Correspondence Management

Correspondence refers to historical communications with your customer.  See Correspondence explained to see how it is used.

Any emails sent by the system are recorded in correspondence.

One email will be visible from multiple places in the system

• The person who was logged into the system who sent the email

• The person it was sent to (based on email address)

• The Debtor or Creditor it was sent to

• If it was sent from a transaction (like an invoice, order, or booking) then it will be visible from the transaction

Sending an email is easy

• A list of Email Templates will show - see Email Templates to create Templates

  • It Depends on the transaction or area of the system you start the email from as to which email templates are visible 

    • Email Templates with "Usage = Manual" will be visible from anywhere in the system

  • The email template will show already merged with the ability to enter text directly

  • You do not have to use an Email Template

• Attachment Templates (PDF to be attached) that are available will depend on the transaction you start the email from and any custom ones you have defined will be visible from Host Company (your business/s) Reports / Templates Tab

How is the list of email addresses I can send to generated?

• Person or Company Main email address - Each Debtor / Creditor belongs to either a person or a company

  • A person has an email address

  • A company has a general email address

• People who are contacts at a Debtor or Creditor - All contacts available are listed

  • if sending to a debtor > all contacts linked to the debtor are listed

  • if sending to a credito > all contacts linked to the creditor are listed

  • A person can be linked to both creditor and debtor if relevant

• Roles - Accounts for example - everyone with the role of Accounts at the Debtor (creditor) will get the email

• Adding to the default list of addresses

  • Add contact button: Add a contact on the fly (as you get ready to send the email - can create a new linked contact) 

  • More Addresses Button:

    • Companies (and Persons) have the ability to add additional unlimited email addresses (contact / audit page).  Think of these as generic or alternate addresses.  An example is "Accounts@companyx.com" - there is no person associated but any entity may have many of these

    • Your employees - in case you want to copy them in

Note you can also simply record correspondence like phone calls, letters, inbound emails etc in the system as well.

Note that if your customers and suppliers are not receiving your emails - you may need to do some more setups - see email section in Starting on SaaSplications