Mass Sending Documents by E-Mail

Mass Sending Documents by E-Mail is helpful if you do not print and send issued invoices or documents to customers as you go, but rather print and send them around at the end of the workday, week, or month by e-mail.

The Print Document Range feature enables you to print several documents at once, with options of sending them by e-mail or to Documentation.

HINT To send documents from PANTHEON by e-mail successfully, read the instructions for setting up e-mail for eWorkflows.

Below, see a use case of mass sending documents by e-mail.

CASE SUMMARY At the beginning of the month, the person responsible wants to send invoices from number 23-3000-000001 to number 23-3000-000004 for delivered services after different contracts to the customer. This is done as follows: Sending multiple documents by e-mail Sending the e-mail Displaying a customer's received e-mail

1. Sending multiple documents by e-mail

The person responsible goes to the last issued document with the Sale document type.

In the menu, the person responsible selects Goods | Issue| Document, then selects the correct document type: 3000 - Sale.

The issued documents are created in advance.

HINT Read the instructions for creating an issue document in the chapter Creating issue documents.

To print document range, the person responsible clicks the From–To button in the form footer, or the (Wizards) button in the toolbar, then selects the Print Document Range option.

HINT On forms, where the Print Document Range feature is added, you can open the form with the following key combination: CTRL + O.

A Print Goods Document Range form opens, through which the person responsible can print, or send multiple documents to customers by e-mail or to eDocumentation.

The person responsible enters the report criteria or enters the range of document numbers to send customers by e-mail.

Into the From No. field, the person responsible enters 23-3000-000001.

The document number 23-3000-000004 is automatically filled into the To field, as this was the last created document with the selected document type.

The person responsible can adjust the document prints to their needs and enters other printing criteria.

HINT For field descriptions and technical instructions, see the chapter Print Goods Document Range.

In the Report Type section, the person responsible clicks the report type of documents for sending.

In this case, the person responsible selects the report type 24Q – Invoice – PP.

To continue, the person responsible clicks the E-Mail (Use receiver email settings) button.

HINT You can also mass send documents by e-mail by pressing the E-Mail (No receiver email settings used), which opens the E-Mail form.

2. Sending the e-mail

On the Send E-mail form, all collected documents appear.

By default, the collection of all documents is marked for sending by e-mail.

To successfully send e-mail to customers, the E-mail Address field must be filled in.

Where the e-mail address will be read from is set in the section below Settings for Sending via E-Mail.

In this case, the checkbox by the Primary Email option is checked, which is set on the subject in the Subjects Register | General (see image below).

Into the Text field, the person responsible enters the text that will be added to the documents in the e-mail.

In the Miscellaneous section, the person responsible checks that the checkbox at the Add Payment File to Attachments feature, to also send the customers their payment orders.

When everything is ready for sending, the person responsible clicks the Create button.

When documents are successfully sent by e-mail, the program shows the information that the operation is complete.

3. Displaying the customer's received e-mail

To the entered e-mail address, the customer receives the collection of PDF documents and their corresponding payment orders.

WARNING To correctly display the text on PDF reports, you must check the Export Reports as PDF/A checkbox in the Administration Panel Settings in PANTHEON.