About predefined mailings for customers and suppliers

Introduction

In Visma Net, you can choose the method of sending documents to each supplier or customer: electronically or via postal mail.

  • The functionality enabling you to send documents of a specific type by email is referred to as a mailing.

  • The system can also be configured to send emails simultaneously to employees responsible for specific customers or suppliers.

  • Visma Net provides predefined mailings that you can configure for customers in the Inventory and Customer ledger workspaces, and for suppliers in the Supplier ledger and Purchases workspaces.

You can select mailings from the list of basic customer mailings available in the Customer ledger preferences (AR101000) window.
Also, if the Inventory workspace is activated, you can set up the mailings listed in the Sales order preferences (SO101000) window.
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.

The following customer mailings are available on the Mailing settings tab of the Customer ledger preferences (AR101000) window.

Mailing Purpose Usage
INVOICE To send customer invoices

To generate emails about multiple invoices and notes, use the Send invoices (AR508000) window.

To send a particular invoice or a note, use the Sales invoices (AR301000) window.
STATEMENT To inform customers about their balances with your organisation To generate emails for multiple statements or a single statement, use the Print statements (AR503500) window.
STATEMENTMC To inform customers about their balances (in multi-currency format) with your organisation To generate emails for multiple statements or a single statement in multi-currency format, use the Print statements (AR503500) window.
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) window.

This table describes the customer mailings on the Mailing settings tab of the Sales orders (SO301000) window.

Mailing Purpose Usage
QUOTE To inform customers about their quotes

To generate the emails for multiple quotes, use the Print/email orders (SO502000) window.

To generate an email for a particular quote, use the Sales orders (SO301000) window.

PICK LIST To define different reports for printing pick lists for different customer classes

To print multiple pick lists, use the Process shipments (SO503000) window.

To print a pick list for a particular order, use the Shipments (SO302000) window.
SALES ORDER To inform customers about open sales orders

For multiple orders, to generate the emails, use the Print/email orders (SO502000) window.

To generate an email for a specific order, use the Sales order preferences (SO101000) window.
SHIPMENT To inform customers when their orders will be shipped To email one or more shipment confirmations, use the Process shipments (SO503000) window.
SO INVOICE To inform customers that their invoices are ready for release

To generate the emails for multiple sales invoices, use the Process sales invoices (SO505000) window.

To generate an email for a particular invoice or a note, use the Sales orders (SO301000) window.

Visma Net provides the following predefined mailing for suppliers.
For details on configuring these mailings for suppliers, see: Set up mailings for suppliers

Mailing Purpose Usage
PURCHASE ORDER To send purchase orders to suppliers electronically

To generate an email for a particular purchase order, use the Purchase orders (PO301000) window.

To generate emails for multiple purchase orders, use the Print/email purchase orders (PO503000) window.

In Visma Net, mailings are implemented with the functionality of automation steps.

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:

  • A Visma Net report, such as a customer statement, invoice, purchase order, or sales order.
    In the window where you set up a mailing, 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.

You can optionally customise each report used in mailings with the Report Designer. You can specify settings for the recipients, format, and potentially a specific template for the email body (for personalisation). If you add these custom settings to the report, they will override the similar settings found in the Mailing settings tab of the Customers (AR303000) or the Suppliers (AP303000) window.

Additionally, you can attach multiple reports in the same or different formats to one mailing.

Some organisations may have policies that require users to print specific types of documents, either for internal purposes or to send via postal mail to customers or suppliers who prefer not to receive them electronically.

To print these documents, you can use mailings based on default reports provided for each document type or create custom reports using the 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/note printing before release option on the General settings tab of the Customer ledger preferences (AR101000) window.

  • 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 settings tab of the Customer classes (AR201000) window or the Customers (AR303000) window, respectively.

  • To print statements for customers in specific classes using the STATEMENT or STATEMENTMC mailing, select the Print statements option for those customer classes.

  • To prevent printing specific statements, invoices, or purchase orders, select the Mark as do not print action in the corresponding processing window.