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:  

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 below, statements or remittance will generate a dialogue similar to the following:

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.

A log of email addresses and attached documents is visible above each statement or remittance. (Point 1 in the image 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).

There is also a link to download a PDF of each remittance advice or summary statement with its included statements (Point 3 in the image above).

Once an email has been sent, a log of the email address and attached statement name 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.