To start the process, select the relevant tab. For this example, select transactions.
Click the Prepare button to update the screen with all transactions that have been prepared and posted. Note – refresh will not bring through new transactions, so it is important ‘Prepare’ is processed.
It is important that any debtor documents you are planning to email have a valid contact and Delivery method of “Portal”. If you are printing (to pdf or paper) their delivery method should be ‘print’.
You can check contact details by clicking on the Delivery Method and update these by opening the client (can be done on this page) and updating the Contact details (see Contact instructions)
The default status is unconfirmed
You can preview the documents via the paper icon to the right of the tick box
The process for debtor management is via an approval process
Select via the tick box (individually or in bulk) those items you would like to approve ready for sending and then click the Approve button.
Once you have an item or bundle ready to send change the Status filter to ‘Approved’ and delivery method filter to ‘Portal’ (you can use the ‘refresh’ button to narrow your list)
Select all items and click Publish.
A box will appear to confirm you wish to publish the items – click through these and they should process and the status on all change to Publish Successful.
The standard set up is for items to send via email every 5 minutes (this can be changed via a system option, it is not recommended to set this less than 5 minutes), any items queued between say 9:10 and 9:15am will begin sending at 9:20am. You will notice the status on each document changing to ‘Busy Sending’ and ‘Email Sent’ once sent successfully.
Note – this can take some time and depends on your SMTP settings and other factors. The speed these send is not controlled by MPM.
The process is the same for Statements under the ‘Debtors’ tab.
Warning
When sending invoices or statements, always wait until the process has finished before sending the other document type.
For example, if sending invoices first, make sure that you see the ‘Email Sent’ status on all the invoices before commencing with sending the statements. If you do not wait until the invoice sending process has finished, you may end up sending a client(s) another client’s statement.
Failed emails
Always ensure you check for any failed emails by changing the status to ‘Email Failed’. If an email fails it will continue to try to send. This may then send successfully on a subsequent attempt. If after 1-2 hours it hasn’t sent you may like to investigate.
If all emails start to fail, your SMTP connection may have disconnected. This is often caused by a password change (by you or your IT team).
If any related passwords are changed, please log a Support Ticket so your SMTP details can be updated.
Another issue that arises from time to time is changes to the settings in your SMTP set up, either by your IT or by the SMTP provider, usually related to security. Again, if many emails begin failing, please check if anything has changed these settings and then reach out to support as this is not normal behaviour.
Suspended items
If there are documents you do not want to send to clients, mark their status as Suspended.
To do this simply select the items with the tick box and click ‘Suspend’.
This will remove them from the ‘not sent’ list so they are not accidentally sent out.
Resending items
If a client requests a statement/invoice/fee etc to be resent, you can do this by simply locating and selecting the item and clicking Reset status.
Then follow the standard process to Approve and Publish and to resend.
Audit trail
If you click on the link under the Status column you will see a full audit trail of each action on the particular transaction document including the date/time executed and the user who actioned.
Sending items for printing
When processing items for printing, the process is the same including
Selecting and approving items by clicking Approve
Filter the screen for Status ‘Approved’ / Delivery method ‘Print’
Select all items and click Print
This will trigger your personal printing options to appear, and you can choose actions from here.
The status will change to ‘Printed’.
