For Remittance Advice (RA) that comes on completion of a Payment Cycle, Mosaic separates out automatically who has a printed RA and who has an emailed RA based on what has been configured for each service user.
For those set to email at the time a cycle completes, the system sends their remittances via email. For those set to Paper, it generates a PDF that can be printed and posted to the payee.
Enabling the Remittance Advice by email functionality requires some setup and testing and may need Access support for hosted customers and guidance for non-hosted customers.
You'll see below the set ups involved.
📌Note: Emailing Billing Advises from Billing cycles isn’t a feature in current Mosaic versions only Remittance Advice from Payment Cycles is supported.
Prerequisites
Mosaic doesn't send the emails; it composes the emails to be sent from an Email/SMTP server. You will therefore need an Email/SMTP server configured to accept requests to send emails from Mosaic. This may involve configuring firewall rules to allow this.
Connection to your Email/SMTP server can be tested outside of Mosaic in advance of configuring Mosaic and is advised as a first step.
For hosted customers only:
Please raise a new case online and reference the title of this article to undertake the prerequisite tests before proceeding to the Payee set ups.
We will need a populated screenshot from you from the 'Configuration for Emailing of Remittance Advices in Mosaic' section below which we ask you to read for further information.
Configuration for Emailing of Remittance Advices in Mosaic
For non-hosted customers, go through the documentation below and make sure the SMTP configuration (server and port) is set up in the configuration tools and that firewalls let data out of Mosaic correctly. Your internal IT team will need to test this, but once it’s fully set up, the system should automatically send items to their configured destinations.
For hosted customers, you’ll still need to follow the instructions below and add the information to the case you’ve raised with us. We’ll work with your internal IT team to make sure your needs are met and that firewall testing is conducted by both parties.
Go to the Tools menu select Configuration Tools then Email (see screenshot below).
Enter the Host name and Port for your Email/SMTP server. The Username and Password are optional and won't be required if your Email/SMTP server allows anonymous connections.
Complete the From Address (The email address Remittance advice emails will be sent from).
Complete the Email Subject.
Add text to the Email Text field (Although the screen shows this as not asterisked and not mandatory, we know for versions at least up to 22.1 that Remittances via email will fail as the system does actually expect a value).
If your Email/SMTP server requires a TLS connection, then the system property enableEmailTLSConnection will need setting to true (the default is false). See SQL below.
update system_properties set value='true' where name='enableEmailTLSConnection';
For each Payee to be sent Remittance Advices by email
People
Step 1
From the person summary page select Person details from the side menu and then select Telephone numbers / E-mail.
Select the E-mail address tab.
Enter the E-mail address on this screen.
Click the Save button.
Step 2
From the person summary page select Person details from the side menu and then select Finance data.
Select Email from the Report Delivery Method drop down list.
Click the Save button.
Organisations
Step 1
From the Organisation summary page select Organisation details from the side menu and then select Web.
Enter the Email address on this screen.
Click the Save button.
Step 2
From the Organisation summary page select Organisation details from the side menu and then select Supplier Data.
Select Email from the Report Delivery Method drop down list.
Click the Save button.
