Description of Issue

Bills can be printed or emailed via the Print Invoices Program, both manually and automatically via scheduler.

Context

Cause

Some customers/clients prefer invoices to be emailed instead of Printed/Mailed.

Resolution

How to Manually Email Bills:

Navigate to: EERP>General Revenues>General Billing>Invoice Processing>Print Invoices.
Click Define.
Choose the define criteria to include the bill(s) you want to email (in order to use Ready Forms, the checkbox "Create Export File" must be selected - then File Format: XML).
Click Select.
Click ReadyForms.
Select the template and step you have setup for Emails.
1. How to setup Ready Forms Delivery Definition: Creating or Adding a ReadyForms Delivery Definition;
2. How to setup Ready Forms email step within the Delivery Definition: Add Email Step to Enterprise Forms Delivery Definition.
Select OK to initiate the process.

How to Automatically Email Bills:

Navigate to: EERP>General Revenues>General Billing>Invoice Processing>Print Invoices.
Click Define.
Choose the define criteria to include the bill(s) you want to email. Do not click accept yet.
Within the Execute This Report field, select At a scheduled time.
Click Accept. This causes the MUNIS Scheduler to open.
1. The Recur tab allows you to set this email job for a specific recurring time (weekly, monthly, on a certain day, etc.).
2. The Notify tab allows you to set a certain reminder for a specific user/email, to confirm if the email was sent successfully, with error, etc.
3. The Output tab allows you to choose what action will be done at the scheduled time.
Click OK to save MUNIS Scheduler settings.

The system will now automatically email invoices that fit the Define criteria from step 3, based on the timeframe setup on the scheduler.

Additional Information

If you wish to auto-email bills generated by Recurring Invoices program, make sure the define criteria in Print Invoices will match your generated bills. Best results are to set the Print Invoices Date Range to Today, so the Scheduler will print all bills generated the current date. This means the bills created via Recurring Invoices will have to also be generated on the same day, prior to the time set on the scheduler, otherwise those bills wont email.
The process outlined in the document also works for printing bills.

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