Add a customer invoice report schedule

  1. Go to Menu > Reports > Scheduler > Invoice Report Scheduler. The Invoice Report Scheduler page opens.

  2. At the bottom of the Customer Scheduler pane, select Add Customer Schedule.
    The Create Customer E-mail Schedule window opens.

  3. Complete these fields:

    Required field: *

    Field Definition

    Bill To Customer *

    Customer who should receive the invoice

    Start typing the customer’s name in the text box. The program presents you with a list of matching customers. Select the Bill To Customer from the list.

    Schedule *

    Select one of the three schedule frequency options:

    • Daily

      If you select the Daily option, the Schedule Options dropdown list is turned off. Schedule Options only apply to weekly and monthly schedules.

    • Weekly

    • Monthly

    Schedule Options *

    The options available in this dropdown list depend on which Schedule option you selected: Weekly or Monthly.

    If you selected Weekly, the Schedule Options are:

    • Sunday

    • Monday

    • Tuesday

    • Wednesday

    • Thursday

    • Friday

    • Saturday

    If you selected Monthly, the Schedule Options are:

    • First Of The Month

    • Middle Of The Month

    • End Of The Month

    Send Time *

    Select the hour, minute, and AM or PM from the dropdown list.

    Note: This is time the program will send the invoice emails to the server for processing. The actual time the emails are sent depends on your Windows Server settings.

    Status *

    Select one of these options:

    • OPEN

    • COMPLETE

    • CLOSED

    Notes:

    1. An invoice must be in your selected status when your selected schedule Send Time arrives.

      For example, assume you have set up this invoice report schedule: Each Monday at 4:00 PM, email all invoices for this customer that are in Open Status. That is, the Schedule is set to Weekly, the Schedule Option is set to Monday, and the Send Time is set to 4:00 PM.

      If someone changes the status of an invoice from Open to Closed at on Sunday at 3:55 P.M., the program will not include that invoice in the report because the invoice was no longer in Open status on Monday at 4:00 P.M.

    2. If you select OPEN status, the invoices included in the report will be marked DRAFT. This alerts the recipients that the invoice totals may change when the invoice Status changes to CLOSED.

    Invoice Report *

    Select which invoice report you want to send:

    • Invoice Detail Report

    • Invoice Summary Report

    Send Report As Batch?

    Sets whether the program sends each invoice report as a separate email or as one email that includes all the applicable reports.

    As many customers may have multiple invoices, Trimble recommends that you select Send Report As Batch? to keep from flooding your customers' email program.

    Enabled?

    Sets whether this new schedule is active.

    Select the checkbox to turn this schedule on. Clear the checkbox to turn this schedule off.

    Send To:

    Enter the email address of the person who should receive the invoice report. If you want to send the report to multiple people, enter each email address separated by a comma.

    Example: [email protected], [email protected]

    Note: The text in the Send To box appears in red until the program recognizes a complete email address (that is, a name, the @ symbol, and a domain). Once an address is complete, the text changes to black.

  4. Select Save. The Customer Schedule pane shows the new customer schedule.