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Emailing invoices (#EMLINV01)

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20090423 (Andy)   Pro, MultiUser, MultiSite, MultiView   Self Storage EditionMarina EditionVault Edition   7.X (and higher)   Video

How do I email invoices from StorMan?

There are two ways to email invoices in StorMan - you can email them automatically as part of Daily Processing (more on Daily Processing: #DLYWISDP01), or on an ad-hoc basis to Customers on-demand & when required.

 

How do I send invoices by email on an ad-hoc basis?

Before you begin, there's a number of elements you will need to have ready beforehand...

  • Ensure your PDF Writer has been setup in StorMan. A PDF writer is required to generate PDF versions of your invoices. We recommend using the PDF-XChange PDF writer software (more on this: #UTLPXDSC01).
  • Ensure your email system has been setup in StorMan (more on this: #EMLSET01).
  • Ensure the relevant Customer has an email address on file within their Agreement (more on this tab: #AGTTAB201).
  • Optional: Ensure you have at least one email notice setup (more on Notices: #NTCSNDINV01) - that way your email will have some text accompanying the attached invoice.

 

  1. Once all of the aforementioned requirements have been setup, open the Agreement for the Customer in question and navigate to the Transactions tab (more on this tab: #AGTTAB601).
  2. Click Email invoice to generate your invoice for the Customer. If you have more than one email notice entered for this Customer's notice plan (more on notice plans: #NTCPLNABT01), you will be prompted to select the email notice (in other words, the text) that you'd like to send along with the invoice (more on selecting the notice to use: #NTCSNTU01). If so, select the relevant notice and click OK to continue.
  3. The PDF invoice and accompanying text will now be generated. Once complete, you will be prompted whether or not you wish to edit the contents of the email. If you decide to edit the contents, the email will be displayed and you can edit / send it from there. If you decide not to edit the email message, you will be prompted whether or not you wish to send/receive emails now.

How do I send invoices by email as part of Daily Processing?

Before you run Daily Processing (which will automatically send your invoices and notices via email to any applicable Customers), there are a number of elements you will need to have ready beforehand...

  • Ensure your PDF Writer has been setup in StorMan. A PDF writer is required to generate PDF versions of your invoices. We recommend using the PDF-XChange PDF writer software (more on this: #UTLPXDSC01).
  • Ensure your email system has been setup in StorMan (more on this: #EMLSET01).
  • Ensure all applicable Customers have email addresses on file within their respective Agreements (more on this tab: #AGTTAB201).
  • Ensure all applicable Customers have the Send all correspondence via email checkbox enabled on their respective Agreements (more on this tab: #AGTTAB401). Note: Please note that any Customers with this option activated will get ALL of their notices via email (instead of via print)... so ensure you have email versions of all your applicable notices setup (more on setting up notices: #NTCSTP01).
  • Optional: Ensure you have at least one email notice setup (more on Notices: #NTCSNDINV01) - that way your email will have some text accompanying the attached invoice.

 

Once you have setup the aforementioned components, you can run Daily Processing (more on how to run this: #DLYRUN01) as usual. Any applicable Customers will get their notices via email instead of via print, when due to be processed.

 

Video:

On Thursday April 23rd, 2009 we held a free StorMan PowerSession webcast on the topic of Emailing Invoices. You can download / view the webcast recording below...

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email an invoice, email invoices, emailing of invoices, email receipt, emailing receipts, transaction emails

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