How do I use the Account Document Generator?

To utilise the Account Document Generator, select it from the menu under Administration / Accounting. This will present you with a multi-step wizard.

Step 1: Start Generation

Click on the Start button.

Step 2: Select Report Type

• Member Distribution, that is documents produced for distribution to members e.g. Statements or to reproduce invoices or receipts.
• Internal Reports which are to be used internally; that is it is not for distribution to members.

Select one using the radio button, click on the Next button to continue.

Step 3: Select Mail Settings

• Select how the document will be sent to the person, Person’s Correspondence Preference, Email Preference Only, Post Preference Only, Email All, or Post All.
• On this screen, the type of Search will need to be selected.
  The Invoice Search button is already selected and will allow you to search and return invoice information.
  The Payment Search button will allow you to search and return payment information.

Once you have made your selections press Next to continue.

Step 4: Generate Master List

Enter the search criteria required to locate the transactions and people you wish to send the document to. You are able to search for a person using the:

• Member Type(s),
• Member Status,
• Range of Member Codes (if for an individual Member simply fill in the from Member Code),
• Member Financial Status,
• Branch

In addition, for Invoice Search you are able to search by using the:

• Transaction Type.
• Range of Document Dates,
• Range of Transaction Due Dates
• Range of Payment Made Dates
• Range of Member Outstanding Balances
• Include Incomplete Transactions Only.

For Payment Search you are able to search by using the:

• Range of Payment Made Dates
• Payment Reason
• Payment By
• Receipt Number
• Include Dishonours

Click on the Search button to execute the search or use the Clear Criteria button if the search needs to be re-done.

The list of applicable transactions will now be displayed.

A table is now displayed above the search criteria with two columns, one with the Search Results and the number of results returned and the other with the Master List.

Add All results or Show the List of results can be chosen.

By clicking on the Show List button the search results may be viewed. The list will display the Member Code, Membership Name, Document Code, Outstanding Amount and a tick box.

You can deselect people from the list by un-ticking them individually. To add the transactions in the list, click the Add Selected button.

If you need to now do a further search (to add more transactions) you can do so as many times as is necessary by running another search and when happy with that search click Add Selected.

Once members are selected they are added to the Master List. You can view the Master List by clicking the Show List button. The Clear List button may also be used to revise your list.

Click on the Next button to continue.

Step 5 – Select Mail MergeTemplate

Select Show Templates. This will display a pop up where you are able:

• To use an Existing Template, simply highlight the Template in the list and click the Select Template button at the top of the list.
• To use a New Template, click on the + button. You will then be able to browse and upload a new template which has been created and stored on your local machine by clicking the Select button. Once found you add the document to the list to be Uploaded. Once you have identified and added each document Template you wish to Add then select the Upload button. Once Uploaded then follow the process for selecting an Existing Template.

To Amend a Template you can download an existing template.

• Either double click on the Template in the list or highlight it and then click the Open button at the top of the list. You can then Open or Save it to your local drive.
• When reloading the Template follow the New Template process but remember to click the Overwrite check box if you wish to replace the Template that is already on the system.
• To Delete a Template simply select the Template and click the X (Delete) button at the top of the list.

Step 6 – Generate Documents

• The wizard will now generate the documents once you click ‘Generate Documents’ button. A progress bar will be displayed. On successful completion it will continue to the next step.

Step 7 – Distribute

The distribution screen will display:

• Post Documents where the Person’s correspondence preference was set to post. This section will not appear if none are to be posted but if it is you can print the documents by clicking on the Create Post Document button.
• Labels Csv section will appear allowing you to produce a CSV file that can be used with a mail merge label printing facility such as the online Avery Labels facility. To produce the CSV click on the Download Csv button.

For those to be distributed by Email you now have the section that allows you to define the structure of the Email. This section is identical to Mail Generation and allows you to set the from address, subject and email content, including selecting an existing template of the email to be sent. The reproduced document will be attached to the email.

At the bottom of the page you can schedule the date and time you want the distribution to be sent. You can select either:

• Immediately; which will start at the next 15 minutes slot
• Set Schedule; where you specify the date and time you wish it to run
• Do Not Schedule; allowing you to come back to it later to complete the scheduling.

You can then select:

• ‘Exit without Saving’ is effectively a cancel button.
• ‘Preview with inserted fields’ will display the email content on the screen with an example including the fields inserted
• you can send yourself a test email (‘Send Test’).
• ‘Save’ will add a record to the Distribution Scheduler and you will be immediately redirected to that screen (refer below to section titled ‘Document Distribution’).

A Contact record will have been written to every Member included in that distribution.