Emailing Statements

Stison provides you with the ability to deliver your Royalty Statements and, where required, your remittance notices via a bulk email. For each Royalty Run on any config, this can only be done once for the statements and once for remittance. 

You can also customise the email address that statements are sent from. This is done in the Royalties configuration screen. Details of how to create or edit this can be found in the Creating Royalty Schedules document.

Navigate to Pay Run in the Royalties module, and you will see a screen similar to the one below:  

Once you are happy with your statements, and they are ready to be sent select 'Close'. You will then see the following screen:

To generate the PDF statements, select 'PDF'. (note - if the pdf's are still being generated, you will see eg '7 statements to pdf' which indicates the number that has been generated so far). 

Once the PDF's are generated, any statements or remittance advice notices that have not been bulk emailed out will have an Email button located by them.

By clicking the Email button, the following screen will appear:

Using this form, you can populate the subject and body text of the email.

There are three dynamic fields: first name, last name, email. These can be used as mail merge fields and can be placed in the body of the email wrapped with squiggly brackets.

For example:

The statement or remittance will get attached automatically dependent upon which email button was clicked. If update template is checked, the email subject and body will be saved and will be used to auto populate the form on next use.

Tip: Sending emails from this area will send to ALL payees with email addresses on the selected run. Do not use to test the system.

Once an email has been sent, a log of the email address and attached statement names will be added to the notes section. Additional notes can be added here by clicking the + link. They will all be shown as per the example below.

It is also possible to send individual emails with one attached statement or remittance advice. To do so, select the desired pay run and view statements or remittance advice. Click on the blue email button above the desired item (Point 2 in the image above).

Failed Emails

You can also access a report which details the success of the emails. If there are any failures, they will be shown here. (please note that this report generates overnight, so will show the correct data the following morning)

On the pay run screen, once you have sent your emails, this icon will appear:

Once the report has been generated (overnight), you will see something like this: