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.
Fields
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.
Email addresses selected by recipient and entity
Email addresses for sales documents
Search path: Email address of customer/debtor contact > Customer's or debtor's email address
The email address is retrieved from the Customer contacts form or the Customers form > General tab. To open it, do the following:
|
Sales offer |
Sales order |
Shipping note |
Sales invoice |
Contact's email address is available |
On the Sales offers form, click |
On the Sales orders form, click |
Check the customer linked to the shipping note on the Customers form. Click |
Check the debtor linked to the sales invoice on the Customers form. Click |
Contact (or his email address) is available, customer's email address is available |
On the Sales offers form, click |
On the Sales orders form, click |
Check the customer linked to the shipping note on the Customers form. |
Check the debtor linked to the sales invoice on the Customers form. |
Search path: Email address of contact linked to customer's or debtor's invoice address > Email address linked to customer's invoice address > Customer's email address
The email address is retrieved from the Customer contacts form, the Customer addresses form (from the Invoice address field), or the Customers form, General tab. To open it, do the following:
|
Sales offer |
Sales order |
Shipping note |
Sales invoice |
Contact's email address is available |
On the Sales offers form, click |
On the Sales orders form, click |
Check the customer linked to the shipping note on the Customers form. Click |
Check the debtor linked to the sales invoice on the Customers form. Click |
Contact (or his email address) is available, customer's delivery address is available |
On the Sales offers form, click |
On the Sales orders form, click |
Check the customer linked to the shipping note on the Customers form. Click |
Check the debtor linked to the sales invoice on the Customers form. Click |
Contact (or contact's email address) and delivery address are available, customer's email address is available |
On the Sales offers form, click |
On the Sales orders form, click |
Check the customer linked to the shipping note on the Customers form. |
Check the debtor linked to the sales invoice on the Customers form. |
Search path: Email address of contact linked to customer's or debtor's delivery address > Email address linked to customer's or debtor's delivery address > Customer's or debtor's email address
The email address is retrieved from the Customer contacts form, the Customer addresses form (from the Delivery address field), or the Customers form, General tab. To open it, do the following:
|
Sales offer |
Sales order |
Shipping note |
Sales invoice |
Contact's email address linked to delivery address is available |
On the Sales offers form, click |
On the Sales orders form, click |
Check the customer linked to the shipping note on the Customers form. Click |
Check the debtor linked to the sales invoice on the Customers form. Click |
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 |
On the Sales orders form, click |
Check the customer linked to the shipping note on the Customers form. Click |
Check the debtor linked to the sales invoice on the Customers form. Click |
Contact (or contact's email address) and delivery address are available, customer's email address is available |
On the Sales offers form, click |
On the Sales orders form, click |
Check the customer linked to the shipping note on the Customers form. |
Check the debtor linked to the sales invoice on the Customers form. |
Search path: Email address of sales employee
The email address is retrieved from the Employees form (from the Sales employee field), on the General tab. To open it, do the following:
|
Sales offer |
Sales order |
Shipping note |
Sales invoice |
Email address of sales employee is available |
On the Sales offers form, click |
On the Sales orders form, click |
Check the customer linked to the shipping note on the Customers form. Click |
Check the debtor linked to the sales invoice on the Customers form. Click |
Search path: Email address of person responsible
The email address is retrieved from the Employees form (from the Sales employee field), on the General tab. To open it, do the following:
|
Sales offer |
Sales order |
Shipping note |
Sales invoice |
Email address of person responsible is available |
On the Sales offers form, click |
On the Sales orders form, click |
- |
- |
Search path: Email address of logged in user (employee)
Regardless of the document type, the email address of the logged in user is always retrieved from the Employees form.
Email addresses for purchase documents
Search path: Email address of supplier contact > Supplier's email address
The email address is retrieved from the Supplier contacts form or the Suppliers form, General tab. To open it, do the following:
|
Purchase offer |
Purchase order |
Purchase reminder |
Shipping note for external operations |
Contact's email address is available |
On the Purchase offers form, click |
On the Purchase offers form, click |
On the Suppliers form, click
|
On the Shipping notes for external operations form, click |
Contact (or his email address) is available, supplier's email address is available |
On the Purchase offers form, click |
On the Purchase orders form, click |
Check the Suppliers form. |
On the Shipping notes for external operations form, click |
The Invoice address contact setting does not apply to purchase documents.
Search path: Email address of contact linked to customer's or supplier's delivery address > Email address linked to customer's or supplier's delivery address > Customer's or supplier's email address
The email address is retrieved from the Supplier contacts form, the Customer contacts form, the Supplier addresses form, the Customer addresses form, the Suppliers form or the Customers form, on the General tab. To open it, do the following:
|
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 |
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 |
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 |
On the Purchase orders form, click in the Delivery address field. |
|
On the Shipping notes for external operations form, click |
Contact (or contact's email address) and delivery address are available, customer's email address is available |
On the Purchase offers form, click |
On the Purchase orders form, click |
Search for supplier 99999 (your own organization) on the Suppliers form. |
On the Shipping notes for external operations form, click |
Search path: Email address of purchase employee
The email address is retrieved from the Employees form (from the Purchase employee field) on the General tab. To open it, do the following:
|
Purchase offer |
Purchase order |
Purchase reminder |
Shipping note for external operations |
Email address of purchase employee is available |
On the Purchase offers form, click |
On the Purchase orders form, click |
On the Suppliers form, click
|
On the Shipping notes for external operations form, click |
It is not possible to specify a person responsible for purchase documents.
Search path: Email address of logged in user (employee)
Regardless of the document type, the email address of the logged in user is always retrieved from the Employees form.
In the Sender section, specify the default sender of email. You can change this value on the Send documents form. You can choose from:
Email addresses selected by sender and entity
Email addresses for sales documents
Unless stated otherwise, the email address is retrieved from the General tab of the following forms:
|
Sales offer |
Sales order |
Shipping note |
Sales invoice |
None |
- |
- |
- |
- |
Email address |
Email address filled in on the Document delivery method form. |
Email address filled in on the Document delivery method form. |
Email address filled in on the Document delivery method form. |
Email address filled in on the Document delivery method form. |
Sales employee |
|
|
|
|
Person responsible |
|
|
|
|
User |
Check the logged in user on the Employees form. |
Check the logged in user on the Employees form. |
Check the logged in user on the Employees form. |
Check the logged in user on the Employees form. |
Email addresses for purchase documents
Unless stated otherwise, the email address is retrieved from the General tab of the following forms:
|
Purchase offer |
Purchase order |
Purchase reminder |
Shipping note for external operations |
None |
- |
- |
- |
- |
Email address |
Email address filled in on the Document delivery method form. |
Email address filled in on the Document delivery method form. |
Email address filled in on the Document delivery method form. |
Email address filled in on the Document delivery method form. |
Purchase employee: email address on the General tab |
On the Purchase offers form, click |
On the Purchase orders form, click |
On the Suppliers form, click |
On the Shipping notes for external operations form, click |
Person responsible |
- |
- |
- |
- |
User |
Check the logged in user on the Employees form. |
Check the logged in user on the Employees form. |
Check the logged in user on the Employees form. |
Check the logged in user on the Employees form. |
Use the Subject and Text fields to select predefined text. These texts are suggested on the Send documents form as the subject and body of the email to be sent. You can still change the text there if required.
Tip: You can personalize the subject and the body by using placeholders in the template text. For example, you can include the name of the recipient and the order code in the email body. Use the Script field to specify a script for modified placeholders or your own placeholders.
Note: Use texts with the text format 'HTML' or 'Plaint text'. The text format 'RTF' is used for texts used on the Texts tab or the Memo tab.
If available, the text in the customer's language is used for sales documents, and the text in the supplier's language is used for purchase documents. If this text is not available, the text in the default language will be used. If that is not available either, the 'Contents' field will be empty and no standard text will be included in the email.
You can manually enter text for the email.