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.

Emailing a document directly from Acctivate:

After an order has been entered and saved you will be able to automatically attach that document to an email message.

Note: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. Enter a sales order, quote, credit memo, purchase order or service order or open an existing one.If you have a Purchase Order with the status set to Request for Quote it can also be emailed using the same steps below from the Purchase Order window.
  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 in the Email field on the right side of the Header tab for the contact is used for an email sent from the Sales Order window.
  3. Make sure the order has been saved.
  4. In the toolbar of the window, click the drop-down arrow next to the Print Order button 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.In this window stored email message templates can be used or created. Refer to: How do I create and use 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.

  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.In this window stored email message templates can be used or created. Refer to: How do I create and use email message templates?
  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. The address on the sales order (in the Header tab, in the Email field on the right side) will be used as the recipient (to) email address.
  3. Make sure the order has been saved.
  4. In the toolbar of the window, click the drop-down arrow next to the Print Pick Ticket button or the Print Pack Listbutton (depending on the type of document you need to email) and select an email option.The Print Pick Ticket button will give you the option to email a Pick/Pack List or Pick Ticket.The Print Pick List button will give you the option to email a Bill of Lading, Pack List or Shipping Labels.
  5. The system will then automatically convert the document to PDF format and an email message window will open with the file attached.In this window stored email message templates can be used or created.
    Refer to:
    How do I create and use email message templates?
  6. Enter all necessary information and click the Send Message button.
Posted in Technology - Last modified on August 10, 2016Lauren Stine
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