How do I Email Documents, Statements and Reports?

Using email facilities throughout the system.

Written By Gerry Mckeown ()

Updated at April 25th, 2022

1.    Introduction:

As you would expect from a “Cloud” based online system and in keeping with its “Paperless Office” concepts and ideals, the system fully accommodates the email transmission of all the traditional paper based commercial records and documents required for the orderly and legal conduct of business between two enterprises and also the relevant audit and tax authorities. These include the email transmission (via attachments) of Sales Invoices, Credit Notes, Remittance Advice Notifications, Goods Receipt Advice Notes, Reminders, Account Statements, etc., and many more such documents. This system also fully accommodates the recall, the email retransmission and the hard copy reproduction of these documents if and, as and when, required – either through its own re-print facilities or through the use of PDF printing facilities.

As well as the primary documents entered into the system, all subsequently produced Management Reports can also be emailed and forwarded to the desired group of recipients.

2.    Email Addresses: 

Email addresses are held on the Customer and Supplier (Vendor) Master Records. You can record several email addresses in the same email field – separated by “;”. If email addresses are properly recorded against a Customer or Supplier (Vendor) they will automatically be reproduced in the Transaction Document Email “To” field. Otherwise you will have to supply the email addresses when forwarding an email.

3.    Emailing Transaction Documents & Statements: 

You can email Transaction Documents from the relevant grid where you see this symbol (highlighted in Red);

This will bring up the following window – in this case with the Sales Invoice attachment for Customer “Alpine Co”. You can also attach other Documents such as the Customer’s Order;

Similar facilities exist against most transaction Grids, where relevant.

You can email a Customer’s Statement by clicking on the Customer Account No. anywhere in the system.

You will also encounter other emailing facilities throughout out the system as in this example of emailing the Customer Invoice;

Or here, from the Transaction Browser;

You can also Reprint in the Reports Manager and then “View” it and “Email it;

And you can also use the PDF email facilities when you print a document or report;

4.    Bulk Emails: 

With Bulk emails, you can email a selection of important documents to your Supplier (Vendor) and Customers as attachments. Go to Sales>Batch Invoices or Sales > Item Invoices. 

If you can see a number of the proposed emails have failed due to a lack of a valid email address, you can take a number of corrective and amendment actions. You can;

    (i)     Edit the Default Message for individual Emails.

    (ii)     De-Select an Email (i.e. “Do not Send”).

    (iii)     View the Actual Statement of Account.

(After you have sent your emails, you can then call down the Email Log to view the status of these emails and any other emails (e.g. individual Transaction Documents and/or Reports) previously sent.)

In this example, we are demonstrating how the Bulk Email functionality works in regards to the forwarding of Customer Statements, although several other transaction document types can also be accommodated within this program. First, you'll be asked to confirm your batch selection and then you are asked to confirm the Report and Invoice Style from the Drop Down List. 

Next, you will be asked to enter the Subject Line and a Default Message to appear in the body of the Email (the Statement itself being an attachment).

5.    Reports: 

The Reports Manager facilitates the Emailing of all Reports in the System. Again, you will be asked to supply the “To” Address details (one or more), the Subject Line and any Message you might want to incorporate in the body of the text (the Report being an attachment). When you have sent the email, an entry will be generated in the Email Log.

6.    Integration with Postmark Email Service: 

The system handles a considerable volume of emails on a daily basis. It’s extremely important that these emails arrive at their respective recipient’s In-box and not be classified as spam and end up in Junk mail or otherwise blocked by the Customer’s mail system. The system is now integrated with a 3rd party dedicated email routing system called Postmark. All the emails produced by the system are routed through this service (which is “Whitelisted”) in order to ensure that they end up in the recipient’s inbox.