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How to Distribute Invoice/Credit Notes to Debtors via Email

In Using the Portal > Billing > Manage Delivery > Delivery screen, search for the relevant closed invoices/credit notes.

The Delivery screen lists the invoices/credit notes matching the search criteria you specifiedyour criteria are listed in the results list.

2.

In the list of invoices/credit notes within the Delivery screen, click results list, tick the invoices/credit notes to be emailed.

To select multiple invoices/credit notes that are listed in consecutive order, hold down the SHIFT key and click on the first invoice/credit note in the range and then click on the last invoice/credit note in the range.

To select multiple invoices/credit notes that are not listed in consecutive order, hold down the CTRL key and click on each invoice/credit note to be selected.

A tick appears next to each invoice/credit note you clicked to indicate that it is selected.

Click (Email Debtor).

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Note that this button is available only if all of the invoices/credit notes you selected have a preferred delivery method of email.

The Email Invoices To Debtors screen opens. The top of the screen lists each invoice/credit note you selected and the details of the debtor to which each document will be emailedthat you want to deliver and click Email Debtor.

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The Email Debtor button is enabled only if all of the invoices/credit notes that you have ticked have a preferred delivery method of Email.

If you have ticked an invoice/credit note that has a preferred delivery method other than Email, you will need to un-tick that invoice/credit note before proceeding to attempt to deliver any remaining invoices/credit notes via email to the debtor.

To determine the preferred delivery method of any invoice/credit note in the results list, refer to the Delivery Method column in the list.

The Email Invoice to Debtors screen opens.

3.

In the Email Template field, select the name of the template to be used for the email message.

The Subject and Message fields display the default text and merge fields as defined by the template you selected.

4.

In the Subject field, modify the default subject/topic text of the email message if necessary.

5.

In the Message field, modify the default body text of the message. Note that you can add merge tags or remove any default merge tags that are defined by the template. For more information, see Working with Merge Tags below.

6.

If you want to add an attachment to the email message, click Add Files and use the dialog box that opens to navigate to and select the relevant file to be attached. Repeat this step as many times as necessary until you have added all relevant attachments you want to send with the email.

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The selected files are listed within the Attachments field.

Click Send.

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The message is sent to the email addresses of the debtors corresponding to the invoices/credit notes you selected in the Delivery screen and a confirmation message opens.

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When creating a new email message in the Email Invoices To Debtors screen you can add additional merge tags, which are not defined by the message template, to the message body text that is displayed within the Message field. To do this, follow the procedure below.

How to Add a Merge Tag to the Message Text

In the Message field within the Email Invoices To Debtors screen, click the position within the message text where you want the merge field to appear.

The text cursor flashes at the position where you clicked.

2.

In the Merge Tags field, click the merge tag to be inserted into the message.

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title	Click here to see descriptions of the available merge tags.

BillingCompanyContactEmail
Email address of the contact person at the billing company that is issuing the invoice/credit note. This is taken from the billing company record.

BillingCompanyContactFirstName
First name of the contact person at the billing company that is issuing the invoice/credit note. This is taken from the billing company record.

BillingCompanyContactPhone
Telephone number of the contact person at the billing company that is issuing the invoice/credit note. This is taken from the billing company record.

BillingCompanyContactSurname
Surname of the contact person at the billing company that is issuing the invoice/credit note. This is taken from the billing company record.

BillingCompanyCorporateIdentityNumber
Corporate identity number of the billing company that is issuing the invoice/credit note. This is taken from the billing company record.

BillingCompanyCountry
Country to which the billing company that is issuing the invoice/credit note belongs. This is taken from the billing company record.

BillingCompanyName
Name of the billing company that is issuing the invoice/credit note. This is taken from the billing company record.

DebtorCode
Unique ID number identifying the debtor company receiving the invoice/credit note. This is taken from the debtor record.

DebtorContactName
Name of the contact person at the debtor company receiving the invoice/credit note. This is taken from the debtor record.

DebtorEmail1
Primary email address of the debtor company receiving the invoice/credit note. This is taken from the debtor record.

DebtorEmail2
Secondary email address of the debtor company receiving the invoice/credit note. This is taken from the debtor record.

DebtorMailAddress1
First address line of the mailing address of the debtor company receiving the invoice/credit note. This is taken from the debtor record.

DebtorMailAddress2
Second address line of the mailing address of the debtor company receiving the invoice/credit note. This is taken from the debtor record.

DebtorMailCountry
Country in which the mailing address of the debtor company receiving the invoice/credit note is located. This is taken from the debtor record.

DebtorMailStateProvince
State or province in which the mailing address of the debtor company receiving the invoice/credit note is located. This is taken from the debtor record.

DebtorMailSuburb
Suburb or city in which the mailing address of the debtor company receiving the invoice/credit note is located. This is taken from the debtor record.

DebtorMailZipPostCode
Zip code or post code of the debtor company receiving the invoice/credit note. This is taken from the debtor record.

DebtorName
Name of the debtor company receiving the invoice/credit note. This is taken from the debtor record.

InvoiceBalanceDueDate
Date on which payment of the invoice/credit note is due, based on the issue date and the invoice terms.

InvoiceNumber
Invoice/credit note number, as defined on the invoice/credit note.

InvoiceTerms
Payment terms as defined on the invoice/credit note.

RecipientFirstName

Prints the given name of the contact, who is the recipient of the email, within the body of the email.

This merge tag is available in v11.22 onwards.

RecipientSurname

Prints the family name of the contact, who is the recipient of the email, within the body of the email.

This merge tag is available in v11.22 onwards.

The merge tag you clicked is selected.

3.

To the left of the Merge Tags field, click .

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the Add Tags to Message button.

The selected merge tag is added to the Message field at the point where you positioned the text cursor.

You can move any merge tag if necessary by copying and pasting the merge tag or using any other standard Windows text editing operations to shift the position of the tag.

Ensure that you move/copy the entire tag including the parenthesis surrounding the field name as the parenthesis designate the start and end of the merge tag.

You can delete any merge tag that has been inserted into the message or that is defined by default by the message template by selecting the entire tag and clicking DELETE.

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