Electronic Delivery for Forms - Fields

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Electronic Delivery for Forms

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E-mail

Select this check box to e-mail the form. Clear this check box if you do not want to e-mail the form.

 

Skip Consolidated E-mail and Send Now

When quick printing a form that is set up for consolidated e-mail, select this check box to skip the consolidated e-mail and instead e-mail the form now.

Clear this check box to send this quick print form in a consolidated e-mail.

Note This option is available only if the Consolidate E-mails for Customer check box or Consolidate E-mails for Vendor check box is selected in Paperless Office Delivery Options (Customer/Vendor).

This option applies to the following customer documents that allow Quick Print:

  • Accounts Receivable invoices
  • Sales orders
  • Sales Order invoices
  • Customer RMAs
  • Job Cost invoices

This option applies to the following vendor documents that allow Quick Print:

  • Purchase orders
  • Purchase Order quotes
  • Purchase Order return orders

 

Use E-mail Message

Select this check box to use the default message defined for the form in Electronic Delivery Message Maintenance.

When this check box is selected, the message that is used depends on the specificity of messages defined in Electronic Delivery Message Maintenance. Multiple messages can be defined for a single document. For example, one message can be defined for all documents in all companies and all modules, and another message can be defined for a specific document in a specific company and module. When multiple messages exist for a document, the message used is based on a hierarchy. Messages defined for a specific company, module, document type, and/or document override messages defined for all companies, modules, document types, and documents. For more information about the specific message hierarchy, see Electronic Delivery Message Hierarchy.

If this check box is selected but no default message exists for the document, a blank subject line will be used along with the following standard message body text: "Please see the attached PDF document: [file name]" where [file name] is the PDF document file name. Clear this check box to manually enter a subject line in the Subject Line field, and use the standard message body text. This field is available only if the E-mail check box is selected.

For more information about how text is placed in e-mails, see E-mail Message and Fax Cover Sheet Formats for Paperless Office.

 

From E-mail Address

Type the sender e-mail address to use for the e-mails. This field defaults to the e-mail address entered in the From E-mail Address field in the Form Maintenance window. If the From E-mail Address field is blank, the address entered in the E-mail Address field in the Company Maintenance window is used. For more information, see Form Maintenance and Company Maintenance.

This field is available only if the E-mail check box is selected.

 

Subject Line

Type a subject line to use for the e-mail. You can also manually type in merge fields in the subject line, using the format [xxx]. When the message is sent, the merge field is converted to the corresponding value.

It is important to only type merge fields that apply to the document you are sending. For example, the [DocumentNo] merge field applies only to certain documents. If this merge field is inserted for a document such as a statement that does not have a document number, the merge field is not converted to a value when the e-mail is sent. For more information, see Paperless Office Merge Fields.

This field is available only if the E-mail check box is selected and the Use E-mail Message check box is cleared. If the Use E-mail Message check box is selected, the subject line defined in Electronic Delivery Message Maintenance for the form is used.

For more information about how subject line text is placed in e-mails, see E-mail Message and Fax Cover Sheet Formats for Paperless Office.

Expand or collapse item Example - Inserting a merge field

To define a message for a group of invoices that automatically inserts the invoice type and invoice date into the subject line, you could insert merge fields similar to the following:

Attached is your [Document] dated [DocumentDate].

In the actual e-mail this would appear as the following:

Attached is your Credit Memo dated 5/31/2010.

 

Additional E-Mail Attachments

Enter the location path and file name of the attachment, or click the Browse button (with the folder icon) to browse for the attachment.

If scheduled attachments are entered for the selected form, the documents load automatically in the grid from the Scheduled Attachments window.

Note Scheduled attachments for Payroll checks and direct deposit stubs do not automatically load in the grid, but you can click the Scheduled Attachments button to copy them into the grid.

 

Fax

Select this check box to fax the form. Clear this check box if you do not want to fax the form.

 

Use Fax Message

Select this check box to use the default message defined for the form in Electronic Delivery Message Maintenance.

When this check box is selected, the message that is used depends on the specificity of messages defined in Electronic Delivery Message Maintenance. Multiple messages can be defined for a single document. For example, one message can be defined for all documents in all companies and all modules, and another message can be defined for a specific document in a specific company and module. When multiple messages exist for a document, the message used is based on a hierarchy. Messages defined for a specific company, module, document type, and/or document override messages defined for all companies, modules, document types, and documents. For more information about the specific message hierarchy, see Electronic Delivery Message Hierarchy.

If this check box is selected but no default message exists for the document, a blank subject line will be used along with the following standard message text: "Please see the attached PDF document". Clear this check box to manually enter a subject line in the Subject Line field, and use the standard message text. This field is available only if the Fax check box is selected.

Information is placed on the cover letter based on the template defined in Company Maintenance. For more information about how text is placed in faxes, see E-mail Message and Fax Cover Sheet Formats for Paperless Office and Company Maintenance.

 

From Fax Number

Type the outgoing fax number, starting with the area code, to use for the faxes. This field defaults to the fax number entered in Company Maintenance. For more information, see Company Maintenance.

This field is available only if the Fax check box is selected.

 

From Name

Type the sender name to use for the faxes. This field is available only if the Fax check box is selected.

 

Subject Line

Type a subject line to use for the fax. You can also manually type in merge fields in the subject line, using the format [xxx]. When the message is sent, the merge field is converted to the corresponding value.

It is important to only type merge fields that apply to the document you are sending. For example, the [DocumentNo] merge field applies only to certain documents. If this merge field is inserted for a document such as a statement that does not have a document number, the merge field is not converted to a value when the fax is sent. For more information, see Paperless Office Merge Fields.

This field is available only if the Fax check box is selected, and the Use Fax Message check box is cleared. If the Use Fax Message check box is selected, the subject line defined in Electronic Delivery Message Maintenance for the form is used.

For more information about how subject line text is placed in faxes, see E-mail Message and Fax Cover Sheet Formats for Paperless Office.