Various types of automatic e-mails can be sent to customers, suppliers and users of a Procountor environment. This article includes all the functions from which e-mails can be sent. Using e-mails is most efficient when the recipient’s valid e-mail address has been saved to the business partner register.
E-mails with sales invoices, sales orders and purchase orders
When sales invoices, sales orders or purchase orders are sent using e-mail, Email selection is chosen in the Invoice channel drop-down menu. An e-mail address that has been saved to the business partner register is brought automatically to the Email address field. Procountor will verify that the address format is correct when the receipt is saved.
The e-mail includes the invoice/order as an attached file in PDF format.
The total size of the attachments can be a maximum of 30 MB.
The sending address of the e-mail is always [email protected]
If the receiver of the e-mail replies to the e-mail, it will be sent to the address on Invoicing contact pers. email field that is located in Contact persons section of company’s basic info. If this field is empty, the address will be retrieved from Email address field of the sender’s Personal information and settings page. If also the previous field is empty, the address would be [email protected].
When an invoice is sent by e-mail, the payment information (invoice number, due date, payment sum, reference number, account number and bar code) is included in the text section of the e-mail. The header contains the word “Invoice”, “Order confirmation”, “Purchase order” or “Offer”; invoice or order number and the name of the company that has sent the invoice.
E-mails from payment reminders
Payment reminders can be sent by e-mail even if the invoice channel of the original invoice is other than e-mail. If the original invoice is sent by e-mail, the e-mail used on the invoice will be used also with the payment reminder by default.
The e-mail to be sent includes the payment reminder as an attached file in PDF format.
Sender’s e-mail address will be primarily retrieved from Invoicing contact pers. email field that is located in Contact persons section of company’s basic info.
If the previous field is empty, the address will be retrieved from Email address field of the sender’s Personal information and settings page.
If also the previous field is empty, the address will be [email protected].
When a payment reminder is sent by e-mail, the payment information (invoice number, due date, payment sum, reference number, account number and bar code) is included in the text section of the e-mail. The header contains the word “Payment reminder”, invoice or order number and the name of the company that has sent the invoice.
E-mail notification of an invoice waiting for verification or approval
It is possible to send an e-mail notification to verifiers and approvers about purchase, travel and expense invoices that are ready for verification or approval. The e-mail addresses of verifiers and approvers have to be entered in the personal information of the users.
Notification e-mails are sent from Procountor at regular intervals. If several notifications for one verifier/approver are going to be sent at the same time, the notifications are combined to a single message. The e-mail contains a link that leads to the log-in page of Procountor. When the user logs in to Procountor using this link, the invoices waiting for verification and/or approval that are mentioned in the e-mail are brought straight to Receipt search view. The sending address of these reminder messages is [email protected].
Sending an e-mail notification about the substitution that has been set
It is possible to send an e-mail notification about the substitution that has been set. The users, that the set substitution concerns, will receive an email, if they have not disabled email notifications in Procountor. The e-mail addresses of the users must be entered in the personal information of the users.
Notifications will be sent in the following situations:
A new substitution
A change in the substitution
A removed substitution
A reminder of a starting substitution (if the substitution starts later than the same day or one day after setting the substitution)
Sending a group letter by e-mail
A group letter is a letter that is sent simultaneously to several business partners.
When a group letter is sent by e-mail, the sending address will be [email protected] by default.
The default reply address, however, will be the address that is entered to the Email address field of the sender’s Personal information and settings page.
If the previous field is empty, the reply address will also be [email protected].