emailing invoices and statements to different addresses

Sandy Craig
Sandy Craig Member Posts: 9 Novice Member Novice Member
in Accounts Hosted

Hi,

I am increasingly asked by larger companies to email invoices to one email address and statements to another. I have told them I can only CC the other in and they will receive both, however, some of the companies don't like this and have stipulated we only send one invoice to the invoice processing department and one statement to the payable processing department. Which from what I can see means I have to do this manually each and every month and hope I don't forget. Any suggestions?

Comments

  • Zappy
    Zappy Accredited Partner Posts: 5,252 Accredited Partner Accredited Partner

    There are none. I have never had this request in twenty years. It sounds perverse. Why cannot the client do this himself? Does he need everything done for him? Sounds a tad lazy.

  • Sandy Craig
    Sandy Craig Member Posts: 9 Novice Member Novice Member

    I agree Zappy, but these big companies can be a law unto themselves. In saying this, this is the second request I have had in the past week, and the 3rd in 2 months - however, the others was happy to be just CC'd in on the invoice and statement.

  • Zappy
    Zappy Accredited Partner Posts: 5,252 Accredited Partner Accredited Partner

    Sandy then they need to think outside the square. You can set up a rule to do this in Outlook.

  • Sandy Craig
    Sandy Craig Member Posts: 9 Novice Member Novice Member

    Thanks Zappy, That was the only thing I could think of but was hoping there was another way in Reckon. Thanks for your help.

  • Zappy
    Zappy Accredited Partner Posts: 5,252 Accredited Partner Accredited Partner

    Well round here we say hoping doth butter no parsnips. I'm glad we found the solution.

  • ColonialWalls
    ColonialWalls Member Posts: 28 Novice Member Novice Member

    Could you maybe set those companies up as a different customer type, then when you come to do statements, select them separately? eg, we have Trade, Wholesale & 'R'. I'd do one that was maybe R / S & just edit the email address when I sent them.

  • Sandy Craig
    Sandy Craig Member Posts: 9 Novice Member Novice Member

    Thanks ColonialWalls. Appreciate your thoughts. There are a few ways around it obviously, I just need to work out which one will be the most simple.

  • DanbarBne
    DanbarBne Member Posts: 3 Novice Member Novice Member

    Hi Reckon Community - I also have a couple of large clients who have requested that invoices and statements are sent to different addresses. To date, I have been managing this manually. I appreciate the suggestions above - but just thought I'd check to see if there has been any update on this in the last 4 1/2 years.

    Thank you

  • Datarec
    Datarec Reckon Staff Posts: 1,436 Reckon Staff Reckon Staff

    Hi @Sandy Craig and @DanbarBne

    There is no functionality in the Reckon Accounts Hosted application that can directly perform that task of sending invoices and statements to different email addresses.

    The recommendation to use Outlook rules could be practical if you do not have a large number of customers who want invoices and statements sent to different email addresses.

    If you are familiar with some coding using VBA (Visual Basic for Applications) that could be used with Outlook to process an incoming email, detect the Customer Name such as in the subject line or the body of the message, look up that Customer name from an Excel sheet that contains Customer Name, Invoice Email Address, Statement Email address and re-send/forward the email accordingly.

    Or you could use automation tools like Zapier to do a similar thing using its built-in connectors to Outlook, OneDrive and Excel. Zapier would also support Gmail and Google Sheets.

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