BPM for SAP Business One - Automated Invoice Management

What does this Task do?

This automated Task is scheduled to run on a daily basis to send email payment notifications to customers one week before an invoice is due and then again a week after the due date if it is still outstanding. For overdue invoices, a new activity is set for the appropriate account manager to contact the customer. N.B. The frequency or dates that the task is run may be configured to suit your company policies and procedures.

What are the business benefits?

Automating this process provides the following benefits:

• Automatically manages the invoice progressing activity.

• Shorter debtor payment cycles.

• Ensures that all invoices are included in the process.

• Applies the current company policy across to all accounts.

How was the Task created?

The automated Task was created by simply dragging and dropping the following Tools onto a Task Plan:

Schedule This Event Tool was used to create the first Step in the process that triggers the Task to run on a daily basis.

Databse Query (ODBC) This Input Tool was used to create the second Step in the process that extracts the account details from the database, including a calculation of the invoice due date against the current date, and presents them as a recordset.

Format As HTML This Format Tool was used to create the third Step in the process that merges the account details from the recordset into an HTML document.

Send Message (SMTP) This Output Tool was used to create the fourth Step in the process that incorporates the HTML document from the previous Step into the body of an email message and then sends it to each customer whose invoice is due for payment in one week.

Format As HTML This Format Tool was used to create the fifth Step in the process that merges the account details from the recordset into an HTML document.

Run VB Script This Execute Tool was used to create the sixth Step in the process that runs a script to set a new activity for an account manager where an invoice is a week overdue.

Send Message (SMTP) This Output Tool was used to create the last Step in the process that incorporates the HTML document from the last Format As HTML Step into the body of an email message and then sends it to each customer whose invoice is a week overdue for payment.