About predefined mailings for customers and suppliers

In Visma.net ERP, you can choose the method of sending documents to each supplier or customer: electronically or via postal mail. The system can also be configured to send emails simultaneously to employees responsible for specific customers or suppliers.

The functionality enabling you to send documents of a specific type by email is referred to as a mailing.
Visma.net ERP provides predefined mailings that you can configure for customers in the Lager and Kundreskontra workspaces, and for suppliers in the Leverantörsreskontra and Purchases workspaces.

You can select mailings from the list of basic customer mailings available in the Kundreskontra (AR101000) window.
Also, if the Lager workspace is activated, you can set up the mailings listed in the Inställningar försäljningsorder (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 Kundreskontra (AR101000) window.

Mailing Purpose Användning
INVOICE To send customer invoices

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

To send a particular invoice or a note, use the Kundfakturor (AR301000) window.
STATEMENT To inform customers about their balances with your organisation To generate emails for multiple statements or a single statement, use the Skriv ut kontoutdrag (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 Skriv ut kontoutdrag (AR503500) window.
DUNNINGLETTER To inform customers and your employees (users) about past due balances of customers To generate emails with dunning letters, use the Skriv ut/frisläpp påminnelser (AR522000) window.

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

Mailing Purpose Användning
QUOTE To inform customers about their quotes

To generate the emails for multiple quotes, use the Skriv ut/e-posta ordrar (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 Behandla utleveranser (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 Skriv ut/e-posta ordrar (SO502000) window.

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

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

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

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

Mailing Purpose Användning
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 ERP, 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 ERP 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 Kunder (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 Kundreskontra (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 Kundklasser (AR201000) window or the Kunder (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.