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Set up SOP invoices to send via email

Set up your invoice layout in Report Designer

Open: Report Designer > Report Designer.

1. Select the SOP Invoice layout that you want to use: File Explorer > Layouts

   

2. From the Properties Pane, select Email options and click .

3. Enter your email options:

   

   1. From the Email message should contain drop-down list, choose the group that matches the header section of the invoice layout.

      

      In this example, for the SOP Invoice (Single ) layout, select Group 7 - SOPInvoiceCredits.SOPInvoiceCreditID.

   2. To send your SOP invoices to the contact for each customer, click To...., and add the SL Customer Accounts > ContactEmailAddress expression.

      See how to add this expression

      1. In the Expressions section, click Add .

         

      2. Drag the following from the Fields pane to the Expression Editor section:

         SL Customer Accounts > ContactEmailAddress.

      3. Click OK.

      To copy this expression from a text file, click here.

   3. If required, click CC... to enter the recipients for a copy of the email.

      These can be entered as text or as an expression.

   4. Enter a Subject for the email.

      This can be entered as text or you can use an expression to include information such as your company name and the invoice number.

      See how to add this expression

      1. Click Subject.

         

      2. Drag the following from the Fields Pane:

         SYSCompanies > CompanyName.

      3. In the Expression Editor, enter + "Invoice No:" +

         Note: To add more than one expression use + or and. If you want to include text with an expression use "quotation marks" around the text.

      4. Drag the following from the Fields pane:

         SOPInvoiceCredits > DocumentNo.

         The completed expression should be as follows:

         SYSCompanies.CompanyName + " Invoice No:" + SOPInvoiceCredits.DocumentNo.

      5. Click OK.

      To copy this expression from a text file, click here.

   5. Choose whether to send the invoices as plain text or as an attachment.

      See how to send as plain text

      If you want to send the report as plain text, you may have to amend the layout to make it suitable for an email message, as the layout is designed for printed output.

      Note: Some layouts contain text that is designed to be read by a 3rd party document management add on available for Sage 200. This text is not designed to be printed but will appear when the document is sent as plain text. You may want remove this if you are sending your emails as plain text.

      See an example

      For the SOP Invoice layout, this text is entered on the first two lines of the header section.

      

      See how to send as an attachment

      1. Enter the required message text.
      2. Choose the file type that you want to send from the Attachment Format drop-down list.

      3. Enter a Filename for the attachment.

         You can use an expression for this if you want the filename to include information such as your company name and the invoice number.

         See how to add this expression

         1. Click Filename.

            

         2. Drag the following from the Fields Pane:

            SYSCompanies > CompanyName.

         3. In the Expression Editor, enter + "Invoice No:" +

         4. Drag the following from the Fields pane:

            SOPInvoiceCredits > DocumentNo.

            The completed expression should be as follows:

            SYSCompanies.CompanyName + "Invoice No:" + SOPInvoiceCredits.DocumentNo.

         5. Click OK.
   6. Choose whether to send the invoices via email straight away or to your outbox for checking before sending to email recipients.

   7. Choose your email account provider.

      Microsoft Outlook	Select this if you are using Microsoft Outlook 2003, 2007 or 2010.
      SMTP	Select this if you send email using an SMTP provider such as Hotmail, Gmail or Yahoo Mail.
      MAPI	Select this if your email application uses a MAPI (Outlook / Exchange) mail server.

      Note: You can set up a default email provider for all reports in Report Designer > Tools > Options | Email Setup.

4. To save the new invoice layout, select File > Save As.

   Note: When you change a default layout, letter or report, you must save the new layout, letter or report in the custom or company folder.

Set up your customer accounts and document layouts

1. Choose the role that your want to send your invoices to. You can use an existing role or set up a new customer role.

   See how to set up a new role

   Open: ASM > Settings > Customer and Supplier Roles.

   1. Add a role.
   2. Select Sales and Use with Documents.

2. Associate this role with Sales Invoice document type.

   See how to associate roles with document types

   Open: ASM > Settings > Customer and Supplier Document Types.

   1. Select the role for the Sales Invoice document type.

3. Set up a Preferred Contact for the role with a valid email address for each customer account that you want to send the invoices to.

   See how to set up a preferred contact

   Open: SL > Sales Accounts > Amend Account Details | Contacts.

   1. Select the contact and click Edit.
   2. Add the role and select Preferred Contact.

4. Add the new invoice layout to the SOP module.

   See how to add an invoice layout

   Open: SOP > SOP Maintenance > Maintain Invoice Layouts.

   1. Click Add and select the invoice layout that you want to use. For example, SOP Invoice (Single ).layout.

5. If required, associate this invoice layout with the relevant customer accounts.

   This means that this invoice layout is automatically used when printing invoices for this customer. If required, you can specify the invoice layout that you want to use when you print your invoices.

   See how to associate invoice layout with customer accounts

   Open: SL > Sales Accounts > Amend Accounts Details | Documents.

   1. Select the invoice layout for the Sales invoice layout drop-down list.

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