Emailing Adagio specs to multiple addresses

Adagio programs with version 8.0A or higher allow you to email specifications such as Statements, Invoices, Order Confirmations, and other related documents. An email address field is used to store the recipient of the email.

If you need to sent the Adagio specification document to more than one email address, this can be done quite easily. Simply enter all the addresses into the desired email address field, separated by semi-colons ( ; ). Then when sending the email, it will go to all listed addresses.

There is a field maximum length of around 160 characters, so this would determine how many different addresses you can have.

I'm working with a client that wishes to begin using the emailing feature, but requires that confirmations go to one contact (or contacts), while invoices go to a different contact (or contacts). Is this possible or planned in a future version? As I see it, this would require separate contacts (and email address fields).

AR 9.0 seems to provide multiple contacts for a customer, but the question I have is can OE 8.1C actually utilize this information or must we wait for OE 9.0?

Hi Larry,

When you elect to email an order confirmation, you are given the choice of which e-mail address to send it to, and one of the choices is the e-mail address in the ship-to file. The same is true when you are sending an invoice.

Will this meet your needs?

Forgive my ignorance, but a follow-up question: I'm going to want to send the confirmations "in bulk" (i.e. send all confirmations). How is the "choice of which e-mail address to send it to" made when sending in bulk?

Aaah...

You get the same dialog, which means that the necessary e-mail addresses must be in a consistent location for your customers, even if that means duplicating some of the email information.

Hi Larry,

If you email a number of documents at once, the screen is the same as for a single document. Your choices depend on the application used. For OE, you can choose the Bill-to or Ship-to email address saved on the document, or the Customer email address (if it has changed since the document was created, especially when re-sending historical documents). This choice will affect all emailed documents, as Andrew indicated.

On the customer, there is a place where you can set an email address specific to a person that receives invoices and different than the general contact. This is true also for Statements and Quotes.

This sounds like we can make it work. Does the new multi-contacts enhancements to AR 9.0 (where each contact may have an email address) have an effect on how this works now or will work in the future? Seems like you could set up a unique (but consistent across customers) contact to hold information on who gets confirmations, who gets statements, who gets invoices, etc. Or maybe I'm not understanding how the new feature will work.

Currently the Contacts stored on AR90A customers are for reference only and are not integrated and selectable in other applications like the Ship-to Addresses are.

Despite many hours of pondering, I have never been able to see how it would be possible to automate the selection of an e-mail address from amongst an arbitrary set of contacts in any way that was likely to be maintainable by a user.

I guess I would think in terms of designating a contact to receive one or more documents that might be mailed, faxed, or emailed. On each contact show a list of documents (Confirmation, Invoice, Statement, etc) that they should receive and let the user check the ones that the contact should receive (they might not receive any of them or they might receive all of them, their contact information may be for reference only).

What I find "odd" right now is if I try to email an invoice, Order Entry asks me which email address I want to send to and gives me the following three choices:

Billing
Ship to
Customer

Which one of these corresponds to the email address on the Invoicing Tab-Email (which I thought was the logical one to utilize for sending invoices)? Not clear.

Choosing Ship to is clear.

But where is the Billing email stored? Is that the Contact email under the Statement tab? There's nothing called Billing email on the customer record.

-Larry

When creating an order, the Invoicing email address will be written as the BillTo email on the order. If the Invoicing email address is blank, then the standard Contact email address will be used (on the first screen of the customer). Of course the email address could later be edited on the order to something different.

When emailing, BillTo refers to what is on the document (as does ShipTo), and Customer refers to what is in the customer Invoicing email (unless blank and then it is the Contact email).

Clear as mud?

The reason mine didn't work then was because I entered the email address AFTER the order had been entered and it had been invoiced.

IMHO this is confusing.

I think I can make what I want to do (email confirmations then email invoices) work but I can't then add emailing of statements (not enough email address slots to work with). The alternative would be to require a ship to address for every customer use that to hold the address that is to receive confirmations. Or maybe I'm missing something.

Hi, Larry,

The Billing email is stored on the customer's Invoicing tab in the Invoicing Options section.

The Invoicing tab is used with OrderEntry, Invoicing and Time&Billing.