Email a Sales Document

This article will detail how to email a Sales Document. This refers to any document that represents the Sales Order (e.g. order confirmation, invoice, pick ticket, packing list, credit memo, sales quote, etc.)

There are two methods that can be used to email Sales Documents:

  1. From the Action Menu ➤ Email Sales Document (you can email multiple Sales Docs, to multiple different Clients this way).
  2. From the Sales Order detail area, click the OK & Email button (this will email only one Sales doc to one Client).

⬇️ See the Setup section before beginning! ⬇️

Setup

Select the default custom form to send via Action Menu

  1. Go to Administration ➤ System Configuration.
  2. Select Sales Document from the drop-down list.
  3. Find the setting for Email Custom Form and double-click it to bring up a list of Custom Forms to choose from.
  4. Select the form you wish to use for emailing Sales Orders and then save the System Configuration window.
System Configuration - Sales Document 1

Select the default custom form to send via OK & Email

  1. Go to Administration ➤ System Configuration.
  2. Select Sales Document from the drop-down list.
  3. Find the multiple settings for Default Custom Form.
  4. Double-click each setting to bring up a list of Custom Forms to choose from.
  5. Select a form for each order status listed and then save the System Configuration window.
  • You can reuse the same form for multiple order statuses.
  • If there is an order status setting with a missing custom form and you attempt to email an order with that status, ALL of the forms will be selected by default.
  • These settings also relate to the OK & Print button in the Sales Order detail area.
System Configuration - Sales Document 2

1. Email Sales Document(s) via the Action Menu

1.1. Select the order(s) to be emailed

  1. In the Sales Order window find and highlight the Sales Document(s) that you want to send.
  2. Open the Action Menu and click Email Sales Document.
Email a Purchase Order

1.2. Enter the email info

After you choose Email Sales Document from the Action Menu, you will have the opportunity to fill out the email form.

Text in the Body section will be visible to all Clients who receive the emailed documents! Clicking OK here will email the statements as a PDF attachment.

1.2.1. Single Client

If you have selected one single Sales Order to email, you will see this dialog where you can enter the To, CC and BCC email addresses. The To email address field will auto-populate with the default email address(es) for the Client. See below for more info.

You can see the document is already attached as a PDF. Also, you can click on the + symbol to attach additional files.

Email form - single client

1.2.2. Multiple Clients

If you have selected multiple Clients to email, then the dialog will look like this (below) and the documents will automatically be sent to the default email address(es) for each client. See below for more info.

Email form - multiple clients

2. Email a single Sales Document via the OK & Email function

2.1. Select the order to be emailed

  1. In the Sales Order window find the Sales Document that you want to send and double-click to drill into the Sales Order detail.
  2. Click the OK & Email button.
Sales Order - detail

2.2. Select the form(s) to be emailed

If you set up the Default Custom Form settings then you will have one form selected, based on the Order status.

You do have the option to select multiple forms or deselect the default form.

Select the reports to email

2.3. Complete the email dialog

Since there is only one Sales Order to send, you will see this dialog where you can enter the To, CC and BCC email addresses. The To email address field will auto-populate with the default email address(es) for the Client. See below for more info.

You can see the document is already attached as a PDF. Also, you can click on the + symbol to attach additional files.

Email form - single client

3. Who receives the email?

Ok, now you know the email feature works, but you might still be asking, "how is the default email address determined for each client?"

Here's how the system determines which email address(es) to send to:

  1. If there is a Client Contact entered on the Sales Order, then the default email address for that Contact will receive the email.
  2. If there are any Client Contacts who have the Email Sales Document to this Contact setting enabled (see below), then they will also receive the email.
  3. If there are no Client Contacts in either category above, then the email address on the Client record will be used.
Contact record

3.1. What if there are no email addresses entered on the Contact or Client records?

  1. If there are no email addresses and you selected only one Order to email, then email address will be blank. You will still be able to manually enter the email address.
  2. If there are no email addresses and you selected multiple Orders to email, no email will be sent. Instead, you will see the message below. ⬇️
No email addresses found