21-Send Email Function - Send sales document by email
Setup
i. STMP account for send out the email is required.
ii. Install MS Outlook Add-in
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2. click Add or remove components
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3. Select Microsoft Office Outlook Add-in then click Next...
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iii. Customer Card
| New field | |
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Invoicing Email Recipient (200 char) Fill up the information for default email recipients |
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Invoicing Email Contact (50 char.) Fill up the information for default salutation position in the email body. | |
Field Security User ID allowed to edit the field is control by coding in customer page. Technical Remarks: if CurrPage.Editable is FALSE for the USER ID. the user still not able to edit the fields. |
Action menu |
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Action menu for Email Sales Documents added. User can find in Departments => Invoicing => Tasks User can use the standard function Add to Actions on Role Center Ribbon if needs.
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How to use the Send Email function
1) Select the action Email Sales Documents
2) Select the Document Type then enter the Document No. that related to the Document Type. Click OK for confirm.
3) System will find the document(s) and attached to the email box, user can preview the attached file, edit the recipients or email body before send.
| Field | Description |
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| To | Default from Customer Card Invoicing Email Recipient | |
| Subject | Subject Line generated by system, <System Company Name> - <Document Type> <Document No> | |
| Attachment | PDF file for the sales documents. User can click the ... button to preview the document if needs. | |
| Email Body | Salutation - default from Customer Card Invoicing Email Contact Body - default by system "Please find the attached file you requested." |
4) To send the document
Option "edit in outlook" for allow user further edit the document or add other attachment to the email before send.
- If need to edit in outlook, check the check box then OK button
- If no need to edit in outlook and the email is OK to send directly, un-check the option "Edit in Outlook" then click OK Button
5) Once the email have been send successfully, system will prompt the message to notify user
6) Email Recipient to be receive the email
Case Handling and Example
| # | Invoicing Process | Search Document | Result | Remarks |
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| 1 | DN => Invoice => Credit Memo | DN20121007 F21010128 CM21010197 | 3 PDF file for each document to be generated | Credit Memo get posted line to return System use the DN no. in credit memo to find related invoice |
| 2 | DN => Invoice => Credit Memo Invoice included multiple DN | 201005341 | In this case, total 13 PDF for related DN, CM and the invoice to be generated | Sales Invoice get line from multiple DN |
| 3 | Invoice => Credit Memo | 210112432 INC21010170 | When search by either Invoice or Credit Memo, only the PDF file is use for search to be generated | Credit Memo get line to return System is no information in Credit Memo to find the related Invoice. The invoice no. is not stored in credit memo |
| 3 | Invoice | 210112267 | 2 PDF file for the Invoice and Receipt to be generated | Print Receipt is selected in Sales Invoice |
| 4 | DN => Invoice | DN20050825 | 8 PDF file for the DN and related invoice to be print | Sample Screen
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| 5 | Search Multiple Documents | -- | System allow enter multiple document no. for the same Document type to generate the set of documents to send email. | |
| 5.1 | Maximum Attachments | -- | Maximum 20 attachment is allowed. If user enter multiple document no. and the total number of attachment is excess 20, system will prompt the error message |
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| 5.2 | Sell to Customer checking | -- | Send email function only allow send to one Sell to Customer each time. If user enter multiple document no and the sell no customer no. is different, system will prompt the error message |
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