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Mailings for Customers

For each customer, you can configure a number of mailings. The mailing body is based on a notification template that may contain placeholders and can be modified easily. You can assign a report that will generate a document to be sent as a mailing attachment. A customer’s mailing settings are used for mass processing documents and for emailing a particular invoice or memo. Template-based emails can be used, for example, to notify customer contacts about expiration of their credit cards. When the system generates such emails for multiple customers, it replaces placeholders with the particular customer’s information, such as card type, partial card number, and expiration date.

In this topic you will read about ways to correspond with a customer, predefined mailings offered by Acumatica ERP, their components and workflow.

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Back to TopMailing Components

A mailing is made up of the following:

  • Identifier: The mailing identifier—Mailing ID—is used to configure actions in a mailing workflow.Acumatica ERP provides a default mailing workflow for predefined mailings. For details on managing workflows, see Workflow API Guide and Workflow UI Guide.
  • Body: A notification template can be assigned to any mailing to serve as the email body. The body consists of text that can be personalized while the email is generated with the help of placeholders used in the template. These placeholders are replaced with information from the customer record. You can modify a notification template to comply with your company policies. For details on managing notification templates, see Email Templates.
  • Attachment: For a mailing, you can select a report that will generate a document to be sent as an attachment. A report holds data from the system constructed in the required format. Acumatica ERP provides default reports to generate invoices, memos, statements and dunning letters. A report may also provide text for the mailing body. You can select the attachment format from the list of supported formats. For details on modifying reports, see Acumatica Report Designer Guide.
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    • You need to specify either a notification template or a report for a mailing. If a notification template is not specified, the text for the email body is taken from the report settings.
    • You can attach multiple reports in the same format or different formats to one mailing. For details, see Workflow API Guide and Workflow UI Guide.
    • If the email body contains no specific text and the HTML format is selected in the email settings of the report, the report is inserted in the email body in the HTML format instead of being attached to the email.

Back to TopMailing Workflow

The mailing workflow consists of the following steps:

  1. Mailing configuration: You can set up mailings for a group of customers by using Customer Classes (AR201000) form or for a specific customer, by using the Customers (AR303000) form. You can configure the list of mailings and recipients, as well as notification template and attachment settings. Customer class provides the default settings for the included customers, but these default settings can be overridden to make the mailing configuration more specific. Mailings modified for specific customer (on the Customers form) are marked as overridden (the Overridden check box is selected). If you change mailings configuration in a customer class, these changes affect mailings of all customers of this class, except those that were modified specifically for a customer (overridden).
  2. Mailing mass processing configuration: You can control whether invoices and statements are available for mass emailing. For details, see To Set Up Mass Processing of Mailings.
  3. Document preparation and preview: Generally, you prepare the email and the attached document, if any, and then preview them on the Emails Pending Processing form. If mass-emailing is being done, the preparation of statements may be a time-consuming process; thus, mass preparation and preview of statements are separated.
  4. Email sending: By default, the system doesn’t perform the actual sending of the emails right away. Prepared emails are gathered in the queue shown on the Emails Pending Processing form; use this form when you're ready to actually send them. For details on email management, see Managing Emails.
    		5. This is the default email workflow; consult your system administrator to find out whether it has been modified.

Back to TopPredefined Mailings for Customers

You can view the list of predefined mailings and add new ones by using the Mailing & Printing tab of the Accounts Receivable Preferences (AR101000) form. Here you can configure the basic settings of each mailing, these settings will be used by default when you add a mailing to a customer class or a customer.

When you create a new customer class all mailings (predefined and manually created) are added to new customer class by default. Also, if sales orders are used, the mailings listed on the Sales Orders Preferences (SO101000) form are added to a new customer class. You can modify this list, leaving those that you need for customers of this class.

Mailings in Accounts Receivables

The following mailings are available for configuration 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

The following mailings are available for configuration 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 Ordersform. To generate an email for a particular quote, use the Sales Orders (SO301000) form.
SALES ORDER To inform customers about open sales orders To generate the emails for multiple orders, use the Print/Email Orders (SO502000) 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 TopOrder of Applying Mailings

If you attempt to send a document to a customer, 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 settings
  2. A mailing without a branch selected that is specified in the customer settings
  3. A branch-specific mailing that is specified in the customer class settings
  4. A mailing without a branch selected that is specified in the customer 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.

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