Set up order acknowledgements to send via email

Set up your order acknowledgement layout in Report Designer

Open: Tools > Run Sage Report Designer.

1. Select your SOP order acknowledgement layout: File Explorer > Layouts.

2. From the Properties pane, select Email options and click .

3. Enter your email options:

   

1. From the Email message should contain: drop-down list, choose the group that matches the header section of the order acknowledgement layout.

   For the SOP Order Acknowledgement (Single) layout, select the group that contains the SOPOrderReturntID. This can be Group 5 or 6 as these are both headers for the order acknowledgement.

   

2. Click To.... and add the required recipients. To send your SOP order acknowledgement to the Account contact for each customer add the SL Customer Accounts > ContactEmailAddress expression.

   See how to add this expression

   1. In the Expressions section, click Add.

      

   2. Drag the following from the Fields pane to the Expression Editor section:

      SL Customer Accounts > ContactEmailAddress.

   3. Click OK.

   Alternatively, you can copy and paste the following expression:

   Copy

   SLCustomerAccounts.ContactEmailAddress

3. If required, click CC... to enter the recipients for a copy of the email.

   These can be entered as text or as an expression.

4. Enter a Subject for the email:

   This can be entered as text or you can use an expression to include information such as your company name and the order acknowledgement number.

   See how to add this expression

   1. Click Subject.

      

   2. Drag the following from the Fields Pane:

      SYSCompanies > CompanyName.

   3. In the Expression Editor, enter + " Order Acknowledgement No: " +

      Note: To add more than one expression use + or and. If you want to include text with an expression use "quotation marks" around the text.

   4. Drag the following from the Fields pane:

      SOPInvoiceCredits > DocumentNo.

      The completed expression should be as follows:

      SYSCompanies.CompanyName + " Order Acknowledgement No: " + SOPOrderReturns.DocumentNo.

   5. Click OK.

   Alternatively, you can copy and paste the following expression:

   Copy

   SYSCompanies.CompanyName  + " Order Acknowledgement No:  " + SOPOrderReturns.DocumentNo

5. Choose whether to send the report as plain text or as an attachment.

   See how to send as plain text

   If you want to send the report as plain text, you may have to amend the layout to make it suitable for an email message, as the layout is designed for printed output.

   Note: Some layouts contain text that is designed to be read by a 3rd party document management add on available for Sage 200. This text is not designed to be printed but will appear when the document is sent as plain text. You may want remove this if you are sending your emails as plain text.

   See an example

   For the Order Acknowledgement layout, this text is entered on the first two lines of each header section.

   

   See how to send as an attachment

   1. Enter the required message text.
   2. Choose the file type that you want to send from the Attachment Format drop-down list.

   3. Enter a Filename for the attachment.

      You can use an expression for this if you want the filename to include information such as your company name and the order acknowledgement number.

      See how to add this expression

      1. Click Filename.

         

      2. Drag the following from the Fields Pane:

         SYSCompanies > CompanyName.

      3. In the Expression Editor, enter + "Invoice No:" +

      4. Drag the following from the Fields pane:

         SOPInvoiceCredits > DocumentNo.

         The completed expression should be as follows:

         SYSCompanies.CompanyName + " Order Acknowledgement No: " + SOPOrderReturns.DocumentNo.

      5. Click OK.

      Alternatively, you can copy and paste the following expression:

      Copy

      SYSCompanies.CompanyName  + " Order Acknowledgement No:  " + SOPOrderReturns.DocumentNo

6. Choose whether to send the order acknowledgements via email straight away or to your outbox for checking before sending to email recipients.

7. Choose your email account provider.

   Microsoft Outlook	Select this if you are using Microsoft Outlook
   MAPI	Select this if your email application uses a MAPI (Outlook / Exchange) mail server.

2. To save the new acknowledgement layout, select File > Save As.

   When you change a default layout, letter or report, you must save the new layout, letter or report in the custom or company folder.

Set up your customer account contacts

1. Choose to use the new order acknowledgement layout.

   See how to select the order acknowledgement layout

   Open: Tools > Choose Layouts.

   1. Select SOPOrderAcknowledgement from the Layout drop-down list.

   2. Use the Browse button to select the required layout.

      Layouts are stored in the layouts folder.

      Tip: Make sure the file type is set to Sage Layout Files (*.layout).

2. Set up a Preferred Contact for the Account role with a valid email address for each customer account that you want to send order acknowledgements by email.

   See how to set up a preferred contact

   Open: Sales Ledger > Sales Accounts > Amend Account Details | Contacts.

   1. Select the contact and click Edit.
   2. Add or edit the Account role and select Preferred Contact.