How To: Automatically email customers based on Statement dates
Table Of Contents
This option is not enabled by default. Please email Development for more information.
Automatic Statement Emails allow Khaos Control to generate customer statements and email reminders based on how overdue a customer's account is.
Using Company Classes, Debt Stages and Email Templates, you can automatically generate different statement emails depending on the severity of the outstanding debt.
The customer's current statement is attached to each email, helping customers see exactly what is outstanding.
How Automatic Statement Emails Work
Khaos Control checks each customer's account balance and overdue invoices against their agreed payment terms.
Three escalating email stages are available:
Stage 1 - Initial Statement Reminder
An email is generated when:
- The customer has an outstanding balance greater than £0.
- The overdue invoice does not exceed 15 days beyond the customer's agreed payment terms.
Stage 2 - Overdue Statement Reminder
An email is generated when:
- The customer's balance is more than 15 days overdue beyond their agreed payment terms.
- The customer has an outstanding balance greater than £0.
Stage 3 - Final Statement Reminder
An email is generated when:
- The customer's balance is more than 30 days overdue beyond their agreed payment terms.
- The customer has an outstanding balance greater than £0.
Example
If a customer has 30-day payment terms:
| Invoice Age | Email Stage |
|---|---|
| 0 to 45 days | Stage 1 |
| More than 45 days | Stage 2 |
| More than 60 days | Stage 3 |
If the customer has a credit balance that reduces their overall account balance to £0 or below, they will be excluded from the automatic statement process.
If a credit exists but the overall balance remains above £0, the customer will still be included.
Important Notes
- A separate email template can be used for each debt stage.
- If a customer has invoices across multiple debt stages, only one email will be generated.
- The system always sends the most severe applicable email:
- Stage 3 takes priority over Stage 2.
- Stage 2 takes priority over Stage 1.
- Every email includes the customer's current statement.
- Automatic Statement Emails are disabled by default and must be enabled on the relevant Company Class.
- Generated emails remain in the Pending Email queue until they are sent manually or processed using the KSDMU Email Pending function.
Prerequisites
Before Automatic Statement Emails can be used, you must configure:
- Company Classes
- Customer options
- Email Templates
- Debt Stages
- An automated batch process
Enable Automatic Statements in Company Classes
- Open a System Data screen (show me how).
- Press Alt + E or click Edit.
- Tick the Allow Auto Statement checkbox.
- Press Ctrl + S or click Save.
Configure Customer Records
Each customer must be configured to receive statements by email.
- Open a Customer or Supplier record.
- Load the required account.
- On the [ Customer | General ] tab, switch to the Additional Options panel.
- Tick Statement by Email.
- Confirm that a valid email address is recorded for the account.
Create Email Templates
You will need separate email templates for each reminder stage.
For setup instructions, see:
A typical setup might include:
| Debt Stage | Example Template |
|---|---|
| Stage 1 | Statement Reminder |
| Stage 2 | Overdue Statement |
| Stage 3 | Final Statement Reminder |
This allows the wording of each email to become progressively firmer as the debt becomes more overdue.
Configure Debt Stages
Debt Stages determine which email template is used and when it should be sent.
For full setup instructions, see:
When configuring Debt Stages, two additional fields are available:
Auto Statement
Tick this option to include the debt stage in the automatic statement process.
Email Template
Select the email template that should be used when customers enter this debt stage.
Example
| Debt Stage Description | Email Template |
|---|---|
| Second Statement Warning | Statement - Period 2 |
| Final Reminder | Statement - Period 3 |
Configure the Batch Process
Automatic Statement Emails are generated using a scheduled batch process.
This batch file must be configured by Khaos Support.
When requesting setup, quote:
Development ID: 020151
Using Automatic Statement Emails
Once all setup has been completed, the process runs automatically.
- The scheduled batch file runs the KSDMU function.
- Khaos Control identifies customers who:
- Have overdue invoices.
- Have a positive outstanding balance.
- Are configured to receive statements by email.
- Belong to a Company Class that allows automatic statements.
- The system determines the customer's highest applicable debt stage.
- An email is generated using the corresponding email template.
- A copy of the customer's current statement is attached automatically.
- The email is placed into the Pending Email queue ready for sending.
Additional Information
- Automatic Statement Emails can be used for both customers and suppliers where appropriate.
- Customers with no outstanding balance are excluded from the process.
- Customers with invoices in multiple debt stages receive only one email.
- The most overdue invoice determines which template is used.
- The email generation process does not automatically send emails unless a separate email processing routine is configured.
- Regularly review email templates to ensure they reflect your organisation's credit control procedures and tone of communication.