Letter Templates
The letter templates can be found in the main menu under Customer, Letters.
Letter templates are pre-formatted text letters that contain fields that are substituted into the letter. Any field in the system can be substituted into a letter, the table below contains some examples:
| Field name | Description |
|---|---|
| ((name)) | The name of the company being emailed |
| ((our_ref)) | The reference number for this document. For an invoice this is the invoice number, for a purchase order it is the order number. |
| ((total_c)) | The total value associated with this document |
| ((summary)) | A short text representation of the document. If the document is very long only the beginning of the document is represented. |
| ((tracking_info)) | For sales, this will quote the tracking number, courier name and tracking url. |
| ((company_name)) | The trading name of your business. |
How do I always use the same template for invoices
Then a document is emailed, you can choose a template from the template drop down box at the top of the compose e-mail dialog box. This template can be set as the default template for this document type by clicking the save button on the right.
When a document is emailed a letter template is used to format the text part of the email, a PDF copy of the document will also be attach to the email. For example, when an invoice is emailed to a customer the text part of the email is generated form a letter template and a PDF copy of the invoice is sent as an attachment.
The default e-mail address is taken form the address book for the Customer ID. There are two situations when a branch email address is used.
- When there is a branch override in the letter template.
- Documents such as invoices to branches will be send to the branch email address if it exists.
How do I send all statements or all invoices to a particular address?
Each letter template contains a Branch field, this is the branch override for this template.
If a branch override exists the software will search for a branch with the same name and use the e-mail address for the branch. If a branch of that name does not exist the main e-mail address is used.
A common use case for this feature is when a customer wants all statements to be emailed to the accounts department. The letter template for statements is created with the Branch field set to ACCOUNTS. For each customer that has a separate accounts department, create a new branch with the Branch ID ACCOUNTS. Whenever this template is used the email address will be take from the ACCOUNTS branch, if there is no accounts branch, the default e-mail address is used for that customer.
Tracking state changes
Each letter template contains a State field. This can be set to a Sales Tracking state. Whenever an invoice/quotation is set to that particular state the software will offer to send this template as an email to the customer. For example, if you have a Dispatched state, this feature can be used to send the customer an e-mail when their order is dispatched.