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Configure report e-mailing

You can use Profit to e-mail documents for parts of the order process and invoices as PDF files. The customer receives an e-mail message with a default text and the digital report (for example, the invoice) as an attachment in PDF format. You can change the default text of the e-mail messages in Profit. E-mailing credit invoices is configured separately.

Note:

A separate description is available for e-mailing and printing pay slips and annual statements.

Content

Video

Description

You can e-mail reports using the E-mail and Output actions and after completion of an entry window.

For this purpose you configure the e-mail server and the general sender in the environment. For each administration, you can set a deviating sender, where applicable.

If you issue a report as an attachment to an e-mail, the e-mail itself contains a default text which is specified in the Message template. For each report type, Profit has a sample message template with specific fields (tags). For example, the message template for invoices has the Invoice number and Date fields. You change this sample message template so the default text applies to your specific situation. You can also add a new message template. You can set a specific sender for each message template.

If you add new message templates, you must then link them to the process. You link the templates at several locations in Profit, depending on the report type and the process. For example, you link message templates for the sales process to the sales contact profile.

You can also e-mail credit invoices. By default, you can only e-mail a single credit invoice each time using the E-mail action. To make it possible for multiple credit invoices to be e-mailed via the Output wizard, you must first allow this.

Preparation

Procedure

  • Authorise the e-mail configuration

    You authorise the menu options and actions required for e-mailing reports.

  • Environment e-mail settings

    Profit can generate and sent email messages. The email application (installed on your own PC) is not used within this context. In Profit you record various settings, including the email server to be used.

  • Set up a message template

    A message template is used to automatically generate an e-mail message from Profit. You record the default text of the e-mail in the message template.

  • Configure e-invoicing

    If you issue sales invoices as e-invoices (UBL invoices) and/or PDF invoices, you must specify the bank account number the sales contacts/debtors should use for the payments.

  • Configure sales contacts for e-mailing and printing

    You record the basic configuration for e-mailing and printing reports for the sales contacts in the sales contact profile. You then record the sales contact's and contact's preference. Finally, for each report you can still deviate from this preference and, if necessary, add a different or an extra contact.

  • Configure purchase contacts for e-mailing and printing

    You record the basic configuration for printing and e-mailing reports to purchase contacts in the purchase contact profile. You then record the purchase contact's preference and the contact person. Finally, for each report you can still deviate from this preference and, if necessary, add a different or an extra contact.

  • Allow the e-mailing of credit invoices using the Output wizard

    By default, you can only e-mail one credit invoice at a time using the E-mail action. That is because a credit invoice usually is an exception. If you still want to e-mail multiple credit invoices, you can use the Output wizard if that is allowed based on the module settings.

  • Translate supply report PDF file name

    A report that you provide as a PDF file attached to an e-mail automatically takes a Dutch name for each report type to make it clear which type of report it is. A quotation that you e-mail gets the name 'Offerte[Number].pdf'. For your international contacts, you can have the PDF file automatically named in the contact's language. For instance, 'Quotation[number].pdf' for your English customers.

  • Issue a report by e-mail (usage)

    You issue reports (quotations, orders, invoices, etc.) to your contacts by e-mail or you print them.

Also see

Usage:

Process

Settings

Work area

app