Customer Statements. User Guide

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1 Customer Statements User Guide Version 1.1 June 2015

2 Contents Introduction... 3 Audience... 3 Prerequisites server settings requirements... 3 Setting up statements... 4 Setting up customers to receive statements ing account customers their statements... 8 Troubleshooting Common solutions to issues Menu item Statements is not enabled Customer profile s Statements check box is not enabled Blank account statement preview Failure result in Statement Send Result Report Some customers received their statements, but some didn t Disclaimer Screen captures from Minfos are used in this document. While care is taken to use fictional data, some of these images might contain names, addresses, or other details of individuals and/or organisations. Any fictional or nonfictional names, addresses, drug histories, or other details about individuals or organisations are used for demonstration purposes only. Copyright 2015 Symbion Pty Ltd trading as Minfos. ABN

3 Introduction Introduction This document explains how to configure your Minfos software to enable functionality, set up your account customers, and run statements for . ing your account customers their monthly statements can be used in addition to, or instead of, printing and posting their statements. can save you the time and cost of traditional postage, or it can increase your billing coverage, by allowing you to send an extra reminder to customers. Audience This document is intended to be used by pharmacy staff who bill their account customers. Prerequisites To complete this guide, you require: Minfos version or above. ing statements was introduced in version 3.7.1; this guide covers some enhancements. Your store's outgoing server address and settings. Contact your internet service provider (ISP) or hardware vendor for these details. server settings requirements Your store s account uses an outgoing mail server to send s, which is specific to your account s domain and the setting your ISP has provided. For when you complete the first process, Setting up statements in Minfos, it s important to note that your server address: Must support SMTP for outgoing mail. Might require authorisation a username and password. Might use an SSL or TLS, which adds security to your s. Currently cannot be Gmail. Page 3 of 12

Setting up email statements Setting up email statements Through this Maintenance menu option in the Customers module, you can set up your Minfos software to email PDF statements with your store s own

4 Setting up statements Setting up statements Through this Maintenance menu option in the Customers module, you can set up your Minfos software to PDF statements with your store s own message. You only need to successfully set up statements once for each workstation that your store will use this on. Please read the Prerequisites section before attempting to set up statements in Minfos. Contact your store's internet service provider (ISP) or hardware vendor to request your store s account s outgoing mail server settings. Minfos support cannot provide you with these details. To set up statements: 1. Go to the workstation on which you intend to account customers their statements. Your store s settings will save to the Minfos workstation on which they re entered; to statements from other workstations, you ll need to set up statements on each. 2. On the Minfos Launch Pad, click the Customers icon. The Minfos Customer Management screen is displayed. 3. Click the Maintenance menu, and then click 5. Statement Configuration. Page 4 of 12

Setting up email statements The Email Statements Configuration window is displayed. 4. In the Email Server Settings group box, enter your store s email configuration: a.

5 Setting up statements The Statements Configuration window is displayed. 4. In the Server Settings group box, enter your store s configuration: a. In the Outgoing Mail Server text box, enter the mail server address for the account that your store will use for ing customers statements from Minfos. Minfos support cannot provide you with your store's Outgoing Mail Server. If you don't know this address, please contact your hardware vendor or internet service provider (ISP). For the Minfos requirements, see server settings requirements, at the start of this guide. b. In the Port text box, 25 is shown, by default. This is the common port number for the transfer used, SMTP, and if no SSL encryption is used. Change this value, if advised by your hardware vendor or ISP. Minfos support cannot provide you with your store's Port number. Page 5 of 12

6 Setting up statements c. If your outgoing mail server requires authorisation, then: In the Username text box, enter the username or address used to authenticate your server. In some cases, the username is your address that uses the mail server. In the Password text box, enter the password used to authenticate your server. In some cases, this is the password you set for your address that uses the mail server. d. Check the Use SSL check box, to specify that your outgoing mail server uses either SSL or TSL encryption; this is unchecked by default. If your store s mail server does use SSL, then it s unlikely that the port number is 25. Minfos support cannot provide you with your store's server credentials or SSL setting. e. In the Store address text box, enter the address for your store s account. This is the address that customers can reply to, and the address that uses the Outgoing Mail Server address and settings that you ve entered in this window. 5. In the Template group box, enter the generic that will accompany the statement: a. In the Subject Line text box, enter a brief description that identifies the account statement and your pharmacy. b. In the body text box, enter your message to the customer. Enter %n for the customer s name, %i for the customer s ID, and %% for a percentage symbol. 6. Check the Statements Enabled check box, to allow statements to be sent from your store. You can't statements to your account customers unless the Statements Enable check box is checked. 7. Click Save, to save the template. Your store is now set up to customer statements, given your configurations are correct. Page 6 of 12

Setting up customers to receive email statements Setting up customers to receive email statements You can mark an account customer as able to receive email statements when a valid email address is

7 Setting up customers to receive statements Setting up customers to receive statements You can mark an account customer as able to receive statements when a valid address is recorded in their account in Minfos. You can access a customer's Accounts tab from the Customer Editing and the Customer Entry windows, in Minfos Customer Management, Minfos Retail Till, and Dispense Pro. To set up a customer to receive statements: 1. On the Minfos Customer Management screen, click the Customers icon. The Customer Maintenance window is displayed. 2. Locate the required customer, and then click Change. The Customer Editing window is displayed, with the Details tab active. 3. Click the Accounts tab, and then: a. Check the Account Customer check box, to create an account for this customer. b. In the Address text box, enter a valid and current address, then press [Tab]. To add multiple addresses for one account customer, separate the addresses with a semicolon, ;. For example, jane.mary@gmail.com;minister101@hotmail.com. c. Check the Statement check box, to send the customer statements to their account. You re now able to uncheck the Print Statement check box, if required. 4. Click OK, to save your changes to the account customer's profile. The Customer Maintenance window is displayed. Page 7 of 12

Emailing account customers their statements Emailing account customers their statements After setting up your email server and account customer

This is similar to the Re-Print Statements function, and the statements are available after the end of the month.

8 ing account customers their statements ing account customers their statements After setting up your server and account customer addresses, you can use the Statements function to send statements. This is similar to the Re-Print Statements function, and the statements are available after the end of the month. To send account customers s with their statements: 1. On the Minfos Customer Management screen, click the Reports menu, then 2. Statements, and then click 6. Statements. The Customer Statements window is displayed. Page 8 of 12

Emailing account customers their statements 2.

9 ing account customers their statements 2. In the From Customer and To Customer text boxes, leave the default values, to search all customers for accounts that are set up to receive statements, if required. All account customers are ranged, but only account customers with statements set up are included in the statement preview after step 6 of this procedure. 3. Ensure the date in the Statement Date text box shows the end of the previous month, to send a statement for the previous month. statements work similarly to re-print statements, as they need to be aged to be available to send to customers. For help with manually ageing statements, see the quick reference guide, Printing Customer Account statements on the Self Service portal s Knowledge Base. 4. According to your store procedures, check or uncheck these check boxes: Print Ageing Information and Opening Balances Exclude Laybys' Show Names Include Zero Balance Accounts 5. Click the Run Type drop down box, to select the customer type based on your store preferences; All is selected, by default. 6. Click Okay, to generate the account statements for the selected customers. The Processing window is displayed. Page 9 of 12

Emailing account customers their statements The statements for the selected account customers that have email statements set up are displayed, over separate pages, with an Email Statement

.., to email all the statements to the account customers shown on each page. If the Open File - Security Warning prompt is displayed, click Run.

10 ing account customers their statements The statements for the selected account customers that have statements set up are displayed, over separate pages, with an Statement watermark on each. 7. Review the account customer statements, to ensure the transaction and customer details are correct. 8. Click ..., to all the statements to the account customers shown on each page. If the Open File - Security Warning prompt is displayed, click Run. The Statement Send Result Report is displayed, and shows the success or failure of the s. If this contains a Failure result, your pharmacy is also ed with an automated notification this, at the account provided in your statements set up. Page 10 of 12

11 Troubleshooting Troubleshooting This section lists a handful of issues and errors that you could see, and the potential causes for them. Common solutions to issues Often the issue can be fixed by making sure that you ve: Correctly entered your store s outgoing mail server address and settings. Your hardware vendor or ISP can advise you on your store s server address. You may be able to check your mail server settings in the mail server account. Here are three common mail servers and their online help pages for their settings: MAIL SERVER Outlook webmail (originally Hotmail) Westnet Telstra and Bigpond HELP TOPIC & LINK TO PAGE Apps that support POP3 and SMTP on this Windows page: Incoming / Outgoing Server Settings on this Telstra page: Entered a valid address for your store, which uses the outgoing mail server settings you entered. Checked the Statements Enabled check box. Entered a valid address for the account customer, and checked the Statements check box. Aged your statements, either manually or automatically. For manual ageing steps, see: Printing Customer Account statements on the Self Service portal. Asked the customer to check their junk mail folder, if your send result report showed a success but the customer claims that they didn t receive the statement. Menu item Statements is not enabled If the Reports menu item 6. Statements is not enabled, then ensure that you ve checked the Statements Enabled check box at step 5 of Set up statements. Your store s settings will save to the Minfos workstation on which they re entered. Page 11 of 12

12 Troubleshooting Customer profile s Statements check box is not enabled If the Statements check box is not enabled in the account customer s profile, then ensure that: The workstation is set up for statements, including checking the Statements Enabled check box in Setting up statements. If the workstation is not set up for ing statements, then there will be no Statement check box is displayed in any customer profiles. You ve entered a valid address in the customer s profile. Blank account statement preview If the account customer statement preview is blank, at step 6 of ing account customers their statements, then either: No statements are available for the account customer and date range. The customer s end of month statement isn t available; you may need to manually age the statements. Failure result in Statement Send Result Report If the Statement Send Result Report shows a Failure in the Result column for: Some customers: Print the report and check that they re the correct customer addresses. All customers: Make sure your store's Outgoing Mail Server settings are set up correctly. Contact your ISP or hardware vendor for assistance with these configuration details. If statements continue to fail for all customers, then log a call with Minfos support. If a Failure result also shows in the Errors column: Mailbox unavailable. The server response was: Requested action not taken. To continue sending messages, please sign into your account. Log into your mail server account and follow the steps. Unable to read credentials from the registry. Please re-enter your credentials. Then repeat Setting up statements, to save the mail server settings to your workstation. Some customers received their statements, but some didn t If your ed account statements were successful for some account customers, then your setup in Minfos is correct but the issue is with the customer accounts who didn t receive their statements. Call the affected customer(s) to: Confirm that the customer s address in their Minfos profile is correct. Ask the customer(s) to check their junk or spam folder for your pharmacy s statement . Page 12 of 12

Set Up with Microsoft Outlook 2013 using POP3

Set Up with Microsoft Outlook 2013 using POP3 Page 1 of 14 Help Center Set Up E-mail with Microsoft Outlook 2013 using POP3 Learn how to configure Microsoft Outlook 2013 for use with your 1&1 e-mail account using the POP3 Protocol. Before you begin,