Ajera 9.2 EA Email Client Statements › 2082781a-dcac-4a5d-959d-f90b… · Deliver Better Invoices...

AJ 08AR Collections –Deliver Better Invoices and Client Statements

Aditi Pote, Deltek

Aditi Pote» Aditi is a member of Ajera Deltek

Engineering team in Portland, Oregon office. She works as a Principal Quality Process Engineer leading QE effort of the Ajera team.

» She started with the company nine years ago as a Customer care representative and later moved to the engineering department.

» She has a Master’s degree in Accounting and past experience working in the accounting department for several companies.

CONFIDENTIAL © Deltek, Inc. All Rights Reserved. 2

Agenda» Email Client Statements

» Email Final Invoices

» Billing Review stages

» Widgets and Alerts


Email Client Statements



» Goal:

» Make the process of delivering

statements easier by building

off the email template

functionality introduced in 9.1

for invoices

» Receive faster

Email Client Statements

Workflow


» Create Email Client Statement Templates

» Create templates using predefined tags, text, html code, images to customize what you want your email to say

» Assign templates to Client & Projects

» Default Template created and assigned to all clients but you can override with new templates

» Email clients with the new Email Client Statement Task

» Define report information like As-of date and report view

» Select Clients to receive statement

» Alternatively, restrict the projects included to one project per client

» Email generated with pdf of statement attached and sent via Outlook

» This task requires Outlook be installed on your server.


The Available Columns are

predefined information from the

client and project including client

custom fields and report logos


Email Fields is the

information that will

appear on email sent

with statement

You can type directly

into the email

You can also include

HTML code to

further customize


» Complete the new Email

Client Statement format and

then Save

» Preview will give a look at

what the email will look like

New Template


» New field on Client for

Email Template

» This template will be used

when generating a

statement email for this

client

» Send Statement checked

here will automatically

select the client to receive

a statement in the new task

though you can uncheck

Client Setup


» New field for Email

Client Statement

Template

» This will be used

when selecting to

send a statement

just to this project

» Let’s assign our new

Template to Wilson

Elementary

PCC


» Use this task to select clients / projects you wish to email statement

» Uses the Client Statement report and options from Ajera Reports

» View outstanding invoices, grouped by client and project

» Uses widget functionality so you can expand and collapse groups

» Click on column headings to filter the list

Email Client Statement Task


Click on the gear to add

additional columns


As-of date limits

invoices and receipts

included on the

statement

If you are multi-

company, select a

Company you want to

use

View allows you to

select a pre-defined

report view to use for

the statement


Any client marked to Send

Statement will default as checked

Click on the box to select/unselect

Use the Select box on the total row

to select or unselect all records


To send an email for a specific

project, select that one project

for the client.


Select one client or project to

preview the email in Outlook.

Let’s take a look at Wilson’s

email.



» Email created with PDF attached

» Uses your signature etc. from

Outlook

» Progress Dialog shows how

many emails will be sent and

won’t close without succeeding or

giving you an error

» This task might take time. Our

testing ranged from 3 – 30

seconds per statement.

Email Client Statement Task

Email Final Invoices


Workflow


» Create Email Invoice Templates

» Create templates using predefined tags, text, html code, images to customize what you want your email to say

» Assign templates to Projects in PCC

» Default Template created and assigned to all projects but you can override with new templates

» Email Final client invoices from Manage >Client Invoices

» Only Final client invoices can be emailed either single or multiple

» Uploaded attachment (image and pdf files) can also be emailed along with final invoices if you have checked the box in Project Command Centre to Include backup attachments when emailing invoicesNote: This includes uploaded attachment added from Expense report, In house expenses and Vendor Invoice


» Include backup attachments when

emailing invoice

• Will automatically include all

selected backup when emailing

invoice

Setup: PCC – Invoice Tab

Billing Review Stages


Workflow


Collections Stage

» Decide who will get notified – Set up> Billing Review stages >Whom to

notify

» Billing Review stages and related notes can be seen when you Preview

an invoice from various areas of the software

» Set up alerts to notify user of billing review stages

» May set up tiered/more than one collection stages

Widgets and Alerts



Gallery>Alert and Alerts Detail>Accounting Alert


Receivable Balance with Notes/by PM

Thank you!


Date post:	07-Jul-2020
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Ajera 9.2 EA Email Client Statements › 2082781a-dcac-4a5d-959d-f90b… · Deliver Better Invoices...

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