How To: Setup and Use Manual Emails in the Sales Invoice Manager

Creating and Editing Email Templates is an Advanced User feature.

Emails can be sent manually from the Sales Invoice Manager. This is useful for sending emails informing your customer that a stock item is currently out of stock and will be sent out as soon as it arrives.
Note: you cannot attach a document when sending emails using this method.

Setup

1. Open an Email Manager screen (show me how).
2. Click in the Message Templates radio button to display existing message templates.
   Note: existing templates can be opened by double clicking on them in the list.
3. Press Ctrl+N or click .

Setup Area

1. Add a template code in the 'Template Code'.
2. Add a template description in the 'Template Desc'.
3. Select the INVOICE trigger type.
4. Enter the email address in the 'Send To', 'CC List' and 'BCC List' as required.

Options Area

In the Options section tick as required:

1. Enter the brand email address, if setup and using, in the Use Brand Email Address field.
2. Tick the Show Pack Children checkbox if pack children should be displayed in the email body.
3. If you want to add an entry into the contact's Comm Log when the email has been sent then tick the Add to Comm Log when sent checkbox.
4. Tick the HTML Format checkbox if the email is formatted using HTML.
   Note: for formatting the email body including adding images see How To: Insert an Image into an Email.

Template Area

1. If not using the default from address then insert a replacement email address in the From field.
2. Add a Subject for the email, tags can be added to the Subject line by clicking on the upper .
3. If applicable build up the Item Template using the tags with the blue background adding them to the Item Template field using the lower .
4. If applicable build up the To Follow Item Template using the tags with the blue background adding them to the To Follow Item Template field using the lower .
5. Add the body of the email into the Message Template area remembering to include the $ITEM_TEXT and $TO_FOLLOW_ITEM_TEXT tags if appropriate, for an example see the example below.
6. Press Ctrl+S or click to save the Message Template.
   Note: if adding the Stock UDA Item tag, see How To: Add Stock UDAs into Email Templates
   
   

Use

1. Open a Sales Invoice Manager screen (show me how).
2. Either focus on an invoice or green select a group of sales invoices.
3. Right click and from the context menu select Email -> Email (Template) [Selection].
4. In the 'Make a Selection' popup:
   1. Select the Message Template from the drop down list.
   2. Tick the 'Send Immediately' checkbox.
      Note: if you don't send the email immediately it will be held in Pending Emails and will need to be sent manually from there, see How To: Send an Email from Pending Emails.
5. Click on OK.
   

Resulting email using the above template

See Also

• Sales Invoice screen
• Email Manager