Purchase orders can be automatically sent as a batch to the vendor or supplier at the end of the day or sent individually from the purchase order window.
Batch - EBMS will automatically send a copy of the purchase order to a vendor's office whenever a document is created or processed. This method is useful in sending a copy of the purchase order directly to the vendors office rather than mailing the order. This method can be used to automate the e-mail process rather than exporting and mailing the document manually.
Individually - purchase orders or invoices can be sent individually from the invoice menu using hot keys. Review the Review the Individually Sending Documents section for more details.
Command Line - A purchase order sent using an advanced command line function. This option is an advanced option configured by IT personnel or an EBMS consultant.
You must create a send mail mode before proceeding with any of the following Auto Send Purchase Order options. Complete the following steps to create an Auto Send Mode:
Select File > Auto Send Options > Configure Send Modes from the main EBMS menu to open the Auto Send Mode list as shown below:
Either click the New button to create a new Auto Send Mode to open the following dialog or select an Accounts Receivable Auto Send Mode and click the Properties button. Continue with step 6 if the mode has already been created.:
Each Auto Send Mode requires a unique Key Id. This Key ID should be a simple descriptive code that does not include spaces and symbols.
Select the Accounts Payable Send Mode option as shown above.
Enter a short Description of the auto send mode type. This description should clearly describe the mode process. Note that this text is used as the EBMS menu label. Click OK to continue.
Configure the Send Mode Properties as shown below::
Enable the Show on Menu option to display this auto send mode on the appropriate EBMS menu. The following Auto Send mode was listed on the Expense menu since the Send Mode is set to Accounts Payable. Accounts Receivable, Statements, Customers will appear on the Sales if the Show on Menu option is enabled
The Query setting is used to send a batch of purchase orders. Click on the Edit Query button to set the query options. These options are similar to the report queries. Enter a query to identify the Purchase Orders to be sent.
The following
query will identify all purchase orders that are have the To
Be Sent swtich located on the purchase order header enabled.
Review the Features > Advanced Query Options for more details on creating Query expressions. Contact your EBMS consultant for more details on this advanced setting.
All Purchase Orders that were not sent previously (that have no value in the Sent Date field under Advanced Options) and are unprocessed will be sent if no query setting is entered.
Maintain the default values within the Fields to Assign settings since they are advanced settings.
Enable the For multiple sends to one contact, send one E-mail with multiple attachments option to group attachments (purchase orders) for an individual vendor into one E-mail. A separate E-mail will be generated for each document if this option is disabled.
Enable the Show 'E-mail this Invoice Now' option in Expense Invoice Process Menu to show this option on the Process menu of the purchase order.
Enable the Use Summary (after multiple sends, a summary E-mail is sent) option to send a summary to the specified Summary Recipient after a group of E-mails have been sent to a single vendor. Review the E-mail Settings details within the General Setup Instructions section for more information about the Summary Recipient setting.
Disable the Always Send Summary (summary is sent even to single E-mails) option if a summary is not required if the customer only received one e-mail. This setting has no effect if the previous Use Summary option is disabled.
Enter the desired purchase order Report. This Report should be a purchase order form. Contact your EBMS consultant for information on custom reports needed for this process.
The Minimum Report File Size setting: This feature allows you to stop any sends on export files that are below a certain file size. This value should be set at about 10K less than the average export file size to prohibit blank reports to be sent as an attachment. Please contact your EBMS support rep for suggested values for this advanced setting.
Click on the Contract Priorities tab as shown below:
The Auto Send option within EBMS gives the user multiple options to send a document. The Contact Priorities are used to prioritize the send options. The priority order is top-down. In our screenshot, this means that E-mail will be preferred, with Fax being used when there is no Auto E-mail entry in the vednor's contact list. Complete the following steps to create and order the send options:
Select a send type option as listed below:
E-mail - This is the most common send type.
CC E-mail - This option will send a carbon copy of the e-mail. This send type can be listed anywhere in the priority list in order to be utilized. The CC E-mail will always be sent if the E-mail send type is priority.
Fax - This refers both to faxes (through a modem or fax printer) and e-mail-to-fax sends.
Select a Contact Type for each send type. The Contact Type is set within the General tab of the vendor record. Review the Vendor Configuration section below. Review the Expenses > Vendors > Setting Vendor Defaults section for more details on changing vendor contact labels.
Disable the For ’E-mail’ type, give priority to the E-mail address on the Sales Order/Invoice switch since this option does not affect sending purchase orders.
The E-mail Settings determine the details of the e-mail document that will be automatically sent.
The From Address should contain a valid e-mail address. This address can be a noreply address if no response is desired from the Auto Send e-mails.
Enter an appropriate Subject line for the e-mail broadcast.
Enter the appropriate Body Text using HTML or plain text syntax. The keywords list located at the bottom of the dialog can be used within the e-mail body. Note that line break tags (<br>) may cause extra lines in the E-mail.
Review the Test Mode section for details on testing the e-mail creating and reviewing the e-mail result..
Contact information must be set up for all vendors before documents are sent. Go to Sales >Vendors from the main EBMS menu and open a vendor record. Click on the Auto Send Settings tab to view the Auto Send Contact List as show below. The e-mail and fax contacts from the vendor's General tab are copied to he Auto Send Contact List. Any changes to the standard contacts will be copied to the General tab. Additional contacts can be added to this tab.
The Auto Send module will only use e-mail and fax contact information .
You are now ready to actually sent documents. Review the Test Mode section for a way to put the system in test mode to determine if your setting options are setup properly.
Launch the Auto Send feature by selecting Expenses > Auto Send Purchase Orders from the main EBMS menu. When the process is launched, it will cycle through the orders that are to be sent based the settings described in the previous section. A progress bar showing the status of the send process will appear and can run unattended, as no user input should be necessary.
As the system handles each order, it will export a report in PDF format to the Export Folder. This PDF file will then be attached to an e-mail or fax and sent to the vendor.
If the vendor record does not contain any Contact Types which match the entries in the Contact Priorities list, the system will either ignore the order or print it, depending on your setup in General Settings (described in the previous section).
TIP: The document will be printed instead of sent if the text "PRINTED" appears in the vendor's contact field. This option is valuable if a few vendors require a mailing instead of the standard Auto Send options.
Select View > Advanced Options from the sales order or invoice menu and click on the Auto Send Status tab to view the status of the Auto Send:
The system will mark the item with the date, time, and a message with the results after the Auto Send process is completed. This useful information gives the user details about the handling of a document by the Auto Send system. Simply eliminate the Send Date value from the document to send it again.