The Auto Send module is designed to allow fast, automatic sending of a variety of EBMS documents via E-mail. Some of the popular ways the Auto Send module is used to send documents are as follows:
The module can be used to send documents using the following three methods:
Individually send documents using EBMS contact data - Sales orders or invoices can be sent individually directly from the invoice menu using hot keys. EBMS will use your EBMS data and generate E-mails, faxes, and/or printouts from Sales Orders, Purchase Orders, and Proposals using a convenient hot key. The Auto Send enhances the convenience of e-mailing documents over the standard feature of sending e-mails from a document or report preview. Review the Individually Sending Documents section for more details.
Auto Send a Batch of documents - EBMS will automatically send a document(s) to customers or vendors based on a specific criteria. This option can be launched from the EBMS menu or can be automated using a command line option and MS Windows scheduler. Some examples of Auto Send batches are as follows:
Automatically sending a copy of the sales order or invoice to a customer's office whenever a document is created or processed. This method is useful in sending a copy of the document to the correct person within the office rather than relying on the invoice copy being hand delivered or mailed. Review the Auto Sending Sales Orders or Invoices section for more details.
Using e-mail or fax to send customer statements rather than the traditional method of mailing statements. This method may reduce both postage costs and handling labor. Review Auto Sending A/R Statements section for more details.
Sending purchase orders directly to a vendor via e-mail. Review the Auto Sending Purchase Orders section for more details.
Sending proposals and other documents directly from EBMS using the e-mail or fax information within the customer's account. Review the Auto Sending Proposals section for more details.
Automatically sending customer account information or other customer specific documents to a group of customers.
Command Line - A sales order or invoice can be set using an advanced command line function. This option is normally used by IT personnel or EBMS consultants to automate a process.
Broadcasting price lists or other documents to a group of customers - Note that this module is not intended to be used to send documents to a large mailing list. An e-mail service should be used to protect against anti-spam filtering. Review the Broadcasting Documents section for more details on broadcasting documents.
To fax documents using this module, an additional E-mail to Fax solution such as eFax. Go to http://www.eaglebusinesssoftware.com/services/efax.aspx for more details on an E-mail to Fax solution.
The module contains a number of settings that must be configured before the module is used. Complete the instructions within the General Setup Instructions section before using the Auto Send feature. The batch process of sending documents requires that Auto Send modes be created.
The Auto Send Module contains a test feature to facilitate creating and preparing the documents without actually sending them to the customer or vendor. Review the Test Mode section for more details.