I am running Version 8.0A (061101) of Invoices and am testing the "Email" submit process. The Help indicates that the check box for email if checked will allow emailed invoices. The assumption is that if the box is unchecked then an email will NOT be submitted to the email queue.

I have unchecked all Customer (test customer) related Email boxes and even deleted all Customer related email addresses. I click Print -> Email and the email process submits the invoice to the queue. Those invoices that do not have an email address are noted that they were submitted w/o an email address.

In either case the email does get submitted to the email queue.

Q: How do I submit an entire batch to email and only have those selected for email (Customer Flag) actually submitted?

I seem to remember some kind of problem being reported, I thought on the forum, about the Print flag as being too restrictive as in printing file copies (maybe, I just don't remember).

Hi Kay,

You are right - the process to restrict sending emails to particular customer does not seem to be working as advertised. Disabling the email checkbox on the Invoices tab when editing a Customer should be the way to do this.

In the meantime, if you remove the email address from the customer (and the invoice, if in a batch), this should be enough to not have emails sent from the queue, and you can delete them from the queue.

This has been forwarded to development. Thanks for bringing it to our attention.

Thanks for the confirmation of my understanding. I was beginning to think I had a misunderstanding on what the flags meant. I am just trying to get prepared for when we issue hundreds of invoices in a batch and how to manage them.

Was there an issue with the print flag and if so where can I read about it? Even though we expect to email 90%+ of our invoices, the Accounting Dept still needs a paper copy of all invoices for payment processing and records retention.

Off the top of your head, do we have the same issues of the Print/Email flag processing in Statements/Letters? I will attempt to do some testing on Statements/Letters.

Hi Kay,

Let me correct something - maybe this will help.

If you are only printing a single invoice, then none of the restrictions are in place. The customers allowances are on the screen so you can see, but this is to allow a 'one-off override' of sending documents, even by a usually disallowed method.

However if multiple invoices are being printed, then the sending method restriction comes into play. I checked this out and indeed customers restricted from receiving emails did not have an invoice in the email queue - with an email or not.

The key here is whether you are printing one invoice or more than one. Sorry for any confusion - I was looking at the one-off scenario for the previous post, which is working as designed.

AR Statements works fine, even for a single customer statement.

Wow! I was afraid the I picked a particular scenario. Thanks for the follow-up. Your response makes absolute sense.

You didn't get a chance to respond to the question about the print flag. If I turn on the email flag and turn off the print & fax flags can I still force a print somehow? I will be testing this feature also because as I said, the AR people want a paper copy. Please don't waste any time testing this - I ask only if you know off the top of your head and as I said I thought I remember some problem report someplace could have even been in a "ReadMe" file.

If the print and fax flags are disabled on the customer record (and only email is enabled), then when attempting to print multiple invoices (say a batch), those customer invoices will not get printed. There is no override for multiple invoice printing - you'd have to enable the print flag on the customers, or print them one at a time.

You could use a trick to help with this - search for customers from the SmartFinder who don't have the print flag on, then export this list to Excel. You can use this file to import just the customer number, and 'skip' all other fields. Set a default value for the print invoice to 'True' - setting the print value for all customers. (the print the invoices to paper). Then do the same import with the same file, setting the default value to 'False' this time - setting the print value back to Off for just those customers.