Feedback on: EventPro User Manual - Email Invoice Mail MergeCH4_Email_Invoice_Mail_MergeChapter 4: Finance (Invoices/Payments) > Invoicing in Accounting | Finance > Email Invoice Mail Merge /Dear EventPro Documentation Department,
Email Invoice Mail Merge
The invoice mail merge sends each invoice to the email address of the individual indicated in the Bill To section of the Invoice (e.g. the company contact, exhibitor contact or attendee), or if there is no individual or there is no email address entered for the individual, sends the invoice to the email address of the company indicated in the invoice.
You may already be in the email invoice mail merge if you clicked the Email Invoices button at the end of creating Batch Invoices. If not, select Accounting | Finance from EventPro’s main menu.
You can mail merge selected invoices or all invoices visible in the selection grid.
Select the invoices you want to mail merge (holding down the Ctrl key to multi-select) or click the Filter button to create a filter so that the screen only displays the invoices you want to include in the mail merge. To review how to set a filter, see Overview: Common Functions, Setting a Filter.
Click the Mail Merge button to the right of the selection grid. The Invoice Mail Merge Wizard appears.
2.
Choose whether you want to use Selected Records or All. Here, “All” refers to all of the invoices visible in the selection grid. Click Next.
3.
Choose the Merge Destination and click Next.
a.
Printer: Print the letters to paper or a PDF writer.
b.
Email: The main email address for the individual on the invoice (i.e. the company contact, exhibitor contact or attendee, or if there is no individual or there is no email address entered for the individual, the email address of the company indicated in the invoice).
c.
AlternateEmail: The individual's alternate email addresses. This can also be used for creating a fax mail merge. Some internet service providers can provide faxing capabilities or you may be able to configure your email server to send and receive faxes. Ensure that you entered the correct fax/email information in the Alt. Email field when creating your contact.
d.
Document: Letters are saved in an RTF file, each letter starting on a new page. If you want to print the letters to PDF files, select Printer and choose your PDF writer.
To add a Letter as a PDF Attachment to the email, select the checkbox next to the letter template. (If you want the letter to appear in the body of the email, do not select the letter yet. You will want to later load the letter template into the notes area at the end of the wizard. See Subject and Body Text of Email below.)
2.
To see a preview of the letter you have currently clicked on, select the Letter Preview checkbox.
3.
To edit a letter for this mail merge, select a letter and click the Edit Letter button to the right.
4.
The WordProcessor opens. Make your changes to the letter template and save. Note that the changes you make here will only be saved for the template as used in this current mail merge. If you want to edit the letter template so that the changes appear for all mail merges and communications, you must return to Setup | Letter/Label Templates and edit the template there. Review Chapter 12: Communications, Part B: Letter Templates.
5.
Close the Word Processor to return to the Invoice Mail Merge Wizard.
6.
Click Next to move to the next screen, in which you can choose the invoice format, select invoice options, update communications, set a follow up action and choose report attachment format.
This is important if you have marked certain recipients as "Do Not Contact By" certain communication methods. For example, if you send an email mail merge and attempt to include a recipient you have marked to not contact by email, the recipient will not be sent the email. To review how you set the Do Not Contact By list for companies and contacts, see Entering a New Company or Entering a New Contact.
2.
Invoice Format: Choose the Invoice Format from the drop-down list: Invoice, Summary Invoice, Invoice bySub-Group or Invoice Detailed. These different types of invoice are described above in Printing or Sending an Invoice: Run Report Window
3.
Invoice Options: Under Invoice Options, check the boxes if you want to Hide Zero Price Items and/or Show All Credits in Summary. If you chose Invoice Detailed, check the boxes if you want to Hide Package Details, Hide CateringDetails and/or Hide Beverage Details.
4.
Update Communications:
a.
If you want to update the clients’ communications to record that you have emailed the invoices, check the Update Communications box and select a DefaultReference. You set up Communication References earlier in your General Lookup Tables.
b.
Check the Store Letter checkbox if you want to store the letter attachment in the communication record, and check the Store Body/Notes checkbox if you want to store the mail merge notes (which you will enter in the next screen) in the communication.
c.
Remember that storing attached letters for all communications will use up database space.
5.
Follow Up Action:
a.
Check the box if you want to Create a Follow Up Action. From the Method drop-down list, choose whether you want to create One Action Per Recipient or One Action for All Recipients.
b.
If you select One Action Per Recipient, EventPro will create multiple actions and attach one to each recipient of the mail merge. If you select One Action for All Recipients, EventPro will create only one action, which will appear in the program Actions screen, but not in the Actions tab for the individual recipient.
c.
Click the Edit Action button to bring up the Action [New] window and create the follow up action. See Chapter 11: Actions to review how to fill in the fields. Click Save to return to the invoice mail merge wizard.
6.
Report Attachment Format: At the bottom of the window, choose the Attachment Format of the invoice: PDF, TIFF or RTF.
7.
When you are done, click Next to move the next screen of the wizard.
In the next screen of the wizard, enter a Subject for the email and type any notes you want to appear in the body of the email.
2.
If you want a Letter to appear in the body of the email, click the Load Template button just above the notes space.
3.
In the Letter Templates dialog, select a letter template and click OK.
4.
The template will appear in the notes section of the wizard. To review how to create letter templates, see Chapter 12: Communications, Part B: Letter Templates.
If you want to attach other reports, click the Add Report button.
2.
In the Run Report dialog, select the report you want to attach and click OK.
3.
In the next dialog box, you can choose the printing options for this report. To learn more about these report options, go to Chapter 15: Reports. After you have selected the options you want, click OK.
4.
The report will be added as a PDF attachment to the bottom of the window. To add another report, click the Add Report button again. Continue until you have attached as many reports as you require.
5.
To remove an attached report, select it in the attachment space and click the Delete button.
When you are finished creating the merge email, click Finish.
2.
In the Confirm dialog box, click Yes to continue with the merge to email. The invoice mail merge sends each invoice to the email address of the individual indicated in the Bill To section of the Invoice (e.g. the company contact, exhibitor contact or attendee), or if there is no individual or there is no email address entered for the individual, sends the invoice to the email address of the company indicated in the invoice.
3.
The Invoice Mail Merge Wizard will display whether the email merge was successful. If the email was not successfully sent, the Successful checkbox will be unchecked and an error message will explain the problem. If you have marked certain recipients as Do Not Contact By the communication method used in this mail merge, the recipient will be excluded from the mail merge and the Error Message will indicate that the contact "Does not wish to be contacted by this method". Remember that the invoices are sent to the email address for the company contact indicated in the Bill To field of each invoice.
4.
If you want to print the Mail Merge Results, click the Print button.
5.
In the Mail Merge Results dialog, you can type in a Report Title, choose the results you want to print from the Show drop-down list and select the type of Report Shading you want. Click OK.
6.
In the Print dialog, select your printing options and click OK. The report will be printed to the destination of your choice.
7.
After you print the mail merge results, if required, you will return to the Invoice Mail Merge Wizard.
