Add a default invoice report schedule

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

  2. In the Default Schedule pane, select Add Default Schedule. The Create Default Schedule window opens.

  3. Complete these fields:

    Required field: *

    Field Definition

    Customer Type *

    The kind of customer that this schedule should apply to

    Select an option from the dropdown list. Depending on your setup, you may see different options.

    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.

    Notes:

    1. The time you select is the server time. For example, if you are in one time zone, and your server is in another, the emails are sent when it is your selected time in the server’s time zone.

    2. 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’s task settings. For example, if your selected Send Time is 3 P.M., but the Windows Server email task is set to run at 11 P.M., the emails will not be sent until 11 P.M.

    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 the program should apply this default schedule to new customers.

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

  4. Select Save. The Default Schedule pane shows the new default schedule.

How a default schedule works

When you create a new customer, Invoice Report Scheduler assigns that customer an invoice schedule report if:

  • The selected Customer Type matches the Customer Type of one or more of the default schedules.

  • The user enters the new customer’s email address on the Optional Info tab of the Add New Customer window.

Example

You have two default schedules, one for standard customers and one for owner/operators. You create three new customers:

  • You assign Customer A the Standard Customer Customer Type. You do not add an email address for this customer.

  • You assign Customer B the Standard Customer type. You include the customer’s email address.

  • You assign Customer C the Owner/Operator type and include the customer’s email address.

Invoice Report Scheduler will automatically add new Customer Schedules for Customer B and Customer C. Because Customer A does not have an email address, no Customer Schedule is created.

The next time there are invoices for Customers B and C that match the customer schedule requirements, Invoice Report Scheduler will email those invoice reports to the customers.