E-Mail Profiles

Use the E-Mail Profiles command to amend the default message content for documents sent by e-mail to customers in the Sales Ledger and Sales Order Processing applications, or remittance advices and purchase orders sent by email to suppliers. E-mail profiles are only used where customer or supplier accounts are set up to use them. You can email any document or report to a customer or supplier anyway using the Email tab on the Publisher form, but where accounts are not set up to use E-mail Profiles, you have to complete the message details manually.

The benefit of using email profiles is to predefine the message content and to provide a means of automatically selecting the e-mail output destination for qualifying customers when statements, sales quotations, sales proformas,  order acknowledgements, delivery notes, and invoices are produced, or suppliers remittance advices or purchase orders are produced. You cannot amend the profiles' name or description, or add or remove any new profiles but you can change the text and variables that determine the message content. Each email profile has a predetermined list of variables you can use to create the message content.

Amending Profiles

You cannot add or remove the profiles but you can change the text and variables that determine the message content to which the PDF document is attached. The parts of the message you can change on the E-Mail Profiles form include the email address, the message title, the message and the attachment name. For each part, you can type your own text and add field variables to be replaced at runtime. The fields variables available depend on the profile you are amending (they are different for order acknowledgements, sales invoices, statements and so on). Field variables are selected from a list under Field Selector and are placed at the cursor position within the element box, represented by text in curly brackets. For example, in the Message box for the home currency statement profile, the following default entry exists:

Please find attached statement from {CompanyName} as at {SystemDate}.

In this example, {CompanyName} represents the field variable for your company name as it appears on the Company Profiles form. {SystemDate} represents the current processing date (the one you specify using the Date & Company command which itself defaults to your computer's system date.

You can add a variable in the element box by double-clicking the field under Field Selector.

Duplicate Attachment Names

The Allow Duplicates option determines whether duplicate attachment file names are allowed when the email is sent. If this option is not ticked and a file exists with the same name as the attachment name, the file will be overwritten with the attachment. If the Allow Duplicates option is ticked and a file exists with the same name as the attachment name, the attachment file name will be given the suffix 001 (for example, <filename>001.PDF). If a file exists with this name, the suffix is changed to 002 and so on, until the name is unique.

Company and System Field Variables

These field variables are available to include on all Email templates. There are also template-specific field variables that are detailed for each email template.

These are the email templates that you can maintain for customers and suppliers:

Customers

• Statements

  For a customer to receive emailed statements using an e-mail profile, the Statements box on the Sales - Processing - Terms form must be ticked and the E-Mail Address box below the A/C Contact box on the Customer form must contain an e-mail address. The default layout for the statement is the sqslstat or, if foreign currency statements are used, the sqslstaf report with the E-Mail Default option ticked in the System - Report Layout command.

  Additional Variables for Statements

  Group	Variable
  Sales Account	Reference Name Address Line 1 Address Line 2 Address Line 3 Address Line 4 Postcode Telephone No. Fax No. E-Mail Address Web Site Address Contact Order Contact Order E-Mail Address Turnover Last Invoice Date Last Receipt Date Current Balance Order Balance

• Quotations

  For a customer to receive emailed quotations using an e-mail profile, the Quotation box on the Sales - Processing - Terms form must be ticked and the E-Mail Address box below the Order Contact box on the Customer form must contain an e-mail address. The default layout for the quotation is the sqinqu report with the E-Mail Default option ticked in the System - Report Layout command.

  Additional Variables for Quotations

  Group	Variable
  Quotation Document	Quotation No. Date Document No. Address Name Address Line 1 Address Line 2 Address Line 3 Address Line 4 Address Postcode Customer Reference Delivery Address Line 1 Delivery Address Line 2 Delivery Address Line 3 Delivery Address Line 4 Delivery Address Line 5 Delivery Address Postcode Narrative Line 1 Narrative Line 2
  Sales Account	Reference Name Address Line 1 Address Line 2 Address Line 3 Address Line 4 Postcode Telephone No. Fax No. E-Mail Address Web Site Address Contact Order Contact Order E-Mail Address Turnover Last Invoice Date Last Receipt Date Current Balance Order Balance

• Proformas

  For a customer to receive emailed proformas using an e-mail profile, the Proforma box on the Sales - Processing - Terms form must be ticked and the E-Mail Address box below the A/C Contact box on the Customer form must contain an e-mail address. The default layout for the proforma is the sqinpr report with the E-Mail Default option ticked in the System - Report Layout command.

  Additional Variables for Proformas

  Group	Variable
  Proforma Document	Proforma No. Date Document No. Address Name Address Line 1 Address Line 2 Address Line 3 Address Line 4 Address Postcode Customer Reference Delivery Address Line 1 Delivery Address Line 2 Delivery Address Line 3 Delivery Address Line 4 Delivery Address Line 5 Delivery Address Postcode Narrative Line 1 Narrative Line 2
  Sales Account	Reference Name Address Line 1 Address Line 2 Address Line 3 Address Line 4 Postcode Telephone No. Fax No. E-Mail Address Web Site Address Contact Order Contact Order E-Mail Address Turnover Last Invoice Date Last Receipt Date Current Balance Order Balance

• Order Acknowledgements

  For a customer to receive emailed orders using an e-mail profile, the Orders box on the Sales - Processing - Terms form must be ticked and the E-Mail Address box below the Order Contact box on the Customer form must contain an e-mail address. The default layout for the order acknowledgement is the sqinor report with the E-Mail Default option ticked in the System - Report Layout command.

  Additional Variables for Order Acknowledgements

  Group	Variable
  Order Document	Order No. Date Document No. Address Name Address Line 1 Address Line 2 Address Line 3 Address Line 4 Address Postcode Customer Reference Delivery Address Line 1 Delivery Address Line 2 Delivery Address Line 3 Delivery Address Line 4 Delivery Address Line 5 Delivery Address Postcode Narrative Line 1 Narrative Line 2
  Sales Account	Reference Name Address Line 1 Address Line 2 Address Line 3 Address Line 4 Postcode Telephone No. Fax No. E-Mail Address Web Site Address Contact Order Contact Order E-Mail Address Turnover Last Invoice Date Last Receipt Date Current Balance Order Balance

• Delivery Notes

  For a customer to receive emailed delivery notes using an e-mail profile, the Delivery Notes box on the Sales - Processing - Terms form must be ticked and the E-Mail Address box below the Order Contact box on the Customer form must contain an e-mail address. The default layout for the delivery note is the sqinde report with the E-Mail Default option ticked in the System - Report Layout command.

  Additional Variables for Delivery Notes

  Group	Variable
  Delivery Document	Delivery No. Date Document No. Address Name Address Line 1 Address Line 2 Address Line 3 Address Line 4 Address Postcode Customer Reference Delivery Address Line 1 Delivery Address Line 2 Delivery Address Line 3 Delivery Address Line 4 Delivery Address Line 5 Delivery Address Postcode Narrative Line 1 Narrative Line 2
  Sales Account	Reference Name Address Line 1 Address Line 2 Address Line 3 Address Line 4 Postcode Telephone No. Fax No. E-Mail Address Web Site Address Contact Order Contact Order E-Mail Address Turnover Last Invoice Date Last Receipt Date Current Balance Order Balance

• Invoices

  For a customer to receive emailed invoices using an e-mail profile, the Invoices box on the Sales - Processing - Terms form must be ticked and the E-Mail Address box below the A/C Contact box on the Customer form must contain an e-mail address. The default layout for the invoice is the sqinin report with the E-Mail Default option ticked in the System - Report Layout command.

  Additional Variables for Invoices

  Group	Variable
  Invoice Document	Invoice  No. Date Document No. Address Name Address Line 1 Address Line 2 Address Line 3 Address Line 4 Address Postcode Customer Reference Delivery Address Line 1 Delivery Address Line 2 Delivery Address Line 3 Delivery Address Line 4 Delivery Address Line 5 Delivery Address Postcode Narrative Line 1 Narrative Line 2
  Sales Account	Reference Name Address Line 1 Address Line 2 Address Line 3 Address Line 4 Postcode Telephone No. Fax No. E-Mail Address Web Site Address Contact Order Contact Order E-Mail Address Turnover Last Invoice Date Last Receipt Date Current Balance Order Balance

• Credit Notes

  For a customer to receive emailed credit notes using an e-mail profile, the Credit Notes box on the Sales - Processing - Terms form must be ticked and the E-Mail Address box below the A/C Contact box on the Customer form must contain an e-mail address. The default layout for the invoice is the sqincr report with the E-Mail Default option ticked in the System - Report Layout command.

  Additional Variables for Credit Notes

  Group	Variable
  Credit Note	Credit Note No. Date Document No. Address Name Address Line 1 Address Line 2 Address Line 3 Address Line 4 Address Postcode Customer Reference Delivery Address Line 1 Delivery Address Line 2 Delivery Address Line 3 Delivery Address Line 4 Delivery Address Line 5 Delivery Address Postcode Narrative Line 1 Narrative Line 2
  Sales Account	Reference Name Address Line 1 Address Line 2 Address Line 3 Address Line 4 Postcode Telephone No. Fax No. E-Mail Address Web Site Address Contact Order Contact Order E-Mail Address Turnover Last Invoice Date Last Receipt Date Current Balance Order Balance

Suppliers

• Remittance Advices

  For a supplier to receive emailed remittance advices using an e-mail profile, the E-Mail Remittance Advices box on the Purchase - Processing - Terms form must be ticked and the E-Mail Address box below the A/C Contact box on the Supplier form must contain an e-mail address. The default layout for the remittance advice is the sqplrems report with the E-Mail Default option ticked in the System - Report Layout command.

  Additional Variables for Remittance Advices

  Group	Variable
  Purchase Account	> Reference Name Address Line 1 Address Line 2 Address Line 3 Address Line 4 Postcode Telephone No. Fax No. E-Mail Address Web Site Address Contact Order Contact Order E-Mail Address Turnover Last Invoice Date Last Receipt Date Current Balance Order Balance

• Purchase Orders

  For a supplier to receive purchase orders using an e-mail profile, the E-Mail Purchase Orders box on the Purchase - Processing - Terms form must be ticked and the E-Mail Address box below the Order Contact box on the Supplier form must contain an e-mail address. The default layout for the purchase order is the sqpoor report with the E-Mail Default option ticked in the System - Report Layout command.

  Variables for Purchase Orders

  Group	Variable
  Order Document	Order No. Date Document No. Address Name Address Line 1 Address Line 2 Address Line 3 Address Line 4 Address Postcode Customer Reference Delivery Address Line 1 Delivery Address Line 2 Delivery Address Line 3 Delivery Address Line 4 Delivery Address Line 5 Delivery Address Postcode Narrative Line 1 Narrative Line 2
  Purchase Account	Reference Name Address Line 1 Address Line 2 Address Line 3 Address Line 4 Postcode Telephone No. Fax No. E-Mail Address Web Site Address Contact Order Contact Order E-Mail Address Turnover Last Invoice Date Last Receipt Date Current Balance Order Balance

To Modify E-Mail Profiles

1. Open the System folder and click Maintenance or click the Administration tab on the Ribbon Bar and then click Maintenance.

2. Click E-Mail Profiles.

3. Locate the profile you want to change.

4. In the boxes provided, enter the details required. To include a field variable at the current cursor position in a box, double-click to select the field required from the list under Field Selector.

5. To save the record, click the icon on the toolbar or press CTRL+S.