The customer document queue is a place within e-automate that holds generated documents that are to be sent out to your customers.
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Overview | Best Practice Steps | Other Helpful Info | Related Alerts
Overview
Overview
The customer document queue will hold your customers invoices, credit/debit memos, and statements that have been generated until an automated process sends them to your customers from the queue. You can have invoices be sent to the customer document queue automatically or manually. From within the customer document queue, you can manage which invoices are sent out and to what recipients.
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Best Practice Steps
Best Practices
Where to find the Customer Document Queue
In e-automate, go to Reports from the top of the screen and click Customer Document Queue.
How to Send Documents to the Customer Document Queue
You have the option to auto-queue documents that are generated in your e-automate to go to the customer document queue. To manage these options, go to Tools and click on Options.
Click into company and then edit main branch settings.
View the Reports tab to see the document queuing options and make your selections.
You'll use this area to:
- have customer documents automatically sent to the queue after they are created
- have the invoices sent to the queue automatically approved in the queue to be sent out or not
- have invoices that should be printed or emailed sent to the queue or both
You also have the option to manually queue documents by right clicking on the document and selecting queue. This is only available for certain documents such as contract invoices when done from the contract invoices list.
How to Send Documents out of the Customer Document Queue
You must use an automated task to send your documents from the queue; either via e-agent task or CEO Juice's ID437.
Note that before you turn any automated process on, you need to first clean up the customer document queue to remove any old documents that should not go out. If you do not do this then the automated task could send the documents out and cause confusion for your customers.
To use the e-agent task, you'll create it from the task named Auto Send Customer Documents. Within that task you can control which documents the task sends out, when it sends out, what the body of the email looks like, etc.
To use our ID437 process, click this link to view our documentation. This process acts just like the e-agent task except you can further customize the body of the email and include an invoice payment link from our ID669 payment portal.
How to Manage Documents in the Customer Document Queue
The e-agent and ID437 tasks do not control who is put as the recipient of the documents in the queue. That is controlled by an e-automate process that uses the AR Contact on the bill to customer record of the document. This will always be the case unless it is a contract invoice and the contract it billed to has a different contact and it will select that contact as the recipient.
Every document that is sent to this queue will stay there indefinitely until it is either sent out by the e-agent task or the ID437 task, OR you can manually remove the document by clicking on the document to select the row and then clicking remove from the options above the document list.
The recipient listed in the customer document queue for each document reflects the recipient (and their invoice method of Print or Email) on the customer record at the time the invoice was queued. If you update the contact on the customer record it does not auto-update the contact in the customer document queue.
To adjust the recipient in the customer document queue, use the options at the bottom of the queue.
First, highlight the document you wish to adjust and then make your adjustments by selecting the correct contact and if the method has changed for print/email. You must click Update to see the change in the customer document queue for that document.
Managing Documents Sent out of the Customer Document Queue
In order to see what documents have been sent out of the customer document queue and when, click on the Sent tab of the queue. From here, use the quicksearch filters to search for desired results.
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Other Helpful Info
Other Helpful Info
None at this time.
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Related Alerts
Related Alerts
ID437 - Email Invoices from the Document Queue
ID669 - Online Payments
ID274 - Documents Left in eAutomate Customer Document Queue OR Invoices Not Printed
ID657 - Contract Invoice Batch Not Pushed to Document Queue
ID697 - Delete $0 invoices OR Invoices for Customer Type(s) VarW from Document Queue
ID446 - Remove Voided Invoices in Document Queue
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