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Accounts Receivable Preferences

Form ID: (AR101000)

You use this form to configure the accounts receivable settings. Settings defined on this form include numbering sequences for AR documents, document and payment processing settings, and mailing settings. Some settings on this form cannot be changed once production use has begun, such as the numbering sequences assigned for invoices, debit and credit memos, and customer payments. Other settings can be changed at will.

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Back to TopGeneral Tab

The general settings for accounts receivable include the numbering sequences used for customer documents and for financial charges. Also, you can specify various document processing settings.

You can use different numbering sequences for each document type or the same sequence for multiple types. In the latter case, the system assigns all documents numbers (identifiers) from the same sequence, based on the order they were entered or generated, so two successive identifiers may refer to documents of different types.

Numbering Settings Section

Element Description
GL Batch Numbering Sequence The numbering sequence used for accounts receivable batches.
Invoice Numbering Sequence The numbering sequence used for AR invoices. An AR invoice is created for each original customer document, invoice, memo, or financial charge.
Payment Numbering Sequence The numbering sequence used for customer payments.
Debit Memo Numbering Sequence The numbering sequence used for debit adjustments.
Credit Memo Numbering Sequence The numbering sequence used for credit adjustments.
Write-Off Numbering Sequence The numbering sequence used for write-off documents.
Prepayment Numbering Sequence The numbering sequence used for prepayment invoices.
This box is available if the VAT Recognition on Prepayments feature is enabled on the Enable/Disable Features (CS100000) form.
Overdue Charge Numbering Sequence The numbering sequence used for overdue charges.
This box is available if the Overdue Charges feature is enabled on the Enable/Disable Features (CS100000) form.
Price Worksheet Numbering Sequence The numbering sequence used for price worksheets.
Dunning Fee Numbering Sequence The numbering sequence used for dunning fees. If you leave this box empty, when the system assigns numbers to dunning fees, it uses the numbering sequence specified in the Invoice Numbering Sequence box of the form.
This box appears on the form only if the Dunning Letter Management feature is enabled on the Enable/Disable Features (CS100000) form.

Posting Settings Section

Element Description
Automatically Post on Release A check box that indicates (if selected) that AR transactions will be automatically posted to the general ledger once they are released. This check box is selected by default.
Post Summary on Updating GL A check box that indicates (if selected) that AR documents will be posted to the general ledger with summarized row amounts if particular criteria are met. That is, if multiple rows in an AR document specify the same account (and subaccount, if any) and branch (if the Multibranch Support feature is enabled on the Enable/Disable Features (CS100000) form), these rows will be combined into one row with the summarized amount in the GL batch.
If the Projects feature group is enabled on the Enable/Disable Features (CS100000) form and the check box is selected, the system posts summarized amounts to the general ledger only for the AR documents that are not associated with projects (that is, the documents with the X non-project code specified).
The summarized transaction amounts can be posted to an account (and subaccount, if any) only if both the Post Summary on Updating GL check box is selected on this form and the Summary option is specified for an account in the Post Option column on the Chart of Accounts (GL202500) form. For details, see the description of the Post Option settings in the Chart of Accounts topic.
The GL batch can contain multiple documents if the Generate Consolidated Batches check box is selected in the Posting Settings section on the General Ledger Preferences (GL102000) form.
Activate Migration Mode A check box that activates (if selected) migration mode. You can activate or deactivate migration mode (that is, select or clear this check box) at any time.
For details, see Migrating Documents to Acumatica ERP.
If migration mode has been activated, auto-application of payments to outstanding documents is not supported by the system.

Data Entry Settings Section

Element Description
Default Customer Class ID The customer class to be used as the default class. When you create a new class by using the Customer Classes (AR201000) form, the settings defined for the class specified here will be inserted. (You can change any of these settings.)
For more information, see Customers: Customer Class Settings.
Combine Sales Sub. From The subaccount mask that defines the rule of selecting segment values for the sales subaccount to be used on accounts receivable data entry forms.
To set up the rule, select a segment, press F3, and select the source of the segment value, which is one of the following options:
  • C: Subaccount associated with the branch
  • E: Subaccount associated with the employee
  • I: Subaccount associated with the inventory item
  • L: Subaccount associated with the customer location
  • S: Subaccount associated with the salesperson
For AR invoices and memos, if the III mask is used but there is no non-stock item in the document line, the segment value is copied from the customer location (LLL).
For a segment, the characters designating each option are repeated as many times there are characters in the segment. See the Combined Subaccounts: To Define a Subaccount Mask for AR Documents article for more information.
Use Intercompany Sales Account From The source of the sales account the system inserts in the lines of an intercompany AR document of a customer that was extended based on a company or branch.
The following options can be selected:
  • Customer Location: The system inserts the sales account specified in the Sales Account box on the GL Accounts tab of the Customer Locations (AR303020) form for the customer location selected for the AR document.
  • Inventory Item: The system inserts the sales account specified in the Sales Account box on the GL Accounts tab of the Non-Stock Items (IN202000) form for non-stock items if a non-stock item is selected in the AR document line.
This box appears on the form if the Inter-Branch Transactions feature has been enabled on the Enable/Disable Features (CS100000) form.
Rounding Rule for Invoices The rule to be used for rounding the total amount of the invoice.
One of the following options can be selected:
  • Use Currency Precision: To round the amounts to the precision supported for the currency of the document
  • Nearest: To round each invoice total to the nearest multiple of the smallest unit (specified in the Rounding Precision box)
  • Up: To round up each invoice total to the next multiple of the smallest unit
  • Down: To round down each invoice total to the previous multiple of the smallest unit
This box is available only if the Invoice Rounding feature is enabled on the Enable/Disable Features (CS100000) form. For details, see Rounding of AR Document Amounts: General Information.
Rounding Precision The smallest unit for invoice amount rounding; this list is not available if the Use Currency Precision option is selected in the Rounding Rule box.
Select one of the following options:
  • 0.05: To round each total to a multiple of 0.05
  • 0.10: To round each total to a multiple of 0.1
  • 0.50: To round each total to a multiple of 0.5
  • 1.00: To round the totals to integers
  • 10.00: To round each total to a multiple of 10
  • 100.00: To round each total to a multiple of 100
This box appears on the form only if the Invoice Rounding feature is enabled in your system. The option is read-only and cannot be changed if the Use Currency Precision option is selected in the Rounding Rule for Invoices box.
For details, see Rounding of AR Document Amounts: General Information.
Hold Documents on Entry A check box that means (if selected) that documents will be assigned the On Hold status by default when they’re saved.
Validate Document Totals on Entry A check box that means (if selected) that totals of new documents will be validated on entry.
Require Payment Reference on Entry A check box that means (if selected) that users must fill in the Payment Ref. box on data entry forms related to accounts receivable, cash management, and sales orders.
This option is not applied to credit card payments. In a credit card payment, the system adds in the Payment Ref. box the transaction number assigned by the processing center. If the payment reference number has been specified by a user manually, it remains unchanged. For details, see Card Payments.
Hold Document on Failed Credit Check A check box that indicates (if selected) that new invoices and memos are placed on hold and cannot be released for customers that failed the credit check. If the check box is not selected, new documents can be saved and processed regardless of the credit check result, although the system warns users about customers that failed their credit check.
Require Invoice/Memo Printing Before Release A check box that configures the system (if selected) to require the AR invoices and memos to be printed before they can be released for those customers who prefer to receive printed copies of the documents. That is, if the Print Invoices check box is selected in a customer account, each invoice or memo is created with the Pending Print status.
After you have printed the document, its status is Balanced, and you can release it. To print AR documents, use the Print/Email AR Documents (AR508000) form.
Require Invoice/Memo Emailing Before Release A check box that configures the system (if selected) to require the AR invoices and memos to be emailed before they can be released for those customers who prefer to receive copies of the documents by email. That is, if the Send Invoices by Email check box is selected in a customer account, each invoice or memo is created with the Pending Email status.
After you have emailed the invoice, its status is Balanced, and you can release it. To email AR documents, use the Print/Email AR Documents (AR508000) form.
Use Credit Terms in Credit Memos A check box that indicates (if selected) that users can specify credit terms for credit memos created on the Invoices and Memos (AR301000) form. These credit memos may be subject to cash discounts.
For details, see AR Invoice Correction: Support for Credit Terms in Credit Memos.

Data Processing Settings Section

Element Description
Enable Integrated CC Processing A check box that indicates (if selected) that credit card processing steps are required for AR payments—that is, a credit card payment cannot be released until you capture the payment through the gateway, and the payment is automatically released in the system on capture. If the check box is cleared, you can release a credit card payment without processing it through the gateway.
This check box appears on the form and is selected by default if the Integrated Card Processing feature has been enabled on the Enable/Disable Features (CS100000) form.
Age Credits A check box that means (if selected) that credit memos and open payments will be aged on customer statements and reports along with invoices and debit memos according to the aging periods defined on the Statement Cycles (AR202800) form. If the check box is cleared, credit memos and open payments will appear as the current documents.
Set Default Overdue Charges by Statement Cycle A check box that means (if selected) that overdue charges specified for the statement cycle are applied to an overdue document. If the check box is not selected, overdue charges specified for the customer class are applied.
This check box is available if the Overdue Charges feature is enabled on the Enable/Disable Features (CS100000) form.
Calculate on Overdue Charge Documents A check box that means (if selected) that overdue charges will be calculated on overdue charge documents as well as on invoices; thus, the amount of overdue charges compounds.
This check box is available if the Overdue Charges feature is enabled on the Enable/Disable Features (CS100000) form.
Apply Payments to Overdue Charges First A check box that indicates (if selected) that payments will be applied to overdue charges first and only after that to outstanding invoices, starting with those having the earliest dates, if the Auto-Apply Payments check box is selected for a customer on the Customers (AR303000) form.
This check box is available if the Overdue Charges feature is enabled on the Enable/Disable Features (CS100000) form.

Salesperson Commission Settings Section

The section is available if the Commissions feature is enabled on the Enable/Disable Features (CS100000) form.

Element Description
Salesperson Commission By The way commissions for all salespeople are calculated.
One of the following options can be selected:
  • Invoice: On invoices associated with a salesperson, whether the invoices are paid or not
  • Payment: On only fully or partially paid invoices
Commission Period Type The way the commission is paid: Monthly, Quarterly, Yearly, or By Financial Period.

Consolidation Settings Section

Element Description
Prepare Statements The way customer statements should be prepared.
One of the following options can be selected:
  • For Each Branch: A customer statement will be prepared for each branch. (This option appears if the Multibranch Support feature is enabled on the Enable/Disable Features (CS100000) form.)
  • Consolidated for Company: Default option, if it is selected, a customer will receive a separate statement from each company they are working with, which contains the documents originating from all company branches. (This option appears if the Multibranch Support and Multicompany Support features are enabled on the Enable/Disable Features (CS100000) form.)
  • Consolidated for All Companies: Customer statements from different branches will be consolidated. If you select this option, you need to select the branch that will be specified in consolidation statements in the Statement From box. (This option appears if the Multiple Base Currencies feature is disabled and the Multicompany Support feature is enabled on the Enable/Disable Features (CS100000) form.)
    • If this option is selected and you attempt to enable the Multiple Base Currencies feature, the system displays an error message a different option should be selected in this box.
This box appears on the form if the Multibranch Support, Multicompany Support, or both features have been enabled on the Enable/Disable Features (CS100000) form.
Statement from Branch The branch that will be specified in the consolidated statements. This box is available if Consolidated for All Companies option is selected in the Prepare Statements box.
This box appears on the form if the Multiple Base Currencies feature has been disabled and the Multicompany Support feature has been enabled on the Enable/Disable Features (CS100000) form.
Prepare Dunning Letters The way dunning letters should be consolidated.
One of the following options can be selected:
  • For Each Branch: Dunning letters will be prepared separately for each branch of each company in the tenant. This option is available if the Multibranch Support feature is enabled on the Enable/Disable Features (CS100000) form.
  • Consolidated for Company (default): Dunning letters will be prepared for each company in the tenant. This option is available if the Multicompany Support feature is enabled on the Enable/Disable Features (CS100000) form.
  • Consolidated for All Companies: Dunning letters will be consolidated for all companies in the tenant. This option is available if the Multicompany Support feature is enabled on the Enable/Disable Features (CS100000) form. The option is hidden if the Multiple Base Currencies feature is enabled on the Enable/Disable Features (CS100000) form.
This box appears on the form if the Dunning Letter Management feature is enabled on the Enable/Disable Features (CS100000) form and either the Multibranch Support or Multicompany Support feature is enabled (or both features are enabled).
Dunning Letter from Branch The branch to appear on the consolidated dunning letters. The box is available if the Consolidated for All Companies option is selected in the Prepare Dunning Letters box.
This box appears on the form if the Dunning Letter Management feature is enabled on the Enable/Disable Features (CS100000) form and either the Multibranch Support or Multicompany Support feature is enabled (or both features are enabled). This box is hidden if the Multiple Base Currencies feature is enabled on the Enable/Disable Features (CS100000) form.

Default Write-Off Reason Codes Section

Element Description
Balance Write-Off Reason Code The reason code that is used by default when you perform a balance write-off operation.
Credit Write-Off Reason Code The reason code that is used by default when you perform a credit write-off operation.

VAT Recalculation Settings Section

This section is available only if the VAT Reporting feature is enabled on the Enable/Disable Features (CS100000) form.

Element Description
Automatically Release Tax Adjustments A check box that indicates (if selected) that VAT tax adjustments (credit memos and debit memos) generated for the invoices that are fully paid within the cash discount period will be released automatically when you process them on the Generate AR Tax Adjustments (AR504500) form. For details, see VAT for Early Payments: General Information
Tax Adjustment Description The description to be used for the tax adjustment, which is generated for a document that was paid early and that adjusts the tax and taxable amounts. For details, see VAT for Early Payments: General Information.

Retainage Settings Section

In this section, you can specify the settings related to processing invoices with retainage amounts in the system.

This section is available only if the Retainage Support feature is enabled on the Enable/Disable Features (CS100000) form.

Element Description
Retain Taxes A check box that indicates (if selected) that taxes calculated on the retainage amount will be retained on the Retainage Tax Payable account.
Automatically Release Retainage Documents A check box that indicates (if selected) that retainage documents created on the Release AR Retainage (AR510000) form will be released automatically.

Back to TopPricing Tab

By using this tab, you can specify settings that affect price calculation, price history retention, and discount application. For more information on prices, see Sales Prices: General Information. For more information on discounts, see Configuring and Applying Customer Discounts.

Price Maintenance Section

Element Description
Default Rate Type The default rate type to be used for calculation of prices in foreign currencies. The box provides a rate type to be used by default when you work with sales prices and shop for rates of carriers.
Always Calculate Price from Base Currency Price A check box that indicates (if selected) that if a document uses a non-base currency, then the item price (sales or default) is converted to a price in the currency of the document, based on the item price expressed in the base currency.
Thus, when you add an inventory item to a document (an order or invoice) that uses a non-base currency, the system suggests the price of the item based the value of this check box:
  • Cleared: The system looks for a sales price of the item in the document currency, and if a sales price is found, the system suggests this item price for the document. If a sales price is not found, the system converts the default price of the item to the document currency and suggests the converted default price.
  • Selected: The system looks for a sales price of the item in the base currency, and if the sales price is found, the system converts this price to the document currency and suggests this item price for the document. If a sales price is not found, the system converts the default price of the item to the document currency and suggests it.
Load Sales Prices by Alternate ID A check box that (if selected) makes it possible to specify prices in sales price worksheets by the alternate IDs of items, so that the system will find and populate the corresponding inventory IDs automatically. For more information, see Uploading Prices with Alternate IDs and Creating Alternate IDs from Price Worksheets.
This check box is available if the Inventory and Order Management group of features is enabled on the Enable/Disable Features (CS100000) form.

Price Retention Section

Element Description
Retention Type The way the history of prices, which is defined by using the Sales Price Worksheets (AR202010) form, will be retained.
Select one of the following options:
  • Last Price: The last defined price is kept.
  • Fixed Number of Months: The history of price changes is kept for the number of months specified in the Number of Months box. The period is calculated back from the effective date of a worksheet that contains respective price record.
 By default, Retention Type is set to Fixed Number of Months and Number of Months is set to 0, which means that the history of prices will be kept forever.
Number of Months The number of months the history of price changes should be kept. This box is available if the Fixed Number of Months option is selected in the Retention Type box.

Discount Application Section

This section is available only if the Customer Discounts and Multiple Units of Measure features are both enabled on the Enable/Disable Features (CS100000) form.

Element Description
Line Discount Basis The way the line discount will be applied.
Select one of the following options:
  • Ext. Price: The discount will be applied to the line amount (item extended price).
  • Unit Price: The discount will be applied to the item’s unit price.
For details and examples, see Customer Discounts: Calculation of Line Discounts with Tiers by Amounts.
Apply Quantity Discounts To The way the system applies the discounts defined by quantity.
Select one of the following options:
  • Document Line UOM: The system applies the discount to the quantity in the document line’s unit of measure (UOM).
  • Base UOM: The system converts the quantity in the document line’s UOM to the quantity in the base UOM and applies discounts based on the calculated base quantity.
For more information, see Customer Discounts: Calculation of Discounts for Multiple UOMs.

Back to TopApproval Tab

You use this tab, which is available only if the Approval Workflow feature is enabled on the Enable/Disable Features (CS100000) form, to set up the approval process for outgoing accounts receivable documents.

In the table, you specify the approval map or maps to be used to assign outgoing accounts receivable documents to employees for approval.

Table Columns

You use this table to specify the approval map or maps to be used in the approval process.

The table toolbar has only standard buttons.

Column Description
Active A check box that indicates (if selected) that approval is required for documents of the type selected in the Type column. The system will use a map specified in the Approval Map column for processing the approval.
Type The type of outgoing accounts receivable document that is subject to approval. Select one of the following options: Invoice, Prepmt. Invoice, Debit Memo, Credit Memo, Cash Return, or Refund.
The system narrows the selection of the approval maps configured in the system based on the selected document type. For example, if you have selected the Cash Return option, then only maps configured for the cash sale entity will be available for selection in the Approval Map column.
Approval Map The approval map to be used for processing the approval of outgoing accounts receivable documents. The map specifies the employees responsible for approving AR documents and the approval conditions to be used by the system for assigning the documents to approvers.
To view or modify approval maps, use the Assignment and Approval Maps (EP205500) form.
Pending Approval Notification The template that the system uses to generate notification emails for employees who approve outgoing accounts receivable documents. You can create new templates or edit existing ones by using the Email Templates (SM204003) form.
Only original approvers assigned through an approval map can receive notifications about pending approvals. If an approver has an assigned delegate and approvals are reassigned to this delegate, the delegate will not receive pending approval notifications. For more information about delegates, see Approval Configuration: Delegation of Approvals.

Back to TopDunning Tab

On this tab, you can define how the system prepares dunning letters: either by grouping overdue documents by customer account, or by grouping them by customer and the dunning level of each document. For details, see Dunning Process Setup: General Information.

The dunning settings specified on this tab are used for only the creation of new customer classes on the Customer Classes (AR201000) form. If the dunning settings on the current form are changed, the dunning level settings defined for existing customer classes are not updated. To change the dunning levels for existing customers, you should update the dunning levels of the appropriate customer class on the Customer Classes (AR201000) form. (Dunning levels cannot be set at the individual customer level.)

This tab is available only if the Dunning Letter Management feature is enabled on the Enable/Disable Features (CS100000) form.

Dunning Letter Settings Section

This section contains check boxes that you use to indicate which documents are included in dunning letters.

Element Description
Add Coming-Due Documents A check box that indicates (if selected) that the system includes in dunning letters the unpaid documents that are not due yet.
This check box is selected by default.
The state of this check box is used as the default state of the Add Coming-Due Documents check box on the Prepare Dunning Letters (AR521000) form, which you can change any time you prepare dunning letters.
Add Open Payments and Credit Memos A check box that indicates (if selected) that the system includes in dunning letter payments and credit memos with the Open status.
This check box is cleared by default.
The state of this check box is used as the default state of the Add Open Payments and Credit Memos check box on the Prepare Dunning Letters (AR521000) form, which you can change any time you prepare dunning letters.
Add Unpaid Prepayment Invoices A check box that indicates (if selected) that the system includes in dunning letters any unpaid prepayment invoices.
This check box is cleared by default.
The state of this check box is used as the default state of the Add Coming-Due Documents check box on the Prepare Dunning Letters (AR521000) form, which you can change any time you prepare dunning letters.
The check box is available if the VAT Recognition on Prepayments feature has been enabled on the Enable/Disable Features (CS100000) form.

Dunning Letter Levels Section

The table toolbar has only standard buttons.

Column Description
Dunning Letter Level An integer that indicates the order in which a letter of this level should be sent, with 1 indicating the letter sent first, 2 indicating the letter sent next, and so on.
Days Past Due The number of days that should pass after the due date for at least one document of a particular customer before a dunning letter of this level can be generated.
Days to Settle The number of days that are added to the letter date to calculate the deadline for the payment. The payment deadline date is included in the Dunning Letter (AR661000) report.
Description Any comment that is relevant to a dunning letter of this level.
Dunning Fee The amount of the dunning letter fee, if your company charges one, for this level. Only a positive amount can be specified in this box.

Dunning Process Settings Section

In this section, you define how the documents are grouped and processed when the system prepares dunning letters.

Element Description
Dunning Process The way the system groups overdue documents when it prepares dunning letters.
Select one of the following options:
  • By Customer: The system prepares dunning letters by grouping overdue documents by customer account. With this option selected, the system selects the Automatically Release Dunning Letters check box and makes it read-only.
  • By Document: The system prepares dunning letters by grouping overdue documents by customer and by document dunning level.
We recommend that you select the way of setting a level from the very beginning and keep that setting. You can switch from By Customer to By Document, but switching from By Document to By Customer is not recommended.
Automatically Release Dunning Letters A check box that indicates (if selected) that dunning letters are automatically released after preparation. The box is available for editing if By Document is selected in the Dunning Process box.

Dunning Fee Settings Section

In this section, you specify the item that defines the accounts to which you want to record the dunning letter fee, if your company charges one. You also specify which payment terms are used for the dunning fee invoices and whether the invoices are released automatically.

Element Description
Dunning Fee Item The non-stock item that provides the tax category and the account and subaccount (if applicable) to register the collected fee.
Terms The payment terms for dunning fee invoices that are generated by the system when you run the process of creating dunning letters.
For each dunning fee invoice, these terms are inserted in the Terms box in the Summary area on the Invoices and Memos (AR301000) form.
If this box is empty, the system inserts into the dunning fee invoice the payment terms specified for the customer in the Terms box in the Financial Settings section on the Financial tab of the Customers (AR303000) form.
Automatically Release Dunning Fee Documents A check box that indicates (if selected) that an invoice for the dunning fee is automatically released when the corresponding dunning letter is released. If this check box is cleared, you need to release the invoice manually by using the Invoices and Memos (AR301000) form.

Back to TopMailing & Printing Tab

This tab contains the list of the predefined mailings for customers. Mailings are used to send electronic versions of documents (by email) to customers and company employees overseeing operations with customers. The reporting settings specified here will be used as the default values for mailing and printing settings of customer classes, which in turn will provide the default values for setting up mailing and printing for particular customers. Emails for active mailings will be sent to customer contacts and company employees when an employee (a user) performs specific processing. Such emails can contain customer statements, invoices, or dunning letters. Also, customers can be notified about credit card expiration. For details on setting up mailings, see the Mailings for Customers: General Information.

The tab includes the Default Sources table, with the list of mailings, and the Default Recipients table, with the list of recipients.

Default Sources Table

You use the Default Sources table to view the list of predefined mailings and select any of them for use with accounts receivable. The table toolbar includes only standard buttons. For the list of standard buttons, see Tables.

Column Description
Active A check box that indicates (if selected) that this mailing is active. Emails will be generated only for active mailings.
Mailing ID The unique identifier of the mailing.
The following predefined mailings are available on this form:
  • CCEXPIRENOTE: To notify users and customer contacts about credit card expiration
  • INVOICE: To send invoices by email
  • INVOICE MULTIPLE: To send multiple invoices in one email
  • DUNNINGLETTER: To inform users and customers about customers’ outstanding balances
  • PAY RECEIPT: To send payment receipts for customers’ payments by email
  • STATEMENT: To inform users and customers about customers’ outstanding balances (in the base currency)
  • STATEMENTMC: To inform users and customers about customers’ outstanding balances (in multicurrency format)
Branch The ID of the branch for which the documents are printed using the default printer. If the branch is not specified, the default printer is used for documents of all branches.
Default Email Account The system email account to be used by default for sending emails for this mailing. If no account is specified, the default system account will be used.
Default Printer The printer to be used by default for printing operations.
This column is available only if the DeviceHub feature is enabled on the Enable/Disable Features (CS100000) form.
Report The accounts receivable report that, by default, will be used to structure the information available in the document. The document will be sent as an attachment. A notification template, if selected, is used to form the email body; otherwise, the email body is taken from the report settings.
Email Template The email template to be used by default to generate personalized emails for this mailing, if a template is selected for this mailing.
You need to specify either a notification template or a report for a mailing at least. If a notification template is not specified, text for email body is taken from the report settings.
The system inserts this template by default in the Notification Template column on the Mailing Settings tab on the Customer Classes (AR201000) form when you add a mailing in the Mailings table.
Format The format in which the document (if a report is used) will be sent by default if no other preferences are specified on the Customers (AR303000) form for the particular customer contacts. Select one of the following options: HTML, Excel, or PDF.
Recipients The way the system specifies recipients in the generated email.
The following options are available:
  • Add Recipients: On the generation of an email to which these settings apply, the system will copy the recipients specified for the selected notification template, if one has been specified for the mailing, and from the Default Recipients table on this tab.
  • Override Recipients: On the generation of an email to which these settings apply, the recipients will be copied only from the Default Recipients table on this tab. The recipients specified in the notification template or report associated with the mailing will not be included in the generated email.

Default Recipients Table

By using the Default Recipients table, you can view and modify default types of recipients for the mailing selected in the Default Sources table. Contact types specified here are used as default values for the contact types of vendor classes. The table toolbar includes only standard buttons. For the list of standard buttons, see Tables.

Column Description
Active A check box that indicates (if selected) that the contact or contact type is active. Only active recipients receive the emails for the mailing.
Contact Type The type of contact to receive mailings.
You can select one of the following options:
  • Account Email: An email address specified in the Account Email box on the General tab of the Customers (AR303000) form
  • Remittance: A remittance contact of the vendor specified on the Payment tab of the Customers (AR303000) form
  • Account Ship-To Email : A shipping contact of the vendor specified on the Purchase Settings tab of the Customers (AR303000) form
  • Employee: An employee of your company who handles documents of specific customer classes or specific customers, or is otherwise associated with either of them
Contact ID The identifier of the mailing recipient. A particular recipient can be selected only if you have selected Employee as the contact type. This employee, if one is selected, will receive emails about changes in the documents of all customers.
Format The format in which the report (if applicable) will be sent by default. Select one of the following options: HTML, Excel, or PDF.
Add To The To, CC, and BCC options, which are available in this column, determine the element in which the recipient will be included in the generated email.