Set up mailings for suppliers

In Visma.net ERP, the functionality that enables the sending of documents of a specific type by email or by postal mail is referred to as a mailing.
You can configure mailing of documents to suppliers willing to receive paper documents or sending by email to those who are willing to receive electronic versions of documents.

To set up such mailings, follow the steps outlined in the following sections.

As a first step, navigate to the Purchase order preferences (PO101000) window, and click the Mailing settings tab.
In the Default sources area, make sure that the Active check box for the PURCHASE ORDER mailing is selected.

You can facilitate the process of setting up sending of electronic purchase orders to suppliers by using the mailing settings of supplier classes as the default settings for suppliers of the respective classes. If suppliers of the class are shared among multiple branches of your company, you can set up the mailing of orders differently for different branches.

Also, you can configure emails to be sent to authorised employees of your company branches about orders of particular supplier classes.

To set up the mailing for a supplier class, perform the following steps:

  1. Go to the Supplier classes (AP201000) window.
  2. On the General settings tab, select the Send orders by email check box.
  3. On the Mailing settings tab, in the Mailings area, do the following:
    1. Select the Active check boxes for the mailings you want to use.
    2. For this mailing, specify a default report or template.

      If needed, select a custom report or another email template to be used for email generation.
  4. In the Recipients area, take the following steps in defining the types of recipients for the supplier class:
    1. Click .
    2. In the Contact type field, specify the default contact type for suppliers of the class.
      Make sure this contact type, too, is active.
      Mailing settings for the supplier class serve as the default settings for suppliers of the class but can be overridden by the settings for particular suppliers.
    3. Optional: If an employee in your company should receive the emails that will be sent to suppliers of this class, click to add a new row.
      In the Contact type field, select Employee.
      In the Contact ID field, select the particular employee.
      Make sure this contact is active by selecting the Active check box for this row.

You can set up sending specific documents by email to particular suppliers and employees who work with these suppliers.

To do this, perform the following steps:

  1. Go to the Suppliers (AP303000) window.
  2. On the Purchase settings tab, make sure the Send orders by email check box is selected.
  3. On the Mailing settings tab, in the Mailings area, do the following:
    1. Make sure the mailings which you want to use are active.
    2. Specify the default report or the default template.
      If needed, select a custom report or another template.
  4. In the Recipients area, review the list of default contact types to receive emails, and add more contacts if needed, taking the following steps for each contact:
    1. In the Contact type field, specify the type of contact to receive the mailing. (This can be an employee of your company or a supplier contact.)
    2. In the Contact ID field, select the particular contact of the type.
    3. Choose the format of the email (if a report is used) for this particular recipient.
    4. Make sure the contact for mailing is active.
    5. Specify whether the contact should receive a blind copy (bcc) of the emails that will be generated for this mailing.