Subscriptions plugin - Process warnings

Process warnings

Process warnings - E-mail

Process Warnings - E-mail account setup

If the e-mail on the Settings tab for processing subscriptions was already configured, these details and settings is available to process warnings.

Note: The E-mail header text needs to be entered on the Settings tab when processing warnings. Type the text to be displayed as the Subject field of your operating system's default e-mail program.

Process Warnings - Send E-mail tab

If you click on the Process button on the Process warnings screen, the Send – E-mail screen will be launched. It will list all debtor accounts for which warnings need to be sent.

You may select an e-mail template to be used to display as the e-mail message.

Process Warnings - Free text tab

Free text – Enter additional text to be included in the e-mail message.

Preview in browser button – This will display the mail template in your system's default. This is the e-mail template which will be displayed as the e-mail message. You may create and customise e-mail templates and select a email template. The e-mail templates are stored in the (...\plug_ins\reports\Subscriptions\emailtemplates).

Preview att button – This will display the quote document layout file, if Quotes were selected on the Process warnings screen.

If Quotes were not selected on the Process warnings screen, it will display the warning report.

Test E-mail to extra CC – Test the mail to the extra e-mail address entered in the Extra CC field.

Extra attachment button – In addition to the document (invoice or quote), which will be automatically be attached to the e-mail, you may attach another file as an extra attachment.

Send e-mail(s) button – This will start to send e-mails and the attachments to the debtor accounts on the list.

Resume e-mail(s) button - If you have clicked on the Stop e-mail(s) button, this button will start sending the rest of the e-mails.

Stop e-mail(s) button – This will stop the e-mails from sending. You may click on the Resume e-mail(s) button to start sending the rest of the e-mails.

Process warnings - Customise E-mail templates

Preview in browser button – This will display the mail template in your system's default. This is the e-mail template which will be displayed as the e-mail message. You may create and customise e-mail templates and select a email template. The e-mail templates are stored in the (...\plug_ins\reports\Subscriptions\emailtemplates).

If you click on the Edit button, the ...\plug_ins\reports\Subscriptions\emailtemplates folder will be opened in Windows explorer or your system's default file browser.

To create your own template it is easy and you may create as many templates, as required.

It is recommended that you copy the test.html file and rename it to your own needs.

The basic test.html template is as follows:

You may change all text as necessary. Please take note of the following two (2) fields:

<#SDESCRIPTION#> - This will add the name for the respective debtor accounts to the e-mail message.

<#FREETEXT#> - This will add the text as entered for the e-mail messages, as entered on the Free text field on the Free text tab.

You may preview the template when you click on the Preview in browser button on the Free text tab.

Process warnings - Recipient's E-Mail Message

All debtor (customer) accounts (which have a valid e-mail address) will receive an e-mail message (based on the e-mail template and the free text) with the Invoice or quote as a Potable Document Format (pdf file) as an attachment. An example of the e-mail message received by the recipient(s), is as follows:

Process warnings – Customise Document layout file

If Quotes were not selected on the Process warnings screen, it will display the warning report (layout file). The default report is included and stored in the ...\plug_ins\reports\Subscriptions\layouts folder. You may copy and edit these layout files in the Report designer. You may access the Report designer from the Reports or Setup ribbons.

Select the Subscriptions – layouts folder. Click on the Copy report button to create an exact copy of the report.

Click twice on the Copy of default report to rename it according to your own requirements.

Select your copied report and click on the Edit button (You may also double-click on the report.

Change the text on the file:

Click on a text object (field) (red rectangles as per this example) and select the Label tab. Overtype the text as necessary.

Move text:

Drag it to the desired place.

Delete text or expressions:

Select the object and go to Edit - Delete

Add text:

• TRpLabel – Add static text object to the report. Examples on the above picture are, , Telephone:, Fax:, E-mail:, Website:, Company registration no.:, Tax registration no.: address, etc.

• Add the messages or text to display on the report.

 Add company logo

• TRpImage – Click on this icon and click on the space and drag to insert a blank image object.

Enter “COMPANYDATA.BLOBLOGO” in the Expression field.

This is used to display your company logo on the reports and document layout files. The Company Logo dataset is COMPANYDATA.BLOBLOGO. The logo is stored in the database as a BLOB (Binary Large Object) and will be displayed printed on remittance layout files if loaded in Company info - Options screen (Action ribbon).

Add a static picture

• TRpImage – Click on this icon and click on the space and drag to insert a blank image object.

 Right-click on the image object and select the Open option on the context menu.