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Email (Confirm, Invoice & Statement)

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==Email (Confirm, Invoice & Statement)==
[Client45_Premier#Add-Ons|back]

===Introduction===

Email Confirm gives you the ability to send your invoices and statements singularly or in batches to your customers through email. This is not automatic but done through the [Billing]  and [Customer] system for better management/oversight. 

If you want less paper and more electronic delivery of customers invoices and statements, save postal costs and make sure they are delivered and fast, then this add-on is for you.


===Configuration===

====Templates====

[image||{UP}Email_Confirm_Invoice_Statement/confirm3.png]

In the Stations icon in setting, Under Email tab is the Invoice windows. Subject and Body.

If left alone this is the default settings. 

If you want to change things you must still have some form of tokens like the ones you see above. (Tokens are the special words you see in the < > brackets).

Other Tokens that can be used...
* Tokens
** &lt;InvoiceNumber&gt;
** &lt;Customernamename&gt;
** &lt;Contactnamename&gt;
** &lt;representativename&gt;

See [Station].


====Email====

See [EmailSettings].

NOTE: You may or may not already have this filled out and you may need your local IT professional for some of the entries.

====Customer====

Once you have finished adding your info to the Email window the next step is to add the customers email. Under the Billing tab (Green Oval). At the bottom of the window, Decide what type of invoice you want, Add an Email and check the box.

[image||{UP}Email_Confirm_Invoice_Statement/email5.png]

See [Customer].

(((EC IF you need to add more that one email in one window a semi-colon will have to be used. Example:  firstaddress@RT.com ; secondaddress@RT.com    And any spaces around the semi-colon are ignored)))

===Usage===

[anchor|#confirmations][anchor|#Confirms]
====Confirmations====

Under Tools in the Main Menu of [contracts] is the ability to Email Confirmations:

[image||{UP}Email_Confirm_Invoice_Statement/print4.png]

That opens up the Email Confirmations window:

[image||{UP}Email_Confirm_Invoice_Statement/print7.gif]

And your email will look something like this:

[image||{UP}Email_Confirm_Invoice_Statement/print8.png]




[anchor|#statements]
====Statements====

To send your statements. Go to Billing, left click Tools in Main Menu and click on Email Statements. Move the curser down to the Email button, click and the emails are sent.

[image||{UP}Email_Confirm_Invoice_Statement/confirm8.gif]


Your Email will look something like:

[image||{UP}Email_Confirm_Invoice_Statement/confirm5.png]

[anchor|#invoices]
====Invoices====

To send your Invoices. Go to Billing. Make sure the items you wish to be emailed are checked. Move the curser down to the Process... button, click and the emails are sent.

[image||{UP}Email_Confirm_Invoice_Statement/confirm9.gif]

Your Email will look something like:

[image||{UP}Email_Confirm_Invoice_Statement/print9.png]

====Billing====

(Invoices / Statements)

The email phase contains all [Invoice] items that are pending to be emailed based on [Customer] configurations.  The [anchor|#invoice][Invoice] to be emailed will remain on this list until the software successfully hands the email to the email server defined in [EmailSettings].




====Confirmation Emails====

We have the ability to customize the ''Subject'' and ''Body'' of [Confirmations] you send via email.  This text can either be static text or leverage tokens to add a more personal/informative message.

<center>[image||{UP}Comingsoon/email8.png]</center>

<center>[image||{UP}Comingsoon/email9.png]</center>

Within [Group]>Email>Confirmations is the pane where you place your custom text.

Emails when you use a custom lines without tokens:

<center>[image||{UP}Comingsoon/email7.png]</center>

Emails when you use a custom lines with tokens:

<center>[image||{UP}Comingsoon/email10.png]</center>




===FAQ===

====Remove print email====

(((EC  There may be times when there are emails on this list that you do not want to actually email; especially when converting from TrafficXP.  For this circumstance, it is possible to just "flag" the individual invoices as having been emailed without actually sending them.  To do so, check the items you want to "flag" and then hold down the shift key.  You'll see the button change from "Process" to "Flag"; while holding down the shift key, click on the Process button.  A message stating that the invoices will just be flagged as having been emailed will be presented and, upon confirming, the invoices will be flagged appropriately.''

[image||{UP}Email_Confirm_Invoice_Statement/confirm12.gif])))

===Additional Information===

See [EmailSettings].

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Email (Confirm, Invoice & Statement)
