Sending of Automatic Statements to customers who have an outstanding balance

Proposal summary

The requirement was to send automatic statements to customers monthly to remind them about their overdue payments. The solution we are planning is to create a scheduled workflow which will send the statements automatically to the customers who have an outstanding balance in each month.

Requirement 

The requirement was to look in NetSuite  for a list of all customers who have an outstanding balance (typically only customers with Net30 terms) and send them an automatic email notifying them of their current balance.

Our Solution

The solution we are proposing is that we will create a saved search first to fetch all the customers who have an outstanding balance (Term criteria can be also added here ). This saved search will be given as a condition in the workflow. This workflow will be a scheduled one, so that it will run automatically according to the scheduled time. Workflow provides an action called “Send mail”, which can be used to send emails to customers. 

A specific employee can be added as the sender and customer email can be added as the recipient. Currently we are planning as follows.

• Sender : Current user (Please suggest if there any specific sender employee)
• Receiver: customer (we will fetch the email from the field in the “Email” in the customer record)

We will create a dummy email template and attach it with the workflow. The subject and the body of the email can be customized by editing that specific temaplate. Then the statements  can be added to email. These statements will include transactions that are open. Whenever this flow runs, it will send  an email to the customers who have an outstanding balance. 

Assumptions

• The email template message and body can be customized. But the Statement fields and its look and feel can not be customized. 

• This email will provide the overall amount due information along with the overdue balance in invoices.
• The statement output format will be PDF .
• We are not adding a start date and end date for the statement. (Note: we have many options in the workflow, like end of fiscal half before last, end of last month etc)
• We will check the “show only open transactions” checkbox in the workflow.
  If you choose to show only open transactions and do not include a start date, the statement includes all open transactions in your customer’s history
• 

Budget and Time

8 Hours