Where can emails be sent from in Khaos Control?

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

Examples of sending manual emailed reports include:

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 the printer icon is the button bar's PRINT button    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 the printer icon is the button bar's PRINT button   on the Button Bar.
[ Purchasing ] [ Delivery (Goods-In) | Delivery Note ] Purchase Delivery Note the printer icon is the button bar's PRINT button   on the Button Bar.
[ Purchasing ] [ Return to Supplier ] Supplier Return the printer icon is the button bar's PRINT button   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 the printer icon is the button bar's PRINT button   on the Button Bar.
[ Sales Invoice Manager ] [ Staged Processing ] Invoice (Single and Batch)
Delivery Note
Reorder Sheet
Pick Ticket (Single and Batch)
the 'Order Stage Reports' button is found towards the top left of the Sales Invoice manager screen. -> Reports to Customer, the printer icon is the button bar's PRINT button   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 the printer icon is the button bar's PRINT button   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 ] the email button to the right of the Code (URN).
[ Customer (or Supplier) ] [ Address Tab ] the email button to the right of the email field for both company and contacts.
[ Customer ] [ Sales Orders/Invoices ] BtnCuNewEmailTempX.jpg
[ Customer (or Supplier) ] [ Communication Log ] BtnCuNewEmailTempX.jpg
[ Sales Orders ] [ Sales Orders | Main ] the email button to the right of the Company Class.
[ List Manager ] [ List ] LMSendEmailrs.jpg

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.

Area
Screen
  Button or Context Menu Option      
[ Sales Invoice Manager ]                [ Staged Processing ]   Context Menu -> Email.                           

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 ]        BtnOnOrderEmail.jpg                    

Automatically Generated (Triggered) Emails

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

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

Screen
Document Type
Trigger Type
[ Purchase Order ] Purchase Order PURCHASE ORDER
[ Catalogue Requests ] (none) CAT REQUEST
[ Sales Invoice Manager | Staged Processing ] Sales Order INVOICE
[ Sales Invoice Manager | Staged Processing ] Credit Note INVOICE
[ Sales Invoice Manager | Staged Processing ] Proforma Order INVOICE
[ Sales Invoice Manager | Staged Processing ] Quotation INVOICE
[ Sales Invoice Manager | Staged Processing ] Return Credit INVOICE
[ Sales Invoice Manager | Staged Processing ] Return Exchange INVOICE


See Also

Visit KhaosWikiX at https://support.khaoscontrol.com/wiki_kcx/ to see the following:

Contact the Khaos Team