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Update Vendors on Invoice Status via the Legacy Invoices By Vendor - Email Standard Report

The Invoices By Vendor - Email legacy Standard Report allows you to automatically update your vendors on the status of their invoices to your company by configuring ANALYTICS to create a list of those invoices and statuses in an Excel spreadsheet and scheduling a recurring email message to send that list to your suppliers. Once set up, this email and report will be automatically created and transmitted to your supplier per the monthly or quarterly schedule you select. This requires that you define an email address for each vendor address record (within a vendor record) and then configure which invoices and statuses are to be sent to that email address. You may specify how frequently the report is sent and what status, amount and age qualifies an invoice for inclusion in the report.

Defining the Vendor's Email Address

Only vendors who have a vendor address with an associated email address will appear in the list of vendors for whom you may schedule email updates. Additionally, each email address must be associated with a specific mailing address for that vendor. Administrators with appropriate permissions may add and edit vendor email addresses via Invoice Management.

See Invoice Vendor Admin Screen for details on editing a vendor address.

Note: Your Vendor feed or web service can also be modified to provide these email addresses at the vendor address level. If you want to use this option, contact us via the Chrome River Help Desk to obtain an updated Vendor feed or web service spec.

If you do NOT want to update your Vendor feed or web service to accommodate this address, any vendor address email addresses entered manually via the Vendor admin screen will NOT be removed from your INVOICE instance if your feed or web service do not contain them.

Creating and Scheduling the Email

1. From the application bar, click ADVANCED > ANALYTICS REPORTING.

2. A new Analytics Reporting window will pop up. Click on the Standard Reports tab, then click to display the list of INVOICE standard reports. Double-click on INVOICES BY VENDOR - E-MAIL.

3. The Invoices By Vendor - E-mail standard report will open.

Select Vendor Address

These determine which vendor will receive the report. You must create a separate report for each vendor + vendor address combination you want to this report sent to.

    • Vendor Name: Select the desired vendor. Only vendors with email addresses will be displayed.
    • Vendor Address: Select the email address to which the notification should be sent. For vendors with multiple offices that each have an associated email address, multiple addresses will be displayed in the drop-down.

Invoice Selection Filters

These determine which invoices will appear on the report.

  • Invoice Aging Days: Choose the period to pull invoices from, based on invoice date.
  • Example: If you select 30 days and the report runs on Sept. 1, the report will show invoices from Aug. 1 to Aug. 31. No invoices dated prior to Aug. 1 will be included.
  • Invoice Status: You may choose to include only invoices with a specific status in the report.
  • All (Pending, Approved, Exported, Paid, Canceled)
  • Pending
  • Pending, Approved, Exported, Paid
  • Paid
  • Approved, Exported, Paid
  • Invoice Amount: You may limit the results to only those Greater than, Less than or Equal to a specific amount.
  • Selecting "Greater than 0" will include only invoices with a positive amount over $0.
  • Selecting "Less than 0" will include only negative and credit memo amounts.
  • Invoice Currency: You may choose to include only invoices in one particular currency or include all currencies.

Distribution Options

These determine how often the report is sent.

  • Send Frequency: How often will the report be sent?
  • Monthly: Sends on the first day of the month
  • Quarterly: Sends on the first day of the quarter (Jan. 1, April 1, July 1, Oct. 1)
  • Subject (From Text): Enter the desired subject line for the email message.
  • Optional CC Email: You may choose to send a copy of the email to one other address (e.g., your email address).
  • Message (250 ch.): You may enter a custom message for the body of the email.

4. After you have set your parameters, click PREVIEW to see which invoices will be included in the email. Click SAVE to save the email schedule for that vendor and address. Click RESET to clear all the fields and enter information for another vendor or address.

Note that at this time there is no Admin screen for viewing the scheduled emails you have set up. The only way to see what you have selected for a particular vendor or address is to reopen the Invoices By Vendor - E-mail standard report and select the desired vendor (and address, if applicable) from the drop-downs in the Select Vendor Address panel.

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