Revision as of 15:20, 27 February 2017

Overview

There are two System Events whose sole purpose is to physically deliver PDF invoice to your customers via their preferred delivery method. Arguably, these two events are the most important in the system. If these events are not configured and enabled, your customers will not receive their invoices after they have been approved.

Invoice Delivery Events

Invoice Delivery (id

23)

This is the event that delivers the invoice via email. It is used when the customer's invoice delivery method is set to 'Email' or 'Email and Post'.

Invoice Post (id

22)

This is the event that delivers the invoice via post. It is used when the customer's invoice delivery method is set to 'Post' or 'Email and Post'.

Invoice Due/Overdue

You may also want to consider the importance of setting up the two invoice reminder notifications. but these are not essential for invoices.

• Invoice Due (id: 13)
• Invoice Overdue (id: 7)

To Display Invoice Email Templates

1. Select Events > Templates > from the Menu. A list of all existing event templates will be shown.
2. Locate the Invoice Delivery template in the Event column, and click the template number or name in the ID or Name column. The invoice email template will be displayed.
3. Click the Return to list button to exit.

To Create an Invoice Email Template

1. Select Events > Templates > from the Menu. A list of existing templates will be shown.
2. Click the Create New Template button. The Create a Template page will appear.
3. Enter the Name or description to give the invoice email template.
4. Select “Invoice Delivery” from the Event Type drop list. This indicates that the current template is related to invoice delivery. Depending on the event configuration set up, you will see other event types in this list, such as Invoice Due and Invoice Overdue. You can use this function to set up other templates for these event types (for further information, refer to the Events User Manual).
5. Select the Event Mapping required.

   The list will only show the event mappings that Emersion has mapped for you. Events are configured by Emersion’s support team specifically to your individual requirements. If no event mapping is shown for the Invoice Delivery event type, please contact the Emersion support team.

6. Enter the Sender name / email address. This name will appear in the email message From field.
7. Select the required Recipient using the option buttons, as follows:

   • Default Account Recipient
   • Primary Contact
   • Billing Contact
   • Secondary Contact
   • Custom - enter the email address(es) to send the email, separated by a comma

   The system uses the email address recorded against the customer account, or the email address entered in the Custom field, to send the invoice email.

8. Enter a CC recipient to send a copy of the invoice to another person, if required.
9. Enter a BCC recipient if required.
10. Enter the Subject text to show in the invoice email subject line.
11. Select variables to include in the invoice email subject line from the list of Variables that appear beside the Subject field. Variables available include:

    • Account ID
    • Contact First Name
    • Contact Surname
    • Previous Balance (incl GST)
    • Invoice ID
    • Invoice Issue Date
    • Invoice Due Date
    • Amount Due (incl GST)
    • Invoice Amount (Excl GST)
    • Invoice Amount (Incl GST)
    • Cumulus Username
    • Previous Balance (Incl GST)
    • Payments Received
      

    Click the variable name in the list. The variable code (e.g. ‘{account->id}’, ‘%%FNN%%’, etc.) will be added to the subject field text. Position it within the text as required.

12. Select the email Priority from the drop list (i.e. Low, Default, or High).
13. Tick the Invoice check box under Attachments to attach the invoice to the email.
14. Select the invoice template to associate with the event from the Invoice Template Selection drop list.
15. Enter the message text in the Content box. The Content box is a basic HTML editor (i.e. tinyMCE). Some standard text formatting options are available.
    

    To add graphics to the message, such as an image or logo, the image file needs to be hosted externally. This is the preferred way of handling images in a message, rather than as attachments. This is also the method to define custom inline CSS on individual HTML tags. This is done by editing the HTML directly, using the Edit HTML Source function, and including the image in the HTML code directly.

16. Insert the required account and invoice Variables into the message. These are shown beside the Content box, per step 11 above. Click the variable name in the list. The variable code will be added to the subject field. Position it within the text as required.
17. Use the Preview function to see how the invoice email will appear to the customer.
18. Click the Save button. The Invoice Email Template details will display.
19. Click the Return to list button to exit.

To Edit an Email Invoice Template

1. Select Events > Templates > from the Menu. A list of existing event templates will be shown.
2. Locate the Invoice Delivery event template, and click the template number or name in the ID or Name column. The invoice email template details will be displayed.
3. Click the Edit button. The page will be updated to show the fields enabled for editing.
4. Enter or modify the invoice email information in the appropriate fields.
5. Click the Save button. The updated template details will display, with an information box showing the template has been saved successfully.
6. Click the Return to list button to exit.

To Delete an Email Invoice Template

1. Select Events > Templates > from the Menu. A list of existing templates will be shown.
2. Click the Delete Template link beside the required template in the Delete Mapping column. An information box will display showing that the template has been deleted.

Usage of CSS in Message Template WYSIWYG editor

For clarity, Emersion only support 1 method of including CSS (Cascading Style Sheets) in your email message templates. That being the INLINE method only.

We DO NOT support embedded or external CSS.

<a href="" style="text-decoration: none;">

<style type="text/css">
    p { color: #00f; }
    </style>

<link rel="stylesheet" type="text/css" href="styles.css" />

Field Definitions

• Name is simply a name reference for the user.
• Event Type is the event type that this message is applied to.
• Sender is what will be used as the sender of the email.
• Recipients is a complex field allowing the user to select where the message will be sent. Choices can be;
  • Default Account Recipient which uses some business logic to work out the recipient from the users account. (Effectively looks for the existence of an email address by first checking the Billing Contact, then Primary Contact)
  • Primary Contact will use the Primary Contact's Email Address
  • Secondary Contact will use the Secondary Contact's Email Address
  • Billing Contact will use the Billing Contact's Email Address.
  • Custom ... which allows the user to enter a comma delimited list of email addresses. [eg. test@test1.com,test@test2.com]
• CC is the carbon copy field. Also accepts comma delimited list of email addresses. [eg. test@test1.com,test@test2.com]
• BCC is the blind carbon copy field. Also accepts comma delimited list of email addresses. [eg. test@test1.com,test@test2.com]
• Subject is the subject field. This field accepts variables, a list of variables will appear next to the field when in focus to assist the user as to what is available.
• Priority is the message priority.
• Attachment will only appear for invoice based event types and can be only None or Invoice.
• Content is a HTML editor which also allows template variables.