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:
- From the Action Menu ➤ Email Sales Document (you can email multiple Sales Docs, to multiple different Clients this way).
- 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! ⬇️
Select the default custom form to send via the action menu (optional)
- Navigate to Administration ➤ System Configuration and select Sales Document from the drop-down list.
- Find the setting for Email Custom Form and double-click it to bring up a list of sales-related forms to choose from.
- Select the form you wish to use as the default and then save the System Configuration window.
This setting is completely optional. If you don't select a default custom form for email, the system will use the default settings for printing. See HERE for more info.
Select the default custom form to send based on order status (optional)
- Navigate to Administration ➤ System Configuration and select Sales Document from the drop-down list.
- Find the multiple settings for Default Custom Form.
- Double-click each setting to bring up a list of forms to choose from.
- 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.
Who receives the email?
Ok, now you know how 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:
- If there is a Client Contact entered on the Sales Order, then the default email address for that Contact will receive the email.
- 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.
- If there are no Client Contacts in either category above, then the email address on the Client record will be used.
What if there are no email addresses entered on the Contact or Client records?
- 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 and send the email.
- 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. ⬇️
- In the Sales Orders & Quotes list view, highlight the Sales Documents that you want to send via email.
- Select the Action Menu ➤ Email Sales Document.
- Select the form(s) to send.
If you've selected a default custom form for emailing then that form will be automatically selected.
If you've setup and managed the forms that appear in this list, then the form that matches the Order Type/Status will be automatically selected.
Regardless of the above settings, you can still manually select (or de-select) any form that appears in the list.
- Complete the email dialog and send the email.
The email dialog will look different depending on how many sales orders have been selected. Click the headings below to see the differences. ⬇️
If you highlighted exactly one sales order, then you can enter the following info:
- To: The primary email address you're sending the document(s) to.
- CC: An additional list of email recipients. Additional email addresses can be separated by a comma or semicolon.
- BCC: An additional list of email recipients that are hidden to the other recipients. Additional email addresses can be separated by a comma or semicolon.
- Subject: The subject line of the email.
- Body: The body text of the email.
- Attachments: Click the ✚ or 🗑️ icons to add or remove attachments.
If you highlighted more than one sales order, then the Body text is the only enterable field.
The To Email address for each sales order will be pulled from the appropriate Client (or Contact) records per these rules. The subject line will be automatically generated based on the Order Type and the Order/Invoice Number.
- In the Sales Order window find the Sales Order, Quote, Invoice or Credit memo that you want to send and double-click to drill into the detail screen.
- Click the OK & Email button.
- Select (or de-select) the forms 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.
- Enter info in the email dialog and send the email.
Since there is only one Sales Order to send, you will see the 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.
The document is already attached as a PDF. Click the ✚ or 🗑️ icons to add or remove attachments.
