Extracting a List of Customer Email Addresses

You may need to obtain a list of all customers email addresses, for example, to contact all customers to advise them about a change at your establishment/organisation. You can then use this to email customers via a mail merge using Microsoft Word and Outlook. For more information, please view the Microsoft help sites for further assistance.

Extracting a list of customer email addresses consists of the following:

Checking the Customer Information is Correct

Extracting a List of Customer Email Addresses

Checking the Customer Information is Correct

Before extracting the customer email address information, it is important to check that the customer email address information is correct. The information is extracted from E-mail in the General tab of each customer account.

Any email address in the DOCEMAIL or STAEMAIL fields on the Analysis Fields tab are not displayed on the report.

  1. Select Maintenance, then select Accounts from the menu.

  2. The Select a ledger dialog is displayed. Double-select to select AST_SALES - AST Sales Accounts (where AST represents the location code of the ledger) .

  3. The Account Maintenance window is displayed. Select the required customer account from the left-hand panel. The General tab is automatically selected, then check the email address displayed in E-mail in the Contact Details panel.
    If there is no email address displayed, or the email address requires updating, select EDIT, enter or overwrite the details in E-mail, then select SAVE.

Extracting a List of Customer Email Addresses

Customer email addresses are extracted by running the Supplier List report in the Reporting Suite. You must have Reporting Suite Version 6 Build 003.7 or later installed in order to use this report. Please contact the Support Team if you do not have this version.

You must be logged in to IRIS Financials as using the CUSTADMIN login to ensure all customer accounts are visible.

  1. Select Modules, then select Reporting Suite from the menu.

  2. The IRIS Financials Reporting Services Browser window is displayed. Select Supplier List from the Additional Reports panel.

  3. The Supplier List report criteria panel is displayed. Select the location you want to run a supplier list report for from the Please select the Location drop-down list. In the following example, AST - Auckley Street Secondary Academy has been selected.

  4. Next, select the ledger to which the customer accounts are linked from the Please select a Ledger drop-down list. In the following example, AST_SALES - AST Sales Accounts (where AST represents the location code of the ledger) has been selected.

  5. When the criteria for the supplier list report has been entered, select View Report.

  6. The PURCHASE Details Report is displayed. Select the Save icon, then select CSV (comma delimited) from the drop-down menu.

  7. Save the file to a suitable location on your computer. If you are using or connected to a remote desktop server, you need to copy and paste the downloaded Excel file to your own PC after it has been saved.