to select the recipient for
each invoice individually. You can enter a different
recipient name, email address, and fax number. You can
also turn off the automatic delivery of any particular
order. Tip of the Month for: August 2015
Automatic Delivery of Invoices via Email and Fax
In today's economy, people are always looking for ways to save time and money. One convenience of Answers is the ability to send invoices automatically via fax or email. Invoices, as they are generated, can either be sent immediately via fax or email, or queued for faxing at a later time of the day when phone carrier rates may be cheaper.
The easiest method for configuring automatic faxing or emailing of invoices is to configure the recipient on the customer master file. This is done in Customer Maintenance, on the Setup Options tab. Select the fax or email contact from the drop-down list that should receive the invoice.
Once you have selected a primary recipient for automatically sent invoices, you can configure additional contacts as "CC" recipients to also automatically receive a copy of the invoice. This way, if you the customer's accounts payable needs the invoice to pay, but the purchasing agent also needs a copy, Answers can go ahead and send both recipients a copy of the invoice. You must have at least one primary recipient, and then you can select other contacts as "CC" recipients. They do not need to be the same mode of delivery. Your primary recipient can be email and your cc recipient(s) fax, or your primary recipient fax and your cc recipient(s) email.
Additionally, you can control the automatic sending of
invoices on a per invoice basis. Once the customer is
defined for automatic emailing or faxing of invoices by
selecting the primary recipient, that becomes the default
for each invoice. However, you can click on the
to select the recipient for
each invoice individually. You can enter a different
recipient name, email address, and fax number. You can
also turn off the automatic delivery of any particular
order.
This gives you flexibility if you need to "credit and rebill" for internal purposes, or have internal corrections to make and do not wish to send a copy of an invoice to a customer.
If a customer requests a copy of an invoice by fax or email and they do not normally get their invoices delivered automatically, any particular order can be sent automatically.
Because you can control the automatic delivery options on a per order basis, IF you change the customer's default delivery method, you must also edit the existing open orders to reflect that change as well.
Some other options to keep in mind when sending invoices automatically via fax or email:
Configuration options control whether automatically sent invoices are printed.
A configuration option is available to warn the users that they are releasing and/or invoicing an "auto-send" order ... emails are sent immediately and faxes can either be sent immediately or at the time designated in the Answers configuration. This warning should serve as a notice that after releasing/invoicing, the invoice will be either be sent or queued to send, so they should verify it is correct.
A configuration option is available to control whether invoices printed directly from Order Entry are sent automatically or not.
When using the Credit Management Work Center, the Hot List, Aging, and Customer Payment History tabs display the customer's default invoice delivery method.