Understanding Mail details

Modified on Fri, 24 Jul at 5:51 PM

When you select a specific document in the Mail tab, the Mail details pane shows the key information Payreq holds for that document. This includes the details used to identify the customer, match the document to a Subscription, show document information to the recipient, support payment and reminder features, and track how the document was processed through Payreq Delivery.

What are Mail details?

Mail details are the document metadata associated with an uploaded bill, notice, invoice, or other Mail item. They may include:

who the document belongs to
the customer or account details used for delivery
bill-specific information such as due dates, balances, and payment amounts
the current delivery status
when the document was uploaded, approved, sent, or actioned
a preview of the document PDF

The exact fields shown vary depending on the document type, your configuration, and the information supplied in the upload file.

Types of Mail details

Mail details generally fall into three groups.

The Mail details pane, with the three groups of fields colour-coded

1. Mandatory record information (orange)

Mandatory record information identifies the document and matches it to the correct customer or Subscription. The mandatory fields are:

Contact ID
Date Created
Due Date
Amount Due

2. Additional document and payment information (blue)

Additional information includes bill-specific fields and other details supplied with the document. These help recipients understand the document, and can support payment, reminder, and customer service processes.

Field	Description
Account number / customer number	Additional identifiers displayed against the document. These may match fields printed on the PDF.
Property address / related address	The property, service, or account address associated with the document.
Total due	The total amount due for the document.
Due date	The date payment is due. This may be used for reminders or payment scheduling.
Minimum amount due	The minimum amount payable, where applicable.
Account balance	The current account balance shown for the document.
Previous account balance	The previous or opening balance carried into the document.
Mail type	The type of Mail item, such as a bill, notice, invoice, or payment-required document.
Auto Payment Status	Whether an automatic payment is scheduled or associated with the document.

Some of these details may be shown to the recipient in their Payreq Mailbox. They may also be used to pre-fill payment instructions or support reminder notifications.

3. Processing and delivery information (purple)

Processing information shows how the document has moved through Payreq Delivery, so you can confirm whether it has been uploaded, reviewed, approved, sent, archived, or externally actioned.

Field	Description
Status	The current document status, such as Awaiting Review, Sent, Undeliverable, Undeliverable Actioned, or Archived.
Sent by	The delivery method or channel used for the document.
Date created	The document date or creation date supplied in the upload file.
Received by Payreq	The date and time Payreq received the document.
Job ID	The upload job the document belongs to. Useful when reviewing a batch of uploaded Mail.
Approved	Who approved the document for sending, and when, where review before sending is enabled.
Mail recipients	Recipient and delivery channel information, where available.
Mail view log	Whether the document has been viewed, where applicable.
Email sent log	Email delivery information, including sent, delivered, and opened events where available.
External action	Whether an undeliverable document has been handled outside Payreq, such as being printed and mailed manually.