Send Payments Reminders by Email
This feature is used for sending reminders by e-mail.
Unlike the Reminders feature, this feature is used for ad-hoc sending of Outstanding Items to partners by e-mail. The recipients are selected according to the criteria defined on the report settings.
The Send by Email button is available if one of below reports in Outstanding Items is selected.
By clicking the button, the window Send payment reminder by Email opens.
The list includes potential recipients of the reminder who meet the criteria you have set on the report and their contact details.
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Selected
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All are selected by default. The e-mail will only be sent to those who are marked Selected and have an e-mail address.
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Subject
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Name of the recipient. The data source is the ID field from the Subjects register.
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Outstanding Amount
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Total amount of outstanding items by subject.
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E-Mail
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Subject e-mail address to which the reminder will be sent. The data source is the Subjects register, depending on the contact settings.
E-mail can also be manually added or modified, and must be separated by a semicolon.
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Mobile phone
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Subject mobile phone number to which the reminder will be sent. The data source is the Subjects register, depending on the contact settings.
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Name 2
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Detailed name of the recipient. The data source is the Name2 field from the Subjects register.
Column Name 2 is not visible by default. If you want to display this column, you need to use the right mouse click and select Edit | Select Columns.
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WARNING
General subject contact information is set on the General panel in the Subjects register.
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Individual contact person’s information for the subject is set in the contact list by clicking on the desired contact.
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The toolbar allows you to edit and send a reminder.
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Entry 1
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Sends a reminder e-mail.
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Entry 2
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Buttons used to edit the message.
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Tools for font editing.
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Tools for text formatting.
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Section with information about the recipient and the content of the reminder.
If the checkbox Include specification by documents in Email body is not checked, the table with options below is shown. Use of variables is not possible in this form. Desired text can be entered with attachments for all documents.
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From
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Sender e-mail address. The default address is set in the Settings | Program | Administration Panel | Settings | Internet.
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First and Last Name
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Sender first and last name. The default name is set in the Settings | Program | Administration Panel | Settings | Internet.
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Subject
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Field to enter reminder title or to select it from the template drop-down menu.
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Specification Text
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Field to enter reminder text or to select it from template drop-down menu.
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If the checkbox Include specification by documents in Email body is checked, the window below is shown. Use of variables is possible. Information about partners and their Outstanding Items on this form is collected on the basis of the criteria you have entered in the Outstanding Items list.
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Subject
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Text that will be displayed in the subject of the e-mail.
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Header Text
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Introductory text message.
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Specification text
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Message specification text. Submitting is summarized in documents, so this record is repeated according to the number of documents.
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Footer Text
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The closing text of the e-mail.
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Settings for data source and priority for subjects e-mail and mobile numbers.
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Use
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The list of e-mails and the mobile numbers sources that are selected to send reminders to subjects. The data source is the Subjects register.
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Available
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The list of e-mails and the mobile numbers sources that are available, but not selected to send reminders to subjects. Users can choose between: Contact for Outstanding items, Email, Email for Data Exchange, Other Emails, Phone number for SMS notification, Email for Sending Reminders. Data source is Subjects register.
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Click the button to transfer selected address/number from the Use list to the Available list.
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Click the button to transfer all addresses/numbers from the Use list to the Available list.
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Click the button to transfer selected address/number from the Available list to the Use list.
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Click the button to transfer all addresses/numbers from the Available list to the Use list.
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Exclude duplicate
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If checked, filters out duplicate e-mail addresses or phone numbers to ensure that the same addresses/numbers are not repeated.
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Only First Found
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If checked, the program suggests only the first address/number found for sending the reminder.
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CC
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E-mail address of the copy recipient or multiple copy recipients, separated by a semicolon.
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BCC
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E-mail address of the recipient of the hidden copy or multiple recipients of the hidden copy, separated by a semicolon.
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Attach Report to Email
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If checked, the PDF document will be attached to e-mail message.
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Attach Sync file to E-Mail
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If checked, the file with outstanding items will be attached to e-mail message.
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Sign/Print/Archive
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Sends the message to the Subjects and saves the file in Documents.
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Cancel
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Closes the window Send Payment Reminders by Email.
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Send SMS
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Send the reminders by SMS to the selected Subjects.
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Templates used for recurring reminders.
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Template
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Select a saved template from the drop-down list. Double-click on a field to open the E-Mail and SMS Templates form for creating and editing templates.
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warning
You can use the same variables as in the Reminders module when formatting header, specification, and footer text. See the chapter The use of variables in the Module Reminders.
The sender's e-mail will be visible to the recipient according to the AP / Internet setting.
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WARNING
Subjects e-mail addresses are populated from the Default e-mail address for sending reminders in the contact list.
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