Where can emails be sent from in Khaos Control?

Emails in Khaos Control

The Email functionality allows printable reports in Khaos Control to be emailed either manually from the preview window or automatically triggered when an event occurs. Emails can also be sent using the email icons and context menu options.

Examples of emails include:

• Company type emails for emailing from a customer or supplier's records;
• Emailing reports for example, payment remittance, statements, returns;
• Invoice type emails for automatically emailing from the Sales Invoice Manager;
• Emailing Purchase Orders to suppliers;
• Email to let the customer know their catalogue has been sent.
• Email customers to inform them of the status of their back ordered stock items, based on the status of their associated purchase order line.

Benefits of Emailing from Khaos Control

There are several benefits of using emails from Khaos Control, these include:

• Automatically emailing a customer to let them know their order has shipped or part-shipped, you can also include their consignment number (if using them);
• Documents can be attached to emails;
• Emails sent out can update the customer or supplier's Communication Log maintaining a record of any contact, very useful if there are disputes about accounts;
• Branded emails can be sent out;
• Emailing promotions and special offers - far cheaper than posting!

Manually Emailed Reports i.e. using buttons at the top of reports

The following buttons at the top of the report preview allow the user to send a document to a single company or group of companies, see How To: Send a Manual Email:

• : email the single document you are currently viewing and will generate a pdf for the document.
• : generates multiple emails/PDFs one per document being previewed.

Examples of sending manual emailed reports include:

• Emailing Statement of Accounts for example from either the [ Debt Management ] screen or the customer screen, see How To: Print Statement Runs from a Customer screen.
• Emailing Purchase Orders to suppliers, see How To: Setup Purchase Order Emails.
• Emailing Quotations, Proforma Orders and Invoices to customers.

To send reports from the system a Message Template with a Trigger Type of REPORT must be setup, see How To: Setup Email Templates.

Area	Screen	Document Type	Accessed From
[ Customer (or Supplier) ]	[ Statement ]	Payment Remittance	Context Menu - > Print Payment Remittance in the Allocate From grid.
[ Accounts ]	[ SP Ledger ]	Payment Remittance	Context Menu -> Print Payment Remittance after the entry has been posted and paid.
[ Customer (or Supplier) ]	[ Statement ]	Statement of Account	on the Button Bar or Other Actions Menu -> Print -> Statement Run.
[ Accounts ]	[ Debt Management | Debtors/Creditors ]	Statement of Account	Either double click on the company name in the grid (single report only) or Context Menu -> Generate Statements -> Preview for one or more entries.
[ Purchasing ]	[ Purchase Order | Main ]	Picking / Despatch Note [BO]	Other Actions Menu -> Print -> Back Order Picking Note for the loaded Purchase Order.
[ Purchasing ]	[ Purchase Order | Main ]	Purchase Order	on the Button Bar.
[ Purchasing ]	[ Delivery (Goods-In) | Delivery Note ]	Purchase Delivery Note	on the Button Bar.
[ Purchasing ]	[ Return to Supplier ]	Supplier Return	on the Button Bar.
[ Sales Orders ]	[ Sales Orders ]	The document previewed for email will depend on the currently loaded document type, e.g. Sales Order, Profroma Order, Quotation.	Sales Orders Other Actions Menu -> Print -> Sales Order Acknowledgement or on the Button Bar.
[ Sales Invoice Manager ]	[ Staged Processing ]	Invoice (Single and Batch) Delivery Note Reorder Sheet Pick Ticket (Single and Batch)	-> Reports to Customer, on the Button Bar or using shortcuts; Invoice (Single) F8 or Delivery Note (Batch) F7.
[ Sales Invoice Manager ]	[ Back Order (Stock Assignment) ]	Print Outstanding (All) Print Outstanding (Selected Customer)	Context Menu -> Print Outstanding (All) or Print Outstanding (Selected Customer).
[ Returns ]	[ Detail ]	Return Note	on the Button Bar.

Emails from buttons and menu options

Company Template

Company template emails are used to send out emails to customers for example:

• Sending out customer service emails for example about a new range of stock the customer has enquired about or the status of a complaint they have made;
• Emailing a customer from a sales order with information about a stock item;
• Emailing the latest promotion to a list of customers using the List Manager.
  
  

To send emails from the system a Message Template with a Trigger Type of COMPANY must be setup, see How To: Setup Email Templates.

Area	Screen	Button or Context Menu Option
[ Customer (or Supplier) ]	[ List ]	Context Menu -> Send Email.
[ Customer (or Supplier) ]	[ General ]	to the right of the Code (URN).
[ Customer (or Supplier) ]	[ Address Tab ]	to the right of the email field for both company and contacts.
[ Customer ]	[ Sales Orders/Invoices ]
[ Customer (or Supplier) ]	[ Communication Log ]
[ Sales Orders ]	[ Sales Orders | Main ]	to the right of the Company Class.
[ List Manager ]	[ List ]

Invoice Template

The Invoice type template can be emailed out to customers, however the emails are stored in Pending and must be sent out manually.

Back Order Template

Customers to inform them of the status of their back ordered stock items, based on the status of their associated purchase order line, see How To: Setup Emails to be sent based on your Purchase Order Line Status and How To: Send Emails based on your Purchase Order Line Status.

Area	Screen	Button or Context Menu Option
[ Purchasing ]	[ On Order ]

Refund Emails

Emails can be generated for customers who have had a payment refunded as a result of a customer return since the last time that the routine was run. The email refund message template must be setup before it can be used, see How To: Setup Payment Refund Emails. The emails are generated from the Other Actions menu option Refund Email Generation in Sales Returns, see How To: Send Payment Refund Emails.

Automatically Generated (Triggered) Emails

Automatically generated emails are created and can be sent when an event occurs and triggers the system, examples are:

• When a new Purchase Order is saved the system can send this to the supplier automatically;
• When a catalogue request is moved between stages in the [ Catalogue Requests ] dialog an email can be sent to the customer letting them know their catalogue has been despatched;
• When an order moves from the Shipping to the Issue stage in the [ Sales Invoice Manager ] an email can be sent letting the customer know the expected date of delivery and the courier information, see How To: Setup 'Your Order has Shipped' Invoice Emails.
  
  

When setting up automatically generated emails both a Message Template and a Trigger Rule must be setup.