You can email customers copies of work orders in one step.
Each work order can be attached to its own email (1 work order attachment per email) OR multiple work orders can be combined into a single email (1 email with 1 PDF attachment containing multiple work orders).
Before You Email Work Orders for the First Time
Prior to emailing customer invoices, you must first define customer work order email settings and email addresses.
The defaults for email Message Subject, Body Text, and Combine Work Orders for same Customer are setup in Company Config Options on the Accounts Receivable tab / AR Emailer subtab.
Your company may restrict editing these fields on the fly.
You can have agrē (optionally) send a message to the users in a Security Role after emails are sent.
If you choose a security role, it must have at least one user in it - you will receive an error message if the role has no users.
To email a customer copies of work orders:
* indicates a required field (other fields are optional - and depending on your company's report layout you may see different criteria)
Tip
Entering criteria on the Customer Work Order Emailer window to refine your search is optional. However, the more specific your criteria, the more specific the search results. You can specify one or many pieces of information for which to search.
Navigate to Accounts Receivable > Email Reports > Work Orders.
The Work Order Emailer window opens.
Select Customer(s)* whose work orders you want to email.
If you don't select a customer, all customers with Email Work Orders? checked and an Email Address will be selected.
Tip
Click Find to search for a specific customer.
Select the Created From location for work order activity.
All locations are selected by default.
Select work orders Created By (partial match, not case sensitive).
(config C) Enter (or paste from clipboard using Ctrl + V) the Confirmation No.
Choose Orders or Quotes or Both.
In the Start Date box, enter the date that you want the customers’ work order activity to start from.
The default is the beginning of the fiscal period.
In the End Date box, enter the date that you want the customers’ work order activity to end at.
The default is today.
Select the Show Release Numbers check box to display release numbers.
Select the Show Extended Blend Information to display the rate, etc to be shown.
Select the Show Blended Products? check box to display individual commodities (e.g. 46-0-0, 11-52, etc.) listed under blends.
In the Message Subject* box, optionally change the subject of the email.
The default subject comes from Company Config Options.
Check Combine Work Orders for Same Customer to send multiple work orders in a single email.
In the Body Text* box, optionally change the body of the email.
The default text comes from Company Config Options.
Click Send ...
The Selected for Work Order Emailer window opens.
If Combine Work Orders for same Customer is NOT checked
agrē will create a PDF attachment and send an email for each work order.
All work orders meeting the search criteria are selected by default.
Uncheck Email next to any Work Order you don't want to send.
If Combine Work Orders for same Customer IS checked
agrē will combine the # of Work Orders into a single PDF attachment and send one email to each customer.
Right-click any row to Show Work Orders. The reference numbers of all work orders that will be 'bundled' for that customer are shown.
All Customers with work orders meeting the search criteria are selected by default.
Uncheck Email for to any Customer you want to exclude.
As no emails have been sent - yet - the Status column is blank.
Click Send to email the selected work orders to the listed recipients.
agrē starts processing the information. This may take some time depending on the information you entered.
If there are errors (e.g. there is no email address specified for a customer), the errors display at the bottom of the window and a message appears indicating that there are errors. You cannot close the window until you view the error report or the process is completed successfully.
The View Report? window opens.
Click OK to view the Customer Work Order Error Messages report.
Note
Click View Errors to view the Customer Work Order Error Messages report.
If there are NO errors, the Process Completed window opens (after the work orders have been generated and sent) and displays how many emails were sent.
Click OK.
The View Report window opens and prompts you to print the Email Batch Confirmation report (the list of recipients).
Click Yes to view the report. Click No to skip it.
Exit the report if you chose to view it.
Back at the Selected for Work Order Emailer window, the Status changes to Sent.
If you want to view the Email Batch Confirmation report again, click View Report.
Caution
This is your last chance to view/print/email/PDF the recipient report! Once you close the Selected for Work Order Emailer window, you wont' be able to see the report again.
If you have asked agrē to send a message to you (and to the other users in a selected Security Role) after the work order emails are sent, you will be able to see the reference numbers listed there.
Tip
You can configure agrē to automatically send your user ID a message with same information as the report (you can use the agrē message as a backup in case the report wasn't printed or gets misplaced).
Exit the Selected for Work Order Emailer window.
Exit the Work Order Emailer window.
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