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Configuring Predefined Mailings for Customers and Vendors

Efficient processing of electronic documents can help organizations reduce costs and optimize investments, to stay competitive in today’s dynamically changing economy. In Acumatica ERP, for each particular vendor or customer, you can specify how your organization sends documents to the customer or vendor’s business: electronically or through postal mail (on paper). For businesses that want to receive electronic documents, you can easily set up sending documents by email, such as invoices and statements to customers, and purchase orders to vendors. You can configure the system to simultaneously send emails to employees who oversee operations with particular customers or vendors.

The functionality enabling you to send documents of a specific type by email is referred to as a mailing. Acumatica ERP provides predefined mailings that you can configure for customers in the sales orders and accounts receivable subledgers, and for vendors in the accounts payable, purchase orders, and purchase requisitions subledgers.

This article discusses the mailings available for customers and vendors and the use of mailings for sending and printing documents.

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Back to TopMailings Available for Customers

You can select mailings from the list of basic customer mailings available on the Accounts Receivable Preferences (AR101000) form. Also, if sales orders are used, you can set up the mailings listed on the Sales Orders Preferences (SO101000) form. For a customer, you can set up the same mailing differently on behalf of different branches of your company that the customer does business with.

For details on setting up a customer mailing, see Mailings for Customers.

Mailings in Accounts Receivables

The following customer mailings are available on the Mailing & Printing tab of the Accounts Receivable Preferences form.

Mailing Purpose Usage
CCEXPIRENOTE To inform customers about credit card expiration To generate emails about multiple expired cards, use the Notify About Expiring Cards (AR512000) form.
INVOICE To send customer invoices To generate emails about multiple invoices and memos, use the Print Invoices and Memos (AR508000) form. To send a particular invoice or a memo, use the Invoices and Memos (AR301000) form.
STATEMENT To inform customers about their balances with your organization To generate emails for multiple statements or a single statement, use the Print Statements (AR503500) form.
STATEMENTMC To inform customers about their balances (in multicurrency format) with your organization To generate emails for multiple statements or a single statement in multicurrency format, use the Print Statements form.
DUNNINGLETTER To inform customers and your employees (users) about past due balances of customers To generate emails with dunning letters, use the Print/Release Dunning Letters (AR522000) form.

Mailings in Sales Orders

This table describes the customer mailings on the Mailing & Printing tab of the Sales Orders Preferences (SO101000) form.

Mailing Purpose Usage
BLANKET SO To inform customers about their blanket sales orders For multiple orders, to generate the emails, use the Print/Email Orders (SO502000) form. To generate an email for a specific order, use the Sales Orders Preferences (SO101000) form.
COMMERCIAL INVOICE To inform customers about commercial invoices To generate a commercial invoice as a ready-to-print document, use the Commercial Invoices (SO645010) report. You can open the report by clicking Print Commercial Invoice on the More menu of the Shipments (SO302000) form.
PICK LIST To define different reports for printing pick lists for different customer classes To print multiple pick lists, use the Process Shipments (SO503000) form. To print a pick list for a particular order, use the Shipments form.
QUOTE To inform customers about their quotes To generate the emails for multiple quotes, use the Print/Email Orders form. To generate an email for a particular quote, use the Sales Orders (SO301000) form.
SALES ORDER To inform customers about open sales orders For multiple orders, to generate the emails, use the Print/Email Orders form. To generate an email for a specific order, use the Sales Orders form.
SALES ORDER PAY LINK To send customers an email message with the link that can be used to make a payment. For multiple orders, to generate the emails, use the Print/Email Orders form. To generate an email for a specific order, use the Sales Orders Preferences form.
SHIPMENT To inform customers when their orders ship To email one or more shipment confirmations, use the Process Shipments form.
SO INVOICE To inform customers that their invoices are ready for release To generate the emails for multiple sales invoices, use the Process Invoices and Memos (SO505000) form. To generate an email for a particular invoice or a memo, use the Sales Orders form.

Back to TopMailings Available for Vendors

Acumatica ERP provides the following predefined mailing for vendors available on the Mailing & Printing tab of the Accounts Payable Preferences (AP101000) form. For details on configuring these mailings for vendors, see To Set Up Mailings for Vendors.

Mailing Purpose Usage
PURCHASE ORDER To send purchase orders to vendors electronically To generate an email for a particular purchase order, use the Purchase Orders (PO301000) form. To generate emails for multiple purchase orders, use the Print/Email Purchase Orders (PO503000) form.
RQPROPOSAL To send proposal requests to vendors on requisition To generate an email for a particular proposal request, use the Requisitions (RQ302000) form.

Back to TopOrder of Applying Mailings

If you attempt to send a document to a customer or vendor by email, the system checks for the presence of mailings for this type of document in the following order and applies the first one it finds:

  1. A branch-specific mailing that is specified in the customer or vendor settings
  2. A mailing without a branch selected that is specified in the customer or vendor settings
  3. A branch-specific mailing that is specified in the customer class or vendor class settings
  4. A mailing without a branch selected that is specified in the customer class or vendor class settings

If no mailing for this type of document is found, the system does not send the document by email and shows an error.

Back to TopEmail Options

In Acumatica ERP, mailings are implemented with the functionality of workflow actions. The system generates emails for active mailings when a user selects the action that initiates email generation.

The body of the email can be configured as one of the following:

  • An Acumatica ERP report, such as a customer statement, invoice, purchase order, or sales order. Reports define how to arrange the information available in documents of specific types for emailing or printing. On the form where you set up a mailing—Accounts Receivable Preferences (AR101000), Sales Orders Preferences (SO101000), or Purchase Orders Preferences (PO101000)—you can select the format for report-based documents: Text, HTML, Excel, or PDF. If a recipient has preferences about the document format, the documents will be sent in the recipient’s specified format. If you select PDF, the document will be sent as an email attachment.
    		•  Optionally, you can customize each report used in the mailings by using the Acumatica Report Designer. You can provide settings specifying who will receive the report-based email and which format should be used, as well as possibly a specific template to be used as the email body (for email personalization). If these custom settings are added to the report, they will be used instead of the similar settings on the Mailing & Printing tab of the Customers (AR303000) or Vendors (AP303000) form. For details on modifying reports, see the Acumatica Report Designer Guide.
    Additionally, you can attach multiple reports in the same or different formats to one mailing. For details, see Workflow API Guide and Workflow UI Guide.
  • Text—personalized at the moment the email is generated—based on a notification (email) template. Placeholders used in the template will be replaced with information from the vendor or customer record. For example, template-based emails can be used to notify customer contacts about expiration of their credit cards. When the system generates such emails for multiple customers, placeholders are replaced by the particular customer’s information: card type, partial card number, expiration date, and so forth.

Back to TopUsing Mailings for Printing Documents

Your organization’s policies might require users to print documents of specific types, either for internal needs or for sending them by postal mail to customers or vendors that prefer not to receive the documents through email.

You can also use mailings for printing documents of particular types. Users print documents based on the default reports provided for these types of documents; or custom reports developed with the help of the Acumatica Report Designer.

If you plan to use the INVOICE mailing for printing invoices, consider whether you should make printing a required action. To require it, select the Require Invoice/Memo Printing Before Release check box on the General tab of the Accounts Receivable Preferences (AR101000) form. For particular customer classes and particular customers, specify that invoices of these customers should be printed by selecting the Print Invoices check box on the General tab of the Customer Classes (AR201000) form or the Customers (AR303000) form, respectively.

If you plan to use the STATEMENT or STATEMENTMC mailing for printing statements for customers of specific classes, select the Print Statements check box on the General tab of the Customer Classes form for the customer classes.

To avoid printing specific documents, you should to the following:

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