Introduction
The Customer Statement Report can be found under Reports > Standard and Advanced Reports > select Type 2 - Customer Facing Reports from the Type dropdown.
This report is very useful to travel companies using the invoicing receipting method because it generates a statement with a list of outstanding invoices, receipts and credit notes.
You can run this report for a specific customer and obtain their own statement only. But you can also run this report across all your customer base, and the report will include multiple statements, one per customer.
Please note that the settings required to schedule a report are available only under Advanced Reports.
Additionally, to follow all the steps described in this article you need to have the appropriate security permissions. If you do not have access to any of the areas mentioned in this article, liaise with your Dolphin administrator.
How to configure a report to be scheduled
- In the BMM, go to Reports > Advanced Reports > select Type 2 - Customer Facing Reports from the Type dropdown > select the Customer Statement Report in the Reports section.
- Create a copy of this report by following the steps described in this article.
- The copied and renamed report will move down in the Reports list. Scroll down the list of report names to find your renamed report and select it.
- If necessary, amend the where clauses in the Where Clause area to filter the records that will be captured by the report. For example, if you sell travel products to leisure and corporate clients, but you wish to use this report to send the statement to companies only, you will need to add the where clause Customer Type Equal To Y (where Y stands for "company profile"):
- Select the Retrieve button next to the Reports section:
- The Add Query dialog will appear:
- In the Report Details tab, enter the relevant data in the below fields:
Reports Name | If necessary, you can edit the report name again. |
Report Type | If you wish to keep all the scheduled reports in their own report type, you can enter a Report Type name in this field therefore creating an additional report type: for example Scheduled Reports. This will mean that all of your scheduled reports will sit within the same report type making it easy for you to find the report next time. |
Email Recipient |
This dropdown shows you three options: Manual Select this option if you wish to manually enter the recipient email address in the Scheduler tab. This option is useful if you want to save a copy of the customer statement report applicable for one customer only. Vendor This option is not relevant in this example. Customer Select this option if you wish Dolphin to automatically send each statement included in the report to the relevant customer. In order for this feature to work you need to add an email address labelled as Report email in the Contact Info area of the client, company or agency profile. |
Cust ID for Emailing Field |
In order to use one report to send individual emails to each customer, select one of the below options from this dropdown: Agency ID Select this option to send the statement to travel agencies. Client ID Select this option to send the statement to leisure clients. Company ID Select this option to send the statement to corporate clients. Customer ID Select this option to send the statement to all customer types (clients, companies and agencies). |
Customer Type for Emailing |
In order to use one report to send individual emails to each customer, select the option Customer Type from this dropdown. |
- In the Scheduler tab enter or select the relevant data in the below fields:
Method | In order to use this report to send individual emails to each customer, select the option Email from this dropdown. |
Copies | By default this is set to 1 but you can change it if necessary. |
Format | Select the relevant option from this dropdown: HTML, Word, PDF and Excel. |
Cust Email Type |
The options available from this dropdown are: Do not email Select this option if you do not want the email to be sent to a particular email address entered within the customer profile. Report email Select this option if you want the email to be sent to the email address labelled as Report Email within the customer profile. Email (to) Select this option if you want the email to be sent to the email address labelled as Email (to) within the customer profile. Email (cc) Select this option if you want the email to be sent to the email address labelled as Email (cc) within the customer profile. Email (Info only) Select this option if you want the email to be sent to the email address labelled as Email (Info only) within the customer profile. |
To/CC/BCC, Subject, Message | Enter the email addresses and relevant information into these areas. |
Every | Select this radio button if you wish the report to be emailed every X number of minutes. |
Set Times |
Select this radio button if you wish the report to be emailed every week on a specific week day or on a specific calendar day. The example shows that the report will be emailed every Friday at 12 pm and every 15th of each month also at 12 pm. |
- Select OK to save all the settings you configured.
- Select Save on the bottom left hand side to save all the report details.
Running the Report Scheduler
Once the report is setup as required, the Report Scheduler will be in charge of running the report and emailing the statement to the applicable customers. While the Report Scheduler is running no other activity can take place on that instance of the booking management module. If you require this to run at all times you will need to purchase another license. Alternatively, scheduled reports can also be run as a Window Service. Please contact our support team for more information on this setup.
To manually start the scheduler, select Bulk Operations > Scheduled Task Manager > select the Reporting checkbox > select Start:
The box to the right will show the date of the next scheduled report.
To stop the scheduler, select Stop > Close.
Would you like to know more about the Dolphin Reports module?
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