E-mail Customer Invoice

Explanation

Use this activity to e-mail general customer invoices and credit notes to the customer. The invoice will be attached to the e-mail as a Portable Document Format (PDF) file. You cannot modify the customer invoice after the invoice has been e-mailed.

Prerequisites

This activity has the following prerequisites.

• IFS/Print Server and IFS/Connect has to be installed.
• Print Server Archiving has to be enabled.
• The PDF_REPORT_CREATED event must be defined and enabled.
• In Customer/Address/General Address Info tab the Comm Method should be set to E-mail and the receiver's e-mail address must be specified under the Value for the respective customer name. The same customer name should be given as the Customer Contact in the Customer/Address/Order Address Info tab.
• A value in the Reference field must have been entered in the Customer Invoice header. (This may be retrieved from the customer order header or from the invoicing customer, if the invoicing customer is different from the ordering customer.
  Note 1: If the contact is obtained from the invoicing customer, the default value in the Address/Order Address Info tab in the Customer window is retrieved.
  Note 2: If a collective invoice is created, a reference will not exist).
• The customer invoice should have been created.
• The Method Default check box pertaining to the INVOIC message type on the Customer/Message Setup tab should not be selected. (Note: only applicable if INVOIC message is added, the INVOIC message itself is not needed for E-mail functionality).
• The Invoice check box in the Customer/Order/Misc Customer Info tab should be selected.

System Effects

• The invoice is e-mailed to the specified customer using IFS/Connect and the rules specified for the event PDF_REPORT_CREATED.
• Postings are created.
• If the Set Invoice Date to Current Date When Printing Outgoing Invoices check box on the Company/ Invoice/ General tab had been selected, the invoice date will be set to the date (i.e., system date) on which the invoice is mailed as an instant invoice.
• If the Print Advance Payments Information on Customer Invoice check box in the Company/Invoice/General tab is selected, the information regarding advance payments and other order invoices will be included in the PDF file. However, this only concerns the PDF file, and the calculation of the amount to be paid is still carried out with regard to the advance payments and other order invoices that are related to the current invoice.
• Modifying the customer invoice will no longer be possible.

Window

Manual Customer Invoice
Print Customer Invoices
Customer Invoice

Related Window Descriptions

Customer Invoice
Print Customer Invoices
E-mail Customer Invoice
E-mail Customer Invoices

Procedure

1. Open the Customer Invoice window or the Print Invoice window and query for the required invoice.
2. Right-click and then click E-mail Invoice.
3. Click OK in the dialog box that appears to confirm e-mailing of the invoice.