Following is a list of tags that are permitted in the document settings email body field. The brackets ("[" and "]") are necessary for the system to recognize the text as a tag. The tags are not case-sensitive.

• [Customer]: in customer related documents, this tag will be replaced with the customer's account number.
• [CustomerName]: in customer related documents, this tag will be replaced with the customer's name.
• [Contact]
  • in customer related documents
    • if the user chose a customer contact while entering the sales order, sales invoice, customer quote, etc. this contact's name will be used.
    • if the user didn't chose a customer contact but did supply an "Ordered By" value, that value will be used
  • in vendor related documents
    • if the user chose a vendor contact while entering the purchase order, this contact's name will be used.
    • if the user didn't chose a vendor contact but did supply an "Placed Ordered With" value, that value will be used
• [ContactFirstName]: follows the same pattern as [Contact], but only uses the contact's first name. The first name is determined to be the first block of text that appears before the first space encountered in the overall name. If there is no space in the name, the whole name will be used.
• [User]: this tag will be replaced with the user's email address name. If the user does not have an email address name assigned, the user's user name will be chosen instead.
• [UserFirstName]: this tag will be replaced with the user's first name. The first name is determined to be the first block of text that appears before the first space encountered in the overall name. If there is no space in the name, the whole name will be used. See [User] for the rules determining which whole name will be used.
• [Vendor]: in vendor related documents, this tag will be replaced with the vendor's account number.
• [VendorName]: in vendor related documents, this tag will be replaced with the vendor's name.

In all cases, if the tag is incorrectly used (such as using the [Customer] tag in a vendor invoice email body) or if the related value isn't supplied (such as using the [Contact] tag, but the user hasn't supplied a contact) the tag will not be replaced and will be left in the body of the text.

Cover Sheet Message

This field works exactly the same way that Email Body does, but is used for fax cover sheets instead.

BCC Address

When the document is being automatically (not manually, by the user) emailed, the system will include this address in the email's BCC field. This feature is typically used to collect sent emails for the purpose of verification that the email was sent.

Other Questions

How does the system determine how to deliver the document?

To be clear, the system only uses the following rules when the document is being automatically printed by the system. These rules are not used when the user initiates, for example, a direct printing of a Pick Ticket from the Sales Order screen. These rules are not followed, intentionally, when the user initiates a manual print (or email, etc.) because, otherwise, the user would never be able to manually select the nonstandard way to deliver the document. For example, there may be cases in which an invoice is usually printed, but during a collection call, the customer requests an email copy of the invoice.

The first step the system takes is to determine a category for the requested document. There are four categories: Customer Billing, Customer Shipping, Warehouse, and Vendor. The documents that are available in this area are broken down like this:

• Customer Billing
  • Acknowledgement
  • Counter Sale Receipt
  • Customer Credit
  • Customer Invoice
  • Customer Payment Receipt
  • Customer Quote
  • Customer Return
  • Customer Statement
  • Manual AR Document
  • Packing Slip
  • Proforma Invoice
  • Summary Bill
• Customer Shipping
  • Picking Label
  • Picking Ticket
  • Shipping Acknowledgement
• Warehouse
  • Kit Label
  • Kit Order
  • Receiving Label
  • Warehouse Transfer
• Vendor
  • Blank Check
  • Purchase Order
  • Rework Order
  • Vendor Check
  • Vendor Quote

Once the category has been determined, the next step is to determine if there are any override settings. For example, if the document being sent is a Customer Invoice, the system will look for overrides at the Customer Document Control and User Document Control levels. After all of the base and overridden settings are captured, each document in the category follows the same path.

Customer Billing Documents

Based on the delivery method selected in the previous steps, the system will then determine how to route the document following these rules:

• Email
  • If there is a Customer Document Setting override for this document and this customer, and the override contains an email address, that email address will be selected.
  • Otherwise, if the document being sent is tied to a Customer Contact, and that contact has an email address, that email address will be selected.
  • Otherwise, if the Customer has a Billing Email Address, that email address will be selected.
  • Otherwise, no email address can be determined, and this document will not be delivered.
• Fax
  • If there is a Customer Document Setting override for this document and this customer, and the override contains a fax number, that fax number will be selected.
  • Otherwise, if the Customer has a Billing Fax Number, that fax number will be selected.
  • Otherwise, no fax number can be determined, and this document will not be delivered.
• Print
  • If there is a Customer Document Setting override for this document and this customer, and the override contains a printer, that printer will be selected.
  • Otherwise, if there is an User Document Setting override for this document and this user, and the override contains a printer, that printer will be selected.
  • Otherwise, if there is a Warehouse Document Setting override for this document and this warehouse, and the override contains a printer, that printer will be selected.
  • Otherwise, if the base document control has a printer assigned, that printer will be selected.
  • Otherwise, the document will be sent to the user's default printer, which is defined on their individual PC.
• Email & Print
  • This type follows both the rules for emailing and for printing.
• Fax & Print
  • This type follows both the rules for faxing and printing.

Customer Shipping Documents

Based on the delivery method selected in the previous steps, the system will then determine how to route the document following these rules:

• Email
  • If there is a Customer Document Setting override for this document and this customer, and the override contains an email address, that email address will be selected.
  • Otherwise, if the document being sent is tied to a Customer Contact, and that contact has an email address, that email address will be selected.
  • Otherwise, if the document is being sent to a Customer Location, and that location has an email address, that email address will be selected.
  • Otherwise, if the Customer has a Shipping Email Address, that email address will be selected.
  • Otherwise, no email address can be determined, and this document will not be delivered.
• Fax
  • If there is a Customer Document Setting override for this document and this customer, and the override contains a fax number, that fax number will be selected.
  • Otherwise, if the document being sent is tied to a Customer Contact, and that contact has an fax number, that fax number will be selected.
  • Otherwise, if the document is being sent to a Customer Location, and that location has an fax number, that fax number will be selected.
  • Otherwise, if the Customer has a Shipping Fax Number, that fax number will be selected.
  • Otherwise, no fax number can be determined, and this document will not be delivered.
• Print
  • If there is a Customer Document Setting override for this document and this customer, and the override contains a printer, that printer will be selected.
  • Otherwise, if there is an User Document Setting override for this document and this user, and the override contains a printer, that printer will be selected.
  • Otherwise, if there is a Warehouse Document Setting override for this document and this warehouse, and the override contains a printer, that printer will be selected.
  • Otherwise, if the base document control has a printer assigned, that printer will be selected.
  • Otherwise, the document will be sent to the user's default printer, which is defined on their individual PC.
• Email & Print
  • This type follows both the rules for emailing and for printing.
• Fax & Print
  • This type follows both the rules for faxing and printing.

Warehouse Documents

• Email: Warehouse documents will not be emailed. If this method was incorrectly assigned to one of these documents, the document will not be delivered.
• Fax: Warehouse documents will not be faxed. If this method was incorrectly assigned to one of these documents, the document will not be delivered.
• Print
  • If there is an User Document Setting override for this document and this user, and the override contains a printer, that printer will be selected.
  • Otherwise, if there is a Warehouse Document Setting override for this document and this warehouse, and the override contains a printer, that printer will be selected.
  • Otherwise, if the base document control has a printer assigned, that printer will be selected.
  • Otherwise, the document will be sent to the user's default printer, which is defined on their individual PC.
• Email & Print
  • This type follows both the rules for emailing and for printing.
• Fax & Print
  • This type follows both the rules for faxing and printing.

Vendor Documents

• Email
  • If there is a Vendor Document Setting override for this document and this vendor, and the override contains an email address, that email address will be selected.
  • Otherwise, if the document being sent is tied to a Vendor Contact, and that contact has an email address, that email address will be selected.
  • Otherwise, if the Vendor has an Email Address, that email address will be selected.
  • Otherwise, no email address can be determined, and this document will not be delivered.
• Fax
  • If there is a Vendor Document Setting override for this document and this vendor, and the override contains a fax number, that fax number will be selected.
  • Otherwise, if the document being sent is tied to a Vendor Contact, and that contact has an fax number, that fax number will be selected.
  • Otherwise, if the Vendor has a Fax Number, that fax number will be selected.
  • Otherwise, no fax number can be determined, and this document will not be delivered.
• Print
  • If there is a Vendor Document Setting override for this document and this vendor, and the override contains a printer, that printer will be selected.
  • Otherwise, if there is an User Document Setting override for this document and this user, and the override contains a printer, that printer will be selected.
  • Otherwise, if there is a Warehouse Document Setting override for this document and this warehouse, and the override contains a printer, that printer will be selected.
  • Otherwise, if the base document control has a printer assigned, that printer will be selected.
  • Otherwise, the document will be sent to the user's default printer, which is defined on their individual PC.
• Email & Print
  • This type follows both the rules for emailing and for printing.
• Fax & Print
  • This type follows both the rules for faxing and printing.