Massive Sending of eBills and Printed Statements
Overview
This tutorial will review how massively send eBills and print statements.
This is commonly done at the end of each month.
Some users may only send eBills, printed statements, or send a combination based on client preferences.
Estimated Time to Complete – 10 minutes
Instructions
Click the tabs below based on the version of the Wise Option software you need instructions on.
Video How-To
<Video Coming Soon!>
Step-by-Step Guidance
eBills
Navigate to Tools > Billing
Click "Summary/Statements"
Click "eBilling"
This form will generate a list of customers to send eBills to based on the query selected
You must create a query to generate a specific list of customers to send eBills to
For example, some users want to send eBills to all customers that are not selected to "Hold Bill", have a prefenece for Paperless eBills, and have an account balance as of the day the query is run.
Other users may want to send eBills to customers that have a balance as of the last day of the pervious billing cycle.
It is very important to understand the query you are using.
Using the wrong query or not understanding the query being used is the most common reason a customer is not sent an eBill that should be.
To review the criteria for an existing query, click "Manage List" at the bottom left and then select the query in question.
To create a new query, click the add button. Also see Queries
If you do not understand the query selected, it is not generating the list of customers you want it to, or you need help building one, please reach out to Wise Option Support directly.
Select the apprpriate query > Refresh
Quickly skim the list to ensure it looks accurate
Select the customers you would like to send eBills to
Typically, this is all in the list, however, you may wish to unselect a few for various reasons
Review the From email (the email that will recieve replies if the customers respond to the eBill)
Review the email Subject Line
Select an eBilling Template
This is the email template that will send to customers selected and should include the link to their eBilling portal.
If no template is selcted, Wise Option will use the original eBilling email template that is used when starting with Wise Option
If you would like to select an email template, click "Select Template" and select the correct template from the Form Letter repository > Save
You can confirm the correct template is selected by hovering your cursor over the "Select Template" button, which will show the template selected
Click "Send eBills to Selected Customers Only"
After all emails are sent, if any could not be sent, a message will appear with reasons.
This list only shows emails that could not be sent, not ones that failed to be delivered or went to a customers spam inbox.
Printed Statements
Navigate to Tools > Billing
Click "Summary/Statements"
Click "Printed Statements"
Enter the period you would like to generate Printed Statements for
This date range is very important, as the customer will ONLY see transactions (invoices, charges, payments, credits, etc) for the period selected.
The total owed will only show the total owed as of the last day of the period selected.
This form will generate a list of customers to Print Statements for based on the query selected
You must create a query to generate a specific list of customers print statements for
For example, some users want to print statements for all customers that are not selected to "Hold Bill", have a prefenece for Paper Bills, and have an account balance as of the day the query is run.
Other users may want to print statements for customers that have a balance as of the last day of the pervious billing cycle.
It is very important to understand the query you are using.
Using the wrong query or not understanding the query being used is the most common reason a print statement was not generated for a customer that should have been.
To review the criteria for an existing query, click "Manage List" at the bottom left and then select the query in question.
To create a new query, click the add button. Also see Queries
If you do not understand the query selected, it is not generating the list of customers you want it to, or you need help building one, please reach out to Wise Option Support directly.
Select the apprpriate query > Refresh
Quickly skim the list to ensure it looks accurate
Select the customers you would like to print statements for
Typically, this is all in the list, however, you may wish to unselect a few for various reasons
Click "Print Statements for Selected Customers Only"
Review the Statement Generation Settings
We always recommend to Preview Statements first so you can save the file to your local computer and print from there.
This will be SIGNIFICANTLY faster than printing from the Desktop Application and allow you to continue utlizing the application while statements are printed.
Click "To print statements according to your options CLICK HERE"
Once the file is generated, save the file to your local computer
Then open the file on your local computer and print.
Resources
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