Emailing Documents Using Document Emailer

The Document Emailer module is used to bulk email purchase orders to suppliers and/or sales invoices to customers. The module can also be used to add/view attachments and comments to transactions and also to maintain the email addresses used within the Emailer Suite.

The module can be run in either Accounting or Purchasing mode depending on the document types that you want to send:

  1. Purchasing - used to email documents generated in IRIS Purchasing, e.g. Purchase Orders.

  2. Accounting - used to email documents generated in IRIS Financials. e.g. Sales Invoices, Remittance Advice Slips, etc.

Before using Document Emailer, there are some settings that need to be configured for each user. For more information, please see Configuring the Emailer Suite Product.

  1. Log into Document Emailer as described in Logging into Document Emailer. If required, you can switch between modes by selecting the IRIS logo in the top left-hand corner, then selecting Change Mode, then the required mode from the drop-down list. The Document Emailer window is displayed.

  2. Search for the required accounts as described in Selecting Documents and Accounts in Document Emailer. The list of accounts that can be selected is displayed in the table on the right-hand side.

    The maximum number of lines that can be displayed is 500, and the columns can be rearranged to suit your personal preference by simply selecting and dragging the column headers.

  3. Select the check boxes adjacent to the statements that you want to send. If any email addresses are missing or appear incorrect, please see Adding or Amending Email Addresses in the Emailer Suite.

    You can filter any column headings to only display results matching your criteria. For example, if you want to only see purchase orders that have not already been emailed, select the filter on the Status column, then select Not Emailed.

  4. If you want to preview the remittance before sending it, right-select on any line and select Preview Report. To print a copy of the remittance advice, select the Print Remittance icon on the toolbar (select the required printer by selecting the drop-down arrow adjacent to the icon).

  5. Select the Email Statements icon and select the required SMTP configuration from the drop-down list. For more information on configuring SMTP settings, please see Configuring the Emailer Suite Product.
  6. The Emailing Complete dialog is displayed, as shown in the following graphic, to confirm the email has been sent. Select Close to return to the list of documents. For document(s) you have sent, the status displays as Emailed.
  7. If you receive the following error, please see Dealing With The Report Generation Failed Message.