Statements and Invoices for Epicor Prophet 21
Monthly statements and a weekly invoice email built from Prophet 21’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 Prophet 21.
Click through the steps. Fictional data, in Prophet 21’s terms; the real thing runs on Prophet 21.
| 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 Prophet 21.
Statements go out once a month from Prophet 21, 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 Document Link, 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. Prophet 21 has one statement cycle and one address on the customer master.
How it works.
- 1
Monthly statements
On the 1st or the 15th, pushed past a weekend, each statement covering the previous month, built from Prophet 21’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 Prophet 21.
Lunica reads Prophet 21’s open items, the customer master and the invoice copies in Document Link through a read-only login to the Prophet 21 SQL Server database. A statement is built from the open items as Prophet 21 has them on the day it runs; an invoice email carries Prophet 21’s own invoice copy, with the signature capture where the driver collected one. Terms and the statement address come from the customer master.
Nothing is posted to Prophet 21 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 Prophet 21 as a Prophet 21 import or API call 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 Prophet 21’s own invoice copy in Document Link, 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; Prophet 21 prints their statement as it always has.
Does it write to Prophet 21?
No. Lunica reads the open items and the invoice copies and sends the email. The statement run in Prophet 21 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, or beside your hosted Prophet 21, set up and maintained by Lunica. It reads Epicor Prophet 21 through a read-only login to the Prophet 21 SQL Server database. There is no inbound connection from outside your network.
What does Lunica read in Prophet 21?
The customer master, open items and terms, purchase orders and receipts, the item master, quotes and order history, as each workflow needs them. Read-only, and only the rows a task is about.
Can it post to Prophet 21?
Nothing lands in Prophet 21 without a person. What belongs in Prophet 21 goes back as a Prophet 21 import or API call where one exists, or keyed by your team from what Lunica prepared.
What about our documents?
Invoice copies and scans keep living in Document Link. 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 Prophet 21 version.
Lumber and building materials
Wholesale distribution
- Epicor Prophet 21
- Epicor Eclipse
- Infor CloudSuite Distribution
General business
Another system? Tell us which →
See it on your Prophet 21 data.
Thirty minutes. We walk the workflow on Prophet 21 data, then map it to yours.