1262 Document delivery method

If the selected document output is 'Email', you can use the Email tab to enter all data required for sending the email. Enter the sender and the intended recipients, based on their position and the contents of the email.

The email addresses of the recipients you have typed or selected are displayed on the Send documents form as they appear in the email: the main recipient is in the 'To' field, and the other recipients who are to receive a copy of the email are in the 'CC' or 'BCC' field.

Customer/supplier contact: If you choose 'To', 'CC' or 'BCC' in this field, the email address of the customer or supplier (or his contact) is added to the list of recipients. The entity for which the email is composed determines the email address used:
- For a sales order, for instance, the email address of the sales order contact is selected. If there is no contact (or if his email address is missing), the customer's email address is used. If also his email address is missing, the company's email address is used.
- For a sales invoice, Isah first checks whether the contact of the debtor linked to the sales invoice has an email address. If there is no contact (or if his email address is missing), the debtor's email address is used.
- For a purchase offer, the email address of the contact linked to the purchase offer is selected. If no contact is available (or if his email address is missing), the supplier's email address is used.
- And so on.
Invoice address contact: The email address of the contact specified in the invoice address is added to the list of recipients. If no contact is specified, then either the email address linked to the invoice address or the company's email address will be used. Some of the entities for external documents do not have an invoice address. In those cases no email address will be inserted.
Delivery address contact: The contact's email address specified in the delivery address is added to the list of recipients. If no contact is specified, then either the email address linked to the delivery address or the company's email address will be used. Some of the entities for external documents do not have a delivery address. In those cases no email address will be inserted.
Sales/purchase employee: If you select anything other than 'Not' in this field, then, by default, the sales employee's email address is added to the list of recipients if the document is a sales document, and the purchase employee's email address is added if the document is a purchase document.
Person responsible: If a person responsible is available for the entity for which documents will be sent, the email address of that person will be added to the list of recipients.
User: If you select this check box, the user's email address is added to the list of recipients. The email address is the email address of the employee linked to the logged in user.

Email addresses selected by recipient and entity

Email addresses for sales documents

Customer/supplier contact

Invoice address contact

Delivery address contact

Sales/purchase employee

Person responsible

User

Email addresses for purchase documents

Customer/supplier contact

Invoice address contact

Delivery address contact

Sales/purchase employee

Person responsible

User

In the Sender section, specify the default sender of email. You can change this value on the Send documents form. You can choose from:

None: If you select this check box, no default sender is suggested. The user executing the Send documents process must manually enter the sender's email address.
Default email address: Enter an email address that is used regularly. For example, if the department's email address is usually used as the sender for sales offers, enter the department's email address.
Email address of sales/purchase employee: If you select this check box, the sales employee is the default sender for sales documents, and the purchase employee is the default sender for purchase documents.
Email address of person responsible: A sales offer or sales order may have a person responsible. The person responsible is used as the sender in the following cases: for a sales offer if a person responsible has been assigned to it, and for a sales order if a person responsible has been assigned to the order confirmation or the sales invoice. If no person responsible has been filled in, no default sender will be suggested.
User's email address: If you select this check box, the email address of the user executing the process will be suggested for the Send documents process.

Email addresses selected by sender and entity

	Sales offer	Sales order	Shipping note	Sales invoice
Contact's email address is available	On the Sales offers form, click in the Contact field.	On the Sales orders form, click in the Contact field.	Check the customer linked to the shipping note on the Customers form. Click in the Contact field.	Check the debtor linked to the sales invoice on the Customers form. Click in the Contact field.
Contact (or his email address) is available, customer's email address is available	On the Sales offers form, click in the Customer field.	On the Sales orders form, click in the Customer field.	Check the customer linked to the shipping note on the Customers form.	Check the debtor linked to the sales invoice on the Customers form.

	Sales offer	Sales order	Shipping note	Sales invoice
Contact's email address is available	On the Sales offers form, click in the Customer field. On the Customers form, click in the Invoice address field. Click in the Contact field.	On the Sales orders form, click in the Customer field. On the Customers form, click in the Invoice address field. Click in the Contact field.	Check the customer linked to the shipping note on the Customers form. Click in the Invoice address field. Click in the Contact field.	Check the debtor linked to the sales invoice on the Customers form. Click in the Invoice address field. Click in the Contact field.
Contact (or his email address) is available, customer's delivery address is available	On the Sales offers form, click in the Customer field. On the Customers form, click in the Invoice address field.	On the Sales orders form, click in the Customer field. On the Customers form, click in the Invoice address field.	Check the customer linked to the shipping note on the Customers form. Click in the Invoice address field.	Check the debtor linked to the sales invoice on the Customers form. Click in the Invoice address field.
Contact (or contact's email address) and delivery address are available, customer's email address is available	On the Sales offers form, click in the Customer field.	On the Sales orders form, click in the Customer field.	Check the customer linked to the shipping note on the Customers form.	Check the debtor linked to the sales invoice on the Customers form.

	Sales offer	Sales order	Shipping note	Sales invoice
Contact's email address linked to delivery address is available	On the Sales offers form, click in the Customer field. On the Customers form, click in the Delivery address field. Click in the Contact field.	On the Sales orders form, click in the Customer field. On the Customers form, click in the Delivery address field. Click in the Contact field.	Check the customer linked to the shipping note on the Customers form. Click in the Delivery address field. Click in the Contact field.	Check the debtor linked to the sales invoice on the Customers form. Click in the Delivery address field. Click in the Contact field.
Contact (or contact's email address) linked to delivery address is available, email address linked to delivery address is available	On the Sales offers form, click in the Customer field. On the Customers form, click in the Delivery address field.	On the Sales orders form, click in the Customer field. On the Customers form, click in the Delivery address field.	Check the customer linked to the shipping note on the Customers form. Click in the Delivery address field.	Check the debtor linked to the sales invoice on the Customers form. Click in the Delivery address field.
Contact (or contact's email address) and delivery address are available, customer's email address is available	On the Sales offers form, click in the Customer field.	On the Sales orders form, click in the Customer field.	Check the customer linked to the shipping note on the Customers form.	Check the debtor linked to the sales invoice on the Customers form.

	Sales offer	Sales order	Shipping note	Sales invoice
Email address of person responsible is available	On the Sales offers form, click in the Person responsible field.	On the Sales orders form, click in the Person responsible field.	-	-

	Purchase offer	Purchase order	Purchase reminder	Shipping note for external operations
Contact's email address linked to delivery address is available	On the Purchase offers form, click in the Delivery address field. Click in the Contact field.	On the Purchase orders form, click in the Delivery address field. Click in the Contact field.	Search for supplier 99999 (your own organization) on the Suppliers form, and click in the Delivery address field. Click in the Contact field.	On the Shipping notes for external operations form, click in the Name field. Click in the Delivery address field. Click in the Contact field.
Contact (or contact's email address) linked to delivery address is available, email address linked to delivery address is available	On the Purchase offers form, click in the Delivery address field.	On the Purchase orders form, click in the Delivery address field.	Search for supplier 99999 (your own organization) on the Suppliers form, and click in the Delivery address field.	On the Shipping notes for external operations form, click in the Name field. Click in the Delivery address field.
Contact (or contact's email address) and delivery address are available, customer's email address is available	On the Purchase offers form, click in the Customer field.	On the Purchase orders form, click in the Customer field.	Search for supplier 99999 (your own organization) on the Suppliers form.	On the Shipping notes for external operations form, click in the Name field.

1262 Document delivery method – Email