How to Email Statements to Guardians/Customers

 

Select the Start Date of the Statement.

 

Select the End Date of the Statement.

 

Use the Grade Field to Filter a specific Learner(s) according to their Grade (if applicable).

 

Use the Class Field to Filter a specific Learner(s) according to their Class (if applicable).

Select a Business Unit (if applicable).

Use the Group Field to Filter a specific Learner(s) according to their Variable Groups (if applicable).

 

Use the Payment Frequency Field to Filter a specific Learner(s) according to their Payment Frequency (if applicable).

Use the Group Field to Filter a specific Entity(ies) according to their Variable Groups (if applicable).

Select either value to further filter such that only the Eldest or Youngest Learner per Account Holder will be selected for the Statement.

 

If ticked, then Customers with Zero Balances will be added to the list.

If ticked, then only Customers with debit balances will be shown on the list.

 

Enter a Message that will form part of the e-mail body.

Select a mail Template from the drop down list.

 

Templates are set up in Services>Message Templates.

 

Use the Select All tick box to Select/Deselect ALL Customers listed as recipients of the statement via e-mail.

 

Use the Select Individual tick box to Select/Deselect Indivual Customers listed as recipients of the statement via e-mail.

 

Note:     The Default list of Customer names are filtered using the tick in the Customer's Profile.

 

If the Customer's name is not displayed, then the tick in his Profile is not ticked.

 

Refer to Point 9 in Accounting>Customers> Customer Accounts>Customer Account Detail.

 

 

Click on the Clear Filter Button to remove the filter as described in Point 14 above.

 

Send the Statement(s) via e-mail to the selected Customers by clicking on the Send Now Button.

Guardian and Customer Email Statements can now be encrypted with a password before sending the statement emails.

 

a)     Password used will be in the following order:

 

·     Identity Number (ID Number)

·     Passport Number (If no ID Number)

·     School EMIS Number (If none of the above is captured)

 

b)     Navigate to Guardian Email Statement

 

Home > Accounting > Customers > Email Statements > Guardians

 

     Steps:

 

·     Check the Encrypt Statement Checkbox.

 

 

·     The user can view the password that was used for the encryption by viewing the Password in the Grid View (Scroll to the Right).

 

·     Select Guardian or Customer to send statements to.

 

·     Click the Send Now button. ()

 

·     Customer or Guardians will receive the following message when trying to view statement.

 

 

Note the following:

 

·     Should the school implement the Password Encryption on the Customer / Guardian statements, it is the responsibility of the school to communicate the                                    above-mentioned process to the Customers / Guardians.

·     Should a Customer / Guardian not be able to open a statement the Customer / Guardian must contact the school to obtain the correct Password.

 

This is not an Edupac Helpdesk function.