This guide provides a comprehensive overview of how to generate and email customer statements in HirePOS. By following the outlined steps, you can efficiently track customer transactions and outstanding balances, ensuring effective communication with your clients.

To preview a statement for a single customer, follow these steps:

1. From the main menu strip at the top, navigate to Sales/Hire > Customer Overview.

2. Look up the existing customer to view their details and sales history.

3. Click the Reports tab.

4. Choose between the Outstanding layout (displays invoices with outstanding amounts) or the Running Balance layout (shows invoice and payment history with a running balance).

5. Filter out any On Hire invoices or set a specific statement date.

6. Utilize the Invoice & Payment History option for detailed transaction lists.

7. Click the Preview button to view the statement, which can be printed, emailed, or saved as a PDF.

When emailing statements, it is essential to have a Statement Email Template configured. To set this up:

1. Go to Setup > Preferences > Email Templates/Settings from the main menu.

2. Access Other Email Templates and select an existing template named Statement or create a new one.

3. Enter a BCC email address for archiving purposes.

4. Customize the Subject and Message using placeholders for automated information insertion.

5. Save the changes to apply the template for statement emails.

To email customer statements in bulk, follow these steps:

1. Access the Email Statements screen via Sales/Hire > Email Statements.

2. Set up a new email template named Statement for automatic selection.

3. Apply filters as needed and click Refresh to update the list.

4. Select customers with outstanding balances or choose specific recipients.

5. Click Email Statements to send out the statements.

You can send emails to multiple recipients by separating email addresses with commas in the TO and CC fields. However, BCC currently supports only one recipient. To forward BCCs to multiple inboxes, consider using inbox rules or mailbox configurations.

To add a statement message that appears at the bottom of the customer statement, follow these steps:

1. Access Setup > Preferences > Sales.

2. Enter your message in the Statement Message field.

3. Save the changes to apply the message to customer statements.

4. Preview a customer statement to ensure the message layout meets your requirements.

By following these steps, you can efficiently manage and communicate customer statements in HirePOS, ensuring clear and accurate transaction records.