Manage mailings
/visma-net-erp/help/customer-ledger/manage-mailings
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# Manage mailings
Manage mailings - overview
/visma-net-erp/help/customer-ledger/manage-mailings/manage-mailings-overview
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Efficient processing of electronic documents can help organisations reduce costs and optimise investments, so they can stay competitive in today's dynamically changing economy.
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# Manage mailings - overview
Efficient processing of electronic documents can help organisations reduce costs and optimise investments, so they can stay competitive in today's dynamically changing economy.
Efficient processing of electronic documents can help organisations reduce costs and optimise
investments, so they can stay competitive in today's dynamically changing economy.
In Visma Net,
for each customer, you can specify how your organisation sends documents to the business:
electronically or through postal mail (on paper).
For businesses that want to receive electronic
documents, you can easily set up the sending of documents by email, such as invoices and
customer statements.
You can configure the system to simultaneously send emails to employees who
oversee operations with particular customers.
You can send the customer any of the following types of correspondence:
## Report-based
You can use customer ledger reports to send invoices, notes,
statements, and dunning letters by using the **Send** action in a report
window.
For a Visma Net
report, you can control the look and feel in addition to the reporting functions.
You can use
the default look and feel of the report or customise the report by using the **Report Designer**.
You can provide settings specifying who will receive the report-based email and which
format should be used, as well as possibly a specific template to be used as the email body
(for email personalisation).
## Window-related
You can send an email regarding a specific invoice by using the
**Send email** action jn the window that displays the document.
These emails
will be listed under the **Activity** menu in the window title bar.
## Mailings
For each customer, you can configure a number of mailings.
The mailing body
is based on a notification template that may contain placeholders and can be modified easily.
You can assign a report that will generate a document to be sent as a mailing attachment.
A
customer's mailing settings are used for mass processing documents and for emailing a
particular invoice.
Template-based emails can be used, for example, to notify customer
contacts about expiration of their credit cards.
When the system generates such emails for
multiple customers, it replaces placeholders with the particular customer's information, such
as card type, partial card number, and expiration date.
For details on mailings, see: [About mailings for customers](/visma-net-erp/help/customer-ledger/manage-mailings/about-mailings-for-customers/).
By default, the actual sending of the emails is not performed right away.
Emails sent by all
the mentioned ways are gathered in a queue in the [Pending emails (SM507000)](/visma-net-erp/help/email/email-windows/pending-emails-sm507000/) window, from
which they can be sent.
This topic will help you to configure and use mailings. It describes the mailing types, the workflow, and the most common tasks you will perform.
## Topics
+ [About mailings for customers](/visma-net-erp/help/customer-ledger/manage-mailings/about-mailings-for-customers/)
+ [Set up mass processing of mailings](/visma-net-erp/help/customer-ledger/manage-mailings/set-up-mass-processing-of-mailings/)
+ [Send invoices by email](/visma-net-erp/help/customer-ledger/manage-mailings/send-invoices-by-email/)
Related pages
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Tasks
About mailings for customers
/visma-net-erp/help/customer-ledger/manage-mailings/about-mailings-for-customers
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For each customer, you can configure a number of mailings.
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# About mailings for customers
For each customer, you can configure a number of mailings.
The mailing body is based on a notification template that may contain placeholders and can be modified easily. You can assign a report that will generate a document to be sent as a mailing attachment. A customer's mailing settings are used for mass processing documents and for emailing a particular invoice. Template-based emails can be used, for example, to notify customer contacts about expiration of their credit cards. When the system generates such emails for multiple customers, it replaces placeholders with the particular customer's information, such as card type, partial card number, and expiration date.
In this topic you will read about ways to correspond with a customer, predefined mailings offered by Visma Net, their components and workflow.
## Mailing components
A mailing is made up of the following:
+ **Identifier**: The mailing identifier or **Mailing ID** is used to configure a mailing workflow that uses automation steps. Visma Net provides a default mailing workflow for predefined mailings.
+ **Body**: A notification template can be assigned to any mailing to serve as the email body. The body consists of text that can be personalised while the email is generated with the help of placeholders used in the template. These placeholders are replaced with information from the customer record. You can modify a notification template to comply with your company policies.
+ **Attachment**: For a mailing, you can select a report that will generate a document to be sent as an attachment. A report holds data from the system constructed in the required format. Visma Net provides default reports to generate invoices, notes, statements, and dunning letters. A report may also provide text for the mailing body. You can select the attachment format from the list of supported formats.
+ You need to specify either a notification template or a report for a mailing. If a notification template is not specified, the text for the email body is taken from the report settings.
+ You can attach multiple reports in the same format or different formats to one mailing.
+ If the email body contains no specific text and the HTML format is selected in the email settings of the report, the report is inserted in the email body in the HTML format instead of being attached to the email.
## Mailing workflow
The mailing workflow consists of the following steps:
1. **Mailing configuration**: You can set up mailings for a group of customers by using [Customer classes (AR201000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/customer-classes-ar201000/) window or for a specific customer, by using the [Customers (AR303000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/customers-ar303000/) window. You can configure the list of mailings and recipients, as well as notification template and attachment settings. Customer class provides the default settings for the included customers, but these default settings can be overridden to make the mailing configuration more specific. Mailings modified for specific customer (in the [Customers (AR303000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/customers-ar303000/) window) are marked as overridden (the **Overriden** check box is selected). If you change mailings configuration in a customer class, these changes affect mailings of all customers of this class, except those that were modified specifically for a customer (overridden).
1. **Mailing mass processing configuration**: You can control whether invoices and statements are available for mass emailing. For details, see [Set up mass processing of mailings](/visma-net-erp/help/customer-ledger/manage-mailings/set-up-mass-processing-of-mailings/).
1. **Document preparation and preview**: Generally, you prepare the email and the attached document, if any, and then preview them in the [Pending emails (SM507000)](/visma-net-erp/help/email/email-windows/pending-emails-sm507000/) window. If mass-emailing is being done, the preparation of statements may be a time-consuming process; thus, mass preparation and preview of statements are separated.
1. **Email sending**: By default, the system doesn't perform the actual sending of the emails right away. Prepared emails are gathered in the queue shown on the [Pending emails (SM507000)](/visma-net-erp/help/email/email-windows/pending-emails-sm507000/) window; use this window when you're ready to actually send them.
> [!NOTE]
> This is the default email workflow; consult your system administrator to find out whether it has been modified.
## Predefined mailings for customers
You can view the list of predefined mailings and add new ones by using the **Mailing settings** tab of the [Customer ledger preferences (AR101000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/customer-ledger-preferences-ar101000/) window. Here you can configure the basic settings of each mailing, these settings will be used by default when you add a mailing to a customer class or a customer. See table 1 below.
When you create a new customer class all mailings (predefined and manually created) are added to new customer class by default. Also, if the Inventory workspace is activated, the mailings listed in the [Sales order preferences (SO101000)](/visma-net-erp/help/sales/sales-windows/sales-order-preferences-so101000/) window are added to new customer class. You can modify this list, leaving those that you need for customers of this class. See table 2 below.
|Mailing|Purpose|Usage|
|---|---|---|
|INVOICE|To send customer invoices|To generate emails about multiple invoices, use the [Send invoices (AR508000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/send-invoices-ar508000/) window. To send a particular invoice, use the [Sales invoices (AR301000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/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)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/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)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/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)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/print-release-dunning-letters-ar522000/) window.|
|Mailing|Purpose|Usage|
|---|---|---|
|QUOTE|To inform customers about their quotes|To generate the emails for multiple quotes, use the [Print/email orders (SO502000)](/visma-net-erp/help/sales/sales-windows/print-email-orders-so502000/) window. To generate an email for a particular quote, use the [Sales orders (SO301000)](/visma-net-erp/help/sales/sales-windows/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)](/visma-net-erp/help/sales/sales-windows/process-shipments-so503000/) window. To print a pick list for a particular order, use the [Shipments (SO302000)](/visma-net-erp/help/sales/sales-windows/shipments-so302000/) window.|
|SALES ORDER|To inform customers about open sales orders|To generate the emails for multiple orders, use the [Print/email orders (SO502000)](/visma-net-erp/help/sales/sales-windows/print-email-orders-so502000/) window. To generate an email for a specific order, use the [Sales orders (SO301000)](/visma-net-erp/help/sales/sales-windows/sales-orders-so301000/) window.|
|SHIPMENT|To inform customers when their orders ship|To email one or more shipment confirmations, use the [Process shipments (SO503000)](/visma-net-erp/help/sales/sales-windows/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)](/visma-net-erp/help/sales/sales-windows/process-sales-invoices-so505000/) window. To generate an email for a particular invoice, use the [Sales orders (SO301000)](/visma-net-erp/help/sales/sales-windows/sales-orders-so301000/) window.|
Related pages
Concepts
Tasks
Windows
Send invoices by email
/visma-net-erp/help/customer-ledger/manage-mailings/send-invoices-by-email
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You can email invoices and notes by using one of the following windows:
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# Send invoices by email
You can email invoices and notes by using one of the following windows:
+ To email multiple invoices and other customer ledger documents at a time, use the [Send invoices (AR508000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/send-invoices-ar508000/) window.
+ To email one invoice or note, use the [Sales invoices (AR301000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/sales-invoices-ar301000/) window. Open the invoice in the window; in the **Actions** menu of the window toolbar, select the **Email invoice** action.
## Before you proceed
Before you can email invoices and memos to customers, the respective mailing has to
be configured in the system.
You can use the [Set up a dunning letter mailing](/visma-net-erp/help/customer-ledger/manage-dunning-letters/set-up-a-dunning-letter-mailing/) as an example of
configuring a mailing.
1. Go to the [Send invoices (AR508000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/send-invoices-ar508000/) window.
1. In the **Action** field of the top part, select **Email invoice**.
1. Optional: For invoices associated with contract servicing, select the user or the work group (in the **Assigned to** or **Work group** field) to whom the documents are assigned.
You can use filtering to display a narrower range of documents when you get into this window.
1. Do one of the following:
+ To send all listed invoices, click **Process all**.
+ To send the selected invoices, select the unlabeled check boxes for the documents you intend to email, and click **Process**.
If the emails containing documents were generated successfully, the
system marks them with green check marks.
The system lists prepared emails
in a queue in the [Pending emails (SM507000)](/visma-net-erp/help/email/email-windows/pending-emails-sm507000/) window, which you can use to
review and actually send the emails.
+ What is next?
[Check sent email status](/visma-net-erp/help/customer-ledger/process-invoices/check-sent-email-status/)
If you regret sending an email due to an incorrect attachment or receiver of the email, you can still delete or do your changes in the email in the Pending emails window. See: [Change the recipient address for a pending email](/visma-net-erp/help/email/manage-emails/change-the-recipient-address-for-a-pending-email/).
Related pages
Concepts
Tasks
Windows
Add other attachments to invoice sent by email
/visma-net-erp/help/customer-ledger/manage-mailings/add-other-attachments-to-invoice-sent-by-email
section
To add other attachments to an invoice you send by email, you have to send the email from the Reports workspace.
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# Add other attachments to invoice sent by email
To add other attachments to an invoice you send by email, you have to send the email from the Reports workspace.
## To email an invoice with additional attachment(s)
1. Go to the [Invoice - English (AR64101S)](/visma-net-erp/help/customer-ledger/customer-ledger-reports/invoice-english-ar64101s/) window (or invoice layout in any language).
1. Click the **Document type** drop-down list and select **Invoice**.
1. In the **Reference number** field, enter or select the invoice number.
1. Click **Run report**. A PDF file with your invoice is displayed.
1. Click **Send**. The **Email activity** window opens.
1. In the top right corner of the window, click **Files**. A message tells you to save before you can go on, click **OK**. The **Files** dialogue box opens.
1. Click  to add other attachments to your email. The **Upload file** dialogue box is displayed.
1. Select your files and click **Upload**.
1. Close the **Files** dialogue box. In the top right corner of the **Email activity** window, you will see that the number of attachments has been updated.
1. Fill in the email address of the recipient, the subject (mandatory) and any message text that you want to include.
1. Click **Send**.
Email several invoices or credit notes
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# Email several invoices or credit notes
## Before you start
Before you can see any documents in this window, they must have been released and activated for this distribution type.
See: [Set customer print and email preferences](/visma-net-erp/help/customer-ledger/manage-customers/set-customer-print-and-email-preferences/)
You can email selected documents, or mark them not to be emailed.
1. Go to the [Send invoices (AR508000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/send-invoices-ar508000/) window.
1. In the **Action** drop-down list, select **Email invoice/note**. A list is displayed, with all the documents that are available with the selected filter.
1. Select the documents you want to email.
1. Click the **Process** button to email only the selected documents, or click **Process all** to email them all.
You can release and emailprint a single document from the[Sales invoices (AR301000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/sales-invoices-ar301000/) window.
See: [Create and release an invoice](/visma-net-erp/help/customer-ledger/process-invoices/create-and-release-an-invoice/).
## What is next?
[Check sent email status](/visma-net-erp/help/customer-ledger/process-invoices/check-sent-email-status/)
If you regret sending an email due to an incorrect attachment or receiver of the email, you can still delete or do your changes in the email in the Pending emails window. See: [Change the recipient address for a pending email](/visma-net-erp/help/email/manage-emails/change-the-recipient-address-for-a-pending-email/).
Related pages
Tasks
Windows
Send several invoices or credit notes to AutoInvoice
/visma-net-erp/help/customer-ledger/manage-mailings/send-several-invoices-or-credit-notes-to-autoinvoice
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# Send several invoices or credit notes to AutoInvoice
## Before you start
As of 1 July 2022, new branches need to verify their company in the [AutoInvoice settings (CS10250S)](/visma-net-erp/help/management/management-windows/autoinvoice-settings-cs10250s/) window to be able to use AutoInvoice. See also: [About Know your customer (KYC)](/visma-net-erp/help/customer-ledger/process-invoices/about-know-your-customer-kyc/).
To see invoices in the [Send invoices (AR508000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/send-invoices-ar508000/) window, they must have the status **Released** and you must check that you have activated AutoInvoice for the customer. See [Prepare to use AutoInvoice for an existing customer](/visma-net-erp/help/customer-ledger/manage-customers/prepare-to-use-autoinvoice-for-an-existing-customer/).
1. Go to the [Send invoices (AR508000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/send-invoices-ar508000/) window.
1. In the **Action** drop-down list, select **Send to AutoInvoice**. A list opens, which contains all the invoices that are available with the selected filter.
1. Select the invoices and credit notes in the table that you want to send to AutoInvoice.
1. Click the **Process** button to send only the selected invoices and credit notes to AutoInvoice, or click **Process all** to send them all to AutoInvoice..
 is displayed
## What is next?
[Check sent email status for AutoInvoice](/visma-net-erp/help/customer-ledger/process-invoices/check-sent-email-status-for-autoinvoice/).
If you regret sending an email due to an incorrect attachment or email recipient, you can: [Change the recipient address for a pending email](/visma-net-erp/help/email/manage-emails/change-the-recipient-address-for-a-pending-email/).
Related pages
Tasks
Windows
Print and send invoices or credit notes by regular mail
/visma-net-erp/help/customer-ledger/manage-mailings/print-and-send-invoices-or-credit-notes-by-regular-mail
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# Print and send invoices or credit notes by regular mail
## Before you start
Before you can see any documents in this window, they must have been released and activated for this distribution type.
See: [Set customer print and email preferences](/visma-net-erp/help/customer-ledger/manage-customers/set-customer-print-and-email-preferences/)
1. Go to the [Send invoices (AR508000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/send-invoices-ar508000/) window.
1. In the **Action** drop-down list, select **Print invoice/note**. A list opens, which contains all the invoices that are available with the selected filter.
1. Select the invoices/credit notes you want to print/send in the table.
1. Click the **Process** button to print/send only the selected invoices/credit notes, or click **Process all** to print/send all invoices/credit notes at once.
1. In the preview of the invoices, give the invoices a final quality check.
1. Click **Print**.
You can also release and print an invoice from within the same window.
See: [Create and release an invoice](/visma-net-erp/help/customer-ledger/process-invoices/create-and-release-an-invoice/)
Related pages
Tasks
Windows
Print several invoices or credit notes
/visma-net-erp/help/customer-ledger/manage-mailings/print-several-invoices-or-credit-notes
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# Print several invoices or credit notes
## Before you start
Before you can see any documents in this window, they must have been released and activated for this distribution type.
See: [Set customer print and email preferences](/visma-net-erp/help/customer-ledger/manage-customers/set-customer-print-and-email-preferences/)
1. Go to the [Send invoices (AR508000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/send-invoices-ar508000/) window.
1. In the **Action** drop-down list, select **Print invoice/note**. A list opens, which contains all the invoices that are available with the selected filter.
1. In the table, select the documents you want to print.
1. Click the **Process** button to print only the selected documents, or click **Process all** to print all the documents displayed in the table.
1. In the preview window, do a final quality check of each document.
1. Click **Print**.
You can release and emailprint a single document from the[Sales invoices (AR301000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/sales-invoices-ar301000/) window.
See: [Create and release an invoice](/visma-net-erp/help/customer-ledger/process-invoices/create-and-release-an-invoice/).
Related pages
Tasks
Windows
Set up mass processing of mailings
/visma-net-erp/help/customer-ledger/manage-mailings/set-up-mass-processing-of-mailings
section
You can specify how the customer prefers to receive invoices and statements: printed and sent through postal mail, or sent electronically by email.
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# Set up mass processing of mailings
You can specify how the customer prefers to receive invoices and statements: printed and sent through postal mail, or sent electronically by email.
You can specify how the customer prefers to receive invoices and
statements: printed and sent through postal mail, or sent electronically by
email.
Customer media type preferences also affect documents' availability for mass
processing.
By using the [Customer classes (AR201000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/customer-classes-ar201000/) window, you can
specify these preferences on the customer class level, which provides default
settings for customers of the class, as the following steps describe. (You can
override these default settings for each customer individually.)
If a document has already been printed or emailed, it is not listed on the mass
processing forms.
The system checks the values of the **Printed**
and **Emailed** attributes for a document when it builds the list
for mass processing, and the document is considered printed or emailed if the
corresponding check box is selected. You can view the current values of these
attributes on the **Invoicing address** tab of an invoice, in the
**Print and email options** area.
Attributes are affected
only by respective actions performed in the [Send invoices (AR508000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/send-invoices-ar508000/)
window.
1. Go to the [Customer classes (AR201000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/customer-classes-ar201000/) window.
1. In the **Class ID** field, select the customer class that you want to configure preferences for.
1. On the **General settings** tab, in the **Default print and email settings** area, do the following:
1. Select the **Print invoices** check box if you want to make invoices available for printing in the [Send invoices (AR508000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/send-invoices-ar508000/)
1. Select the **Send invoices by email** check box if you want to make invoices available for emailing in the [Send invoices (AR508000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/send-invoices-ar508000/) window.
1. Select the **Print statements** check box if you want to make statements available for printing in the [Print statements (AR503500)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/print-statements-ar503500/) window.
1. Select the **Send statements by email** check box if you want to make statements available for emailing in the [Print statements (AR503500)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/print-statements-ar503500/) window.
1. Select the **Multi-currency statements** check box if you want to make statements in multi-currency format available for printing and emailing in the [Print statements (AR503500)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/print-statements-ar503500/) window.
1. In the window toolbar, click .
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Windows