Create Menu - Receipt - E-Mail
This page describes the 'E-Mail' function on the
Create menu in the Receipt record window. If you are using iOS or Android, the 'E-Mail' function is on the + menu.
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The 'E-Mail' function allows you to create a Mail containing details of a Receipt, which you can send to the Customer by email.
You can only use this function from a Receipt in which the Invoices being paid all have the same Customer. To create a Mail from such a Receipt, first open the Receipt in a record window and then select 'E-Mail' from the Create menu (Windows/Mac OS X) or + menu (iOS/Android). The following window will appear, allowing you to create a new Mail:
The new Mail will be opened in a window entitled 'Mail: Inspect'. This means that it has already been saved and is being opened for checking. The Mail will be composed as follows:
- The sender of the Mail will be the current user.
- The Recipient of the Mail will be the Email Address specified in the Contact record for the Customer.
- The Subject of the Mail will be the word "Receipt" followed by the Receipt Number.
- The Receipt Form document will be attached to the Mail as a PDF file, accessible through the Document Manager. This requires you to have designed a Form Template to be used by the Receipt Forms form, and to have assigned that Form Template to the form using the 'Define Form' function. When you design the Form Template, you may need to use Styles that will embed fonts in PDF files (this will depend on the fonts you use). You may also need to choose a code page and page setup, which you can do in the Form Properties. Please refer here for details about designing Forms, and here for a list of the fields you can include in the Form Template used by the Receipt Forms form.
- The Receipt record itself will also be connected to the Mail through its Link Manager, and similarly the Mail will be connected to the Receipt. This allows you to open the Mail quickly and easily when reviewing the Receipt, or to open the Receipt from the Mail.
You can enter text to the main body of the Mail, and change the recipient if necessary, perhaps to the Mailbox of a member of staff. If you are then ready to send the Mail, tick the
Sent box. Finally, save the Mail by clicking the [Save] button (Windows/Mac OS X) or tapping √ (iOS/Android) in the Button Bar. If you are using the
Lock and Send E-Mails Automatically option in the
Mail and Conference Settings setting in the E-mail and Conferences module and the Mail contains an external email address (i.e. one with the @ sign), it will now be sent automatically. If you are not using this option, select 'Send E-mail' from the Mail's Operations or Tools menu after you have saved the Mail. Finally, close the Mail using the close box (Windows/Mac OS X) or by tapping < (iOS/Android). You will be returned to the Payment window.
If the function does not create a Mail, the probable causes are:
- The current user does not have a Mailbox.
- The Customer in the Receipt does not have an email address.
- The Receipt has not been saved.
- The Receipt contains rows receiving payment from more than one Customer.
If you wish to use this function to send Mails to other members of staff, the intended recipients must have Mailboxes. If you need to send Mails to Customers, you must be using the External Gateway module, and you must have configured the E-Mail SMTP Server setting. Please refer
here for full details about the mailing features in Standard ERP.
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The Receipt register in Standard ERP:
Go back to:
Introduction to the Receipt Register
