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When you choose to set the Delivered flag, you are confirming that the invoice/credit note is being distributed to the debtor. Once the Delivered flag is set, the system will consider the invoice/credit note to have been distributed to the debtor and it will not be possible to clear the flag. Therefore, take care to only set the Delivered flag if you are confirming the delivery of the invoice/credit note to the debtor. |
Important Information About Email Delivery File Size Limits
When delivering invoices and credit notes to debtors via email, the relevant invoices or credit notes, and any associated secondary documents that may be attached to the invoices and credit notes, are attached to an email message as PDF documents.
In some cases the file size of the PDF documents that are attached to an email message for delivery to a debtor may exceed the maximum file size that can be sent by an email server, which is typically around 30 megabytes (Mb). Because of that, FastTrack360 prevents invoices/credit notes from being sent if the total file attachment size exceeds 30 Mb. When that happens, the following applies:
the Delivered flag is not set for those documents that were not sent
an event is recorded in the Invoice Log to identify there was a failure to deliver invoices due to exceeding of the file size limit.
Based on the event recorded in the Invoice Log, action can then be taken accordingly to address the problem. For example, if a number of invoices were selected to be attached and emailed together to the same debtor, thereby making the overall attachment size too big, you can attempt to email the invoices individually, thereby reducing the size of the attachment that is being emailed in each instance.
How to Distribute Invoices/Credit Notes via Email
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How to Distribute Invoice/Credit Notes to Debtors via Email | |||
Using the Portal > Billing > Manage Delivery screen, search for the relevant closed invoices/credit notes. The invoices/credit notes matching your criteria are listed in the results list. | |||
2. | In the results list, tick the invoices/credit notes that you want to deliver and click Email Debtor.
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. The selected files are listed within the Attachments field. | ||
7. | Click Send. The message is sent to the email addresses of the debtors corresponding to the invoices/credit notes you selected and a confirmation message opens. | ||
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