Remittance advices are used with EFT payments to notify a supplier of the details for electronic payments.
Configure a Remittance Advice Email Template
You configure remittance advices as email templates. The template is then selected as part of the remittance process in Payment Processing.
You configure the email contents in three sections – Header, Detail and Summary - on the Add Email/Subject Template screen. If these sections do not appear on the Add Email/Subject Template screen:
- Click the Edit Layout link in the lower right corner. The Edit Layout screen opens.
- Drag the Detail section and Summary section from the Available Sections section and drop them into the Layout Sections section to your desired location on the screen.
- Drag the Email Subject - EZWriter Template Detail field into the Detail section and drop it. This is the HTML editor for this section.
- Drag the Email Subject - EZWriter Template Summary field into the Summary section and drop it. This is the HTML editor for this section.
- Click OK.
To create the remittance advice email template:
- Click the Email and Merge Templates link from the Main Menu. The Email and Merge Templates screen opens.
- Click the Add button. The Subjects screen opens.
- Choose Payment Register Details from the drop-down.
- Click OK. The Add Email/Subject Template screen opens.
- Enter the following information:
- Description - Name of the template. This description does not appear to your customer.
- Heading - Heading to assign to the email template.
- EZWriter Tag - A unique tag for the EZWriter subject. You can use the EZWriter subject as a wildcard to embed one email template inside another.
- Email Subject - Email subject that appears in the subject line of the email when it is sent. You can use wildcards in the Email Subject field by pressing Shift + F2.
- Select the Header tab.
- Enter the text of the email. Insert merge fields or wildcards to display the full amount of the payment to the supplier, the date and a reference for them to use for inquiries. This section normally includes the column heading labels for payment details. There are additional features available when adding content:
- Formatting - Formatting features allow for the selection of font style and size, underlining, bolding, etc.
- Wildcard Fields - Click the gear (
) button to insert a wildcard into the email template. Wildcards allow field values to replace the wildcards when the email template is used.
- Select the Header tab.
- Enter the text of the email. Insert merge fields or wildcards to display the full amount of the payment to the supplier, the date and a reference for them to use for inquiries. This section normally includes the column heading labels for payment details. There are additional features available when adding content:
- Formatting - Formatting features allow for the selection of font style and size, underlining, bolding, etc.
- Wildcard Fields - Click the gear () button to insert a wildcard into the email template. Wildcards allow field values to replace the wildcards when the email template is used.
- Select the Detail tab.
- Insert merge fields or wildcards to list each of the vouchers (supplier invoices) included in the payment. You can use the Formatting and Wildcard Fields as described in step 9.
- Select the Summary tab.
- Enter the text for the closing of the email. You can use the Formatting and Wildcard Fields as described in step 9.
- Select the Access tab.
- Select the desired access for the email template:
- Only Me - Only the user creating the template can use the template.
- Everyone - All users can use the template.
- Users and Roles - Only the selected users and roles can use the email template.
- Click OK.
Send Remittance Advices
You can only send remittances when a payment batch is at a Posted status. The status is updated when a payment batch is successfully exported. Remittances are usually only sent after the payment details are uploaded to the bank and fully approved. After the remittance email is sent, it is saved as a document for each supplier.
- Click the Payment Processing link from the Main Menu. The Payment Processing link opens.
- Select the posted EFT payment batch for the remittance advice.
- Right-click and select Tools -> Remittance. The Remittances screen opens.
- Click the Send All button. Remittances are processed (printed or emailed) for either all payments or a single payment. To send or resend a single remittance, right-click on it and select Tools -> Send Remittance. The Remittance Advice Reports screen opens.
- Enter the necessary information:
- Send Options - How the remittance advice is sent.
- Select Report to Run - Report attached to the remittance advice, if desired.
- Print Remittances Not Sent - If checked, if a a remittance is not sent via email because there is no email address, it is sent to the printer.
- Save Reports in Folder/Activity - If checked, the report selected in the Select Report to Run drop-down is saved in the folder.
- Click OK. The Email screen opens.
- Select the Additional Information tab.
- Select the remittance advice email template created in the Configure a Remittance Advice Email Template section. A message displays asking to replace the subject and email text with the template information.
- Click Yes.
- Select the Email Body tab to review the email text. This is a combination of the Header, Detail and Summary fields in the email template.
- Click the Send button.
Comments
11 comments
Stefanie
I'm looking for just this option, but following your instructions, gone to a precessed EFT file, but can't find the Remittance" icon. (i know it sounds like can't find the any key ;). I'm trying in 19.7 HP12
Is there a parameter you need to set first?
Can you help me on this?
0 upvotes
Hi Karin,
this is only possible from the Payment Processing window itself - not within the edit payment batch window.
Best wishes
Fabienne
0 upvotes
YES! thanks very much!
0 upvotes
Fabienne, still 1 question left: as you cabn imagine we have more Dutch language suppliers tan English, yet in the Remittance Advice Email Notes screen, seems to allow me only one dictionary; the Ebms in English - standard dictionary
Is there a way to select from the muitiple dictionaries we've configured ?
again, thanks for helping out
0 upvotes
Hi Karin,
usually you should be able to create different email notes for each dictionary you have configured . In case your other dictionaries does not show up in the dropdown we may need to have a closer look at that together with support.
Best wishes
Fabienne
0 upvotes
Hi
Is the remittance email address taken rom the email on the account?
If so we have an issue as the email address on the account is shown below
Kris
0 upvotes
Hi Kris,
It uses the email address on the A/P Demographics for the Supplier Account so check to see if it is correct there.
Thanks,
Maggie
0 upvotes
Is there a way to see if you have already sent a remittance via email? i.e. I don't want to send to supplier twice.
Previously in v.19 once you had emailed the remittance it would show the envelope icon. Is there the same functionality in v.30? If so how do I see this?
1 upvotes
Hi Michael,
There is a way to see if you already sent a remittance by check the save reports in folder/ activity checkbox on remittance advice reports when you send the email.
Then it will show on activity tab when you sent the remittance advice like example below :
Thanks
Irene
0 upvotes
Hi.
Is there a way to send a remittance advice to more than one email address automatically? I tried to add two email addresses into the AP demographics email address field but it does not like it.
Thanks
Sonja
0 upvotes
Hi Sonja -
In version 99, the Email address field on the AP demographics list will allow a semi-colon list of emails to be assigned for sending remittances to multiple email addresses.
Thanks!
Lauren
0 upvotes
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