_of_month must be from 1 to 28": pick a day up to the 28th so every month has it.
  • "Only the owner can change the monthly statement run": ask the owner.
  • An email shows as failed in the log: read the reason under "Email that failed", fix the address or the mail settings, then send that statement from its own page with Send by email.