Automatic ing. Usage. Getting Started. User Group Permissions. Setting s. Template

Transcription

1 1 Automatic ing Automatic ing ClickPOS is now capable of ing Purchase Orders and Sale Invoices directly from the system. ClickPOS will send a predefined comprising of a Subject, Body Message and Footer Message, and either an attached invoice, or purchase order in a PDF format. s are sent to either the customers nominated address (for sale invoices) or to the suppliers specified address (for purchase orders) Usage Automatic ing will be used to quickly purchase orders to your suppliers, as well as sale invoices to your customers. This is also to accommodate the recent SSL changes that we have made that inadvertently affected the ability to orders direct from the printing preview. Getting Started User Group Permissions To send s, you will need to turn on the User Group Permission: Allow user to invoice To access the User Group Permissions go to Maintain system admin User Group permission Setting s The copy is sent to the Branch and suppliers, please ensure these have been setup To setup Branch , go to Maintain System Admin Store Maintenance and enter a valid address. To setup Supplier , go to Stock Product Maintenance click on Maintain Supplier and enter suppliers address for new purchase orders. Please Note that you may enter multiple addresses by entering a semi-colon ; between the s. Template Before you can start sending s in the system you will need to create your template. Your template will determine what is in the that you send to your supplier/customer. It is comprised of:

2 2 Automatic ing A Subject A Body Message A Footer Message And an attached copy of the purchase order/sale invoice. The template can be accessed by going to: Maintain System Admin Template Please see Figure 1. (a) For an example of a Purchase Order template. Figure 1. (a) Template name. The name used to identify your template Subject. this will be the subject of the . Body Message. This will be the body of the , use it to explain that your purchase order is attached. You will need to select what type of template it is, and who it will be sent to. Ticking default will make this your default template for that template type Footer Message. This will be the footer of the , it is displayed at the end of the and is a good area to state a contact number and any additional information The address that the order is sent to is the address you have specified for that supplier. Supplier addresses can be maintained in the Suppliers area, which can be found by going to: Maintain Card File Suppliers. Please see Figure 1. (b) For an example of a Sale Invoice template.

3 3 Automatic ing Figure 1. (b) Template Name. The name used to identify your template Subject. this will be the subject of the . Body Message. This will be the body of the , use it to explain that a copy of their invoice is attached. You will need to select what type of template it is, and who it will be sent to. You can choose to send it to the customer s address, the account address, or both. Ticking default will make this your default template for that template type. Footer Message. This will be the footer of the , it is displayed at the end of the and is a good area to state a contact number and any additional information. The address that the Invoice is sent to is the address you have specified for that customer. Customer addresses can be maintained in the Card File area, which can be found by going to: Card File Customer Details Search. The Customer is specified in the Bill To tab, and the Account is specified in the Account Contact tab. Generally you would only use the account for corporate/account customers who wish to have a copy of their invoice ed to them. ing Orders.

4 4 Automatic ing Once you have set up your templates you are able to use them to your Purchase Orders to the supplier selected for that purchase order. You will start by creating your purchase order as you normally would. Once you are finished and the order has been marked as Approved and Closed you will see a new button appear called . Clicking this will send an to that supplier with your purchase order attached. Please refer to Figure 2. (a) for more information. Figure 2. (a) Select the template you wish to use for ing. (the template marked as default will appear first) Use the new button to send your order to the address specified for that supplier. Once you have sent the order you will receive a message confirming the order has been sent, the will automatically send and will use the information you specified in the template.

5 5 Automatic ing ing Sale Invoices Once you have set up your templates you are able to use them to your Sale Invoices the customer you have selected for that sale. You will start by performing the sale as you normally would, once you have finalized the invoice you can send a copy of it to the customer by searching for the invoice in Search Old Sale Please refer to Figure 2. (b) for more information. Figure 2. (b) Select the template you wish to use for ing. (the template marked as default will appear first) Use the new button to send your Invoice to the address specified for that customer. Tick the box to select the invoices you wish to . You can multiple invoices by ticking multiple boxes.

6 6 Automatic ing Once you have sent the Invoice you will receive a message confirming the Invoice has been sent, the will automatically send and will use the information you specified in the template. This ability is controlled by the user group permission: Allow user to invoice Allows the user to an invoice from search old sale Additional help The ClickPOS team is happy to assist you in further understanding this new feature, or any other area of the system, simply contact us via help@clickpos.com