Statements and Invoices for Epicor BisTrack
Monthly statements and a weekly invoice email built from BisTrack’s own invoice copies, the signed delivery ticket behind each one, every invoice sent once, to the customers you enroll.
Collections & ARUpdated Oct 202620 ERPs
See it work on BisTrack.
Click through the steps. Fictional data, in BisTrack’s terms; the real thing runs on BisTrack.
| Invoice | Date | Amount | Job | POD | Send |
|---|---|---|---|---|---|
| 39102 | Oct 13 | $4,218.40 | Lot 14 · Birchwood | Signed | Selected |
| 39118 | Oct 14 | $1,960.00 | Lot 14 · Birchwood | Signed | Selected |
| 39141 | Oct 16 | $7,304.25 | Lot 16 · Birchwood | Signed | Selected |
| 39160 | Oct 17 | $612.80 | Counter | None | Skipped |
Cedar & Stone’s week, by job.
Tools in this workflow.
Pieces your customers and your team use directly, on their own or inside this workflow.
The problem, as it happens in BisTrack.
Statements go out once a month from BisTrack, and the questions start the next day: can you send me that invoice, with the signed ticket, and the credit memo you mentioned. Someone pulls each copy from BisTrack Document Management, finds the ticket in the scan folder, and emails it by hand.
Project accounts want their invoices by job. Some want them weekly. Some want accounts payable copied. BisTrack has one statement cycle and one address on the customer record.
How it works.
- 1
Monthly statements
On the 1st or the 15th, pushed past a weekend, each statement covering the previous month, built from BisTrack’s open items, with a pay-online code. Only to customers you enroll.
- 2
The weekly invoice email
First business day of the week: one PDF holding each invoice from the week just ended, followed by its proof of delivery, in date order. Only to the customers you enroll.
- 3
Any set of invoices, on demand
On the customer page, pick the invoices, choose To and Cc, attach delivery tickets and credit memos, preview the email as it will read, send.
- 4
Sent once
A ledger of what went to whom. A delivered customer is never emailed the same invoice twice; a credit memo rides once, with the next email.
How it connects to BisTrack.
Lunica reads BisTrack’s open items, the customer record and the invoice copies in BisTrack Document Management through a read-only login to the BisTrack SQL Server database and its reporting views. A statement is built from the open items as BisTrack has them on the day it runs; an invoice email carries BisTrack’s own invoice copy, with the signature capture where the driver collected one. Terms and the statement address come from the customer record.
Nothing is posted to BisTrack by Lunica. A statement or the weekly invoice email goes only to a customer your team enrolled, on the schedule your team set; any other send is picked, previewed and sent by a person. Every send is logged against the account. A payment made from a statement’s pay-online code comes back to BisTrack as a BisTrack import where one exists, or keyed by your team from what Lunica prepared, and a person posts it.
What a week looks like.
- Statement questions drop, because the ticket came with the invoice.
- Project customers get their invoices by job, weekly.
- Every send is logged: who, what, when.
- Credit memos reach the customer the first time.
Questions
Who gets a statement?
Only customers on the statements roster, a per-customer switch your team controls.
Where do invoice copies come from?
From BisTrack’s own invoice copy in BisTrack Document Management, including the signature capture where the driver collected one.
Can we send to AP and the project manager?
Yes. To, Cc and Bcc per send, and defaults per customer.
What about customers who want paper?
Leave them off the roster. Nothing changes for them; BisTrack prints their statement as it always has.
Does it write to BisTrack?
No. Lunica reads the open items and the invoice copies and sends the email. The statement run in BisTrack is yours to keep or retire, and a payment made from a statement is posted by your team.
Can a customer pay from the statement?
Yes. Each statement carries a pay-online code that opens a payment page under your name. The payment comes back as a remittance your team posts.
Does it need a server?
Lunica runs on one Windows server inside your network, beside BisTrack’s SQL Server, set up and maintained by Lunica. It reads Epicor BisTrack through a read-only login to the BisTrack SQL Server database and its reporting views. There is no inbound connection from outside your network.
What does Lunica read in BisTrack?
The customer record, open items and terms, purchase orders and receipts, the product record, quotes and order history, as each workflow needs them. Read-only, and only the rows a task is about.
Can it post to BisTrack?
Nothing lands in BisTrack without a person. What belongs in BisTrack goes back as a BisTrack import where one exists, or keyed by your team from what Lunica prepared.
What about our documents?
Invoice copies and scans keep living in BisTrack Document Management. Lunica reads them when a workflow needs one and never writes to them.
The same workflow, on another ERP.
Statements and Invoices is written for every system on the list. You’re reading the BisTrack version.
See it on your BisTrack data.
Thirty minutes. We walk the workflow on BisTrack data, then map it to yours.