Email an order or other document directly from Acctivate

When you need to email an order, credit memo, quote, invoice or a shipping document  Acctivate can automatically attach it as a PDF file to your email message and then send it directly from within Acctivate. This feature is available in the Sales Order, Invoice / Credit Memo, Quote, Credit Memo, Purchase Order and Service Order windows.

After an order has been entered and saved, you will be able to automatically attach that document to an email message. If the order is in a credit hold status or has not been saved, you cannot print or email it until it is released from the credit hold status and saved.

Emailing an order, quote, credit memo, or request for quote

  1. Create a new sales order, quote, credit memo, purchase order, service order, or open an existing one.
  2. The address on the order, quote, credit memo, or RFQ will be used as the recipient (to) email address. For example, on the Sales Order window the email address listed on the related contact record is shown on the right side of the Detail tab.
  3. Save any changes, if any, to print forms.
  4. In the toolbar of the window, click the drop-down arrow next to the Print icon and select the email option, which will be labeled based on the window you are in (i.e. ‘Email Quote’ in the Quote window).
  5. The system will then automatically convert the order, quote or credit memo to PDF format and an email message window will open with the file attached. The user can either enter the details needed in the email manually or you can setup Email Message Templates.
  6. Enter all necessary information and click the Send Message button.

Emailing a customer invoice

A customer invoice can be emailed from the Invoice / Credit Memo (Customer Invoice) window. Users have the option to email when creating an invoice by clicking the Send box underneath the email address listed in the Invoice Order window.

This can also be done from the Invoices tab on the Sales Order window by clicking Email Invoice with the specific invoice selected.

These instructions are to print from the Invoice window itself.

  1. A customer invoice can be accessed directly from Customer > Invoice / Credit Memo or from the Sales Order or Customer Information windows in the Invoices tab by double-clicking the specific invoice in the data grid.
  2. Either way will open the Customer Invoice window.
  3. In the Customer Invoice window, click the Send Email button.The email address recorded on the order or customer (if not recorded on the order) will be used as the recipient (to) email address.
  4. The system will then automatically convert the invoice to PDF format and an email message window will open with the file attached. This window also has the Email Message Template functionality.
  5. Enter all necessary information and click the Send Message button.

Emailing shipping documents

In the Sales Order window various shipping documents can be emailed from the system.

  1. Enter a sales order or open an existing one.
  2. Make sure the order has been saved.
  3. In the toolbar of the window, click the drop-down arrow next to the Print Pick Ticket button or the Print Pack List button (depending on the type of document you need to email) and select an email option. Each form has an option to email as a pdf.
  4. The system will then automatically convert the document to PDF format and an email message window will open with the file attached. The shipping documents utilize the Branch email address. Sales Order Message Templates are used for these documents.
  5. Enter all necessary information and click the Send Message button.
Posted in Email, Technology - Last modified on February 27, 2018Lauren Stine
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