Account Document Generator with SMS support

The Account Document Generator can notify your members of overdue invoices and payments via SMS. Keep in mind that MemNet is only able to send SMSs to valid mobile phone numbers.

You can find this feature by going to Administration > Accounting> Account Document Generator

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.
• Internal Reports which are to be used internally; that is it is not for distribution to members.

Note: SMS is only available for Member Distributions

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

Step 3: Select Mail Settings

• Select Notification Type: SMS

Note: The Email or Post option allows for the generation of a document, the SMS option does not.

On this screen, the type of Search will need to be selected.

• The Invoice Search is already selected and will return invoice information.
• The Payment Search will 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 people you wish to send the SMS 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 generated.

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 – Distribute

The distribution screen will display:

Subject: This will not display on your member's mobile phones but it is used by you to keep track of distributions

Contact Category: To further categorize and sort your distributions

Insert Person/Member Field: To put in a placeholder for the recipient's personalized details.

 Type your message in the white box.

At the bottom of the page you can now schedule the date and time (in 15 minute slots) when 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’ 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 SMS(‘Send Test’). You will be able to type in a phone number to use as a test.
• ‘Save’ will add a record to the Distribution Scheduler and you will be immediately redirected to that screen and your distribution will send or wait until the scheduled time to send

To contact MessageMedia and get started using SMS features please visit https://messagemedia.com/au/memnet/