Set up despatch notes to send via email

Set up your despatch note layout in Report Designer

Open: Tools > Run Sage Report Designer.

1. Select your despatch note 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 despatch note layout.

      For the SOP despatch note (Single) layout, select the group that contains the SOPDespatchReceiptID. This can be Group 4, 5 or 6 as these are all headers for the despatch note.

      

   2. Click To... and enter the required recipients. To send your despatch notes to your customer account contacts or delivery address contact, this must be entered as an expression.

      See how to add an expression to send despatch notes to each customer contact

      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

      See how to add an expression to send despatch notes to the delivery address on the order or to the customer contact when there is no delivery address

      1. In the Expressions section, click Add.

         

      2. Enter the following expression:

         (SOPOrderReturns.CustomerTypeID=0) ? SLCustomerAccounts.ContactEmailAddress :

         (SOPOrderReturns.UseInvoiceAddress=0 ? SOPDocDelAddresses.EmailAddress :SLCustomerAccounts.ContactEmailAddress)

      3. Click OK.

      Alternatively, you can copy and paste the following expression:

      Copy

      (SOPOrderReturns.CustomerTypeID=0) ? SLCustomerAccounts.ContactEmailAddress :
      (  SOPOrderReturns.UseInvoiceAddress=0 ?   SOPDocDelAddresses.EmailAddress :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. For example, if you wanted to send the despatch note to the delivery address and a copy to the specified customer contact.

   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 despatch note 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 + " Despatch Note 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:

         SOPDespatchReceipts > DocumentNo.

         The completed expression should be as follows:

         SYSCompanies.CompanyName + "Despatch Note No " + DespacthReceipts.DocumentNo.

      5. Click OK.

      Alternatively, you can copy and paste the following expression:

      Copy

      SYSCompanies.CompanyName + " Despatch Note No:" + SOPDespatchReceipts.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 Despatch Note (Single) 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 despatch note 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 + "SOPDespatchReceipts" +

         4. Drag the following from the Fields pane:

            SOPDespatchReceipts > DocumentNo.

            The completed expression should be as follows:

            SYSCompanies.CompanyName + "Despatch Note No:" + SOPInvoiceCredits.DocumentNo.

         5. Click OK.

         Alternatively, you can copy and paste the following expression:

         Copy

         SYSCompanies.CompanyName + " Despatch Note No:" + SOPDespatchReceipts.DocumentNo

   6. Choose whether to send the despatch notes 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.

4. To save the new despatch note 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 contacts and delivery addresses

1. Choose to use the new order despatch layout.

   See how to select the despatch note layout

   Open: Tools > Choose Layouts.

   1. Select SOPDespatchNote 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. If you want to email your despatch notes to a customer account contact, you must associate a customer role with the Sales despatch note document type.

   See how to set up your customer accounts contacts

   1. Set up a new customer role or use an existing one.

      See how to set up a new role

      Open: Accounting System Manager > Settings > Customer and Supplier Roles.

      1. Add a role.
      2. Select Sales and Use with Documents for this role.

   2. Associate this role with the Sales despatch note document type.

      See how to associate roles with document types

      Open: Accounting System Manager > Settings > Customer and Supplier Document Types.

      1. Select the role for the Sales despatch note document type.

   3. Set up a Preferred Contact for the role with a valid email address for each customer account that you want to send despatch notes to via email.

      See how to set up a preferred contact

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

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

3. If you want to send your despatch notes to the email recipient at the delivery address, make sure that you have entered an email address for each delivery address.

   See how to set up a delivery address

   Open: Sales Order Processing > SOP Maintenance > Customer Delivery Addresses.

   1. Select the customer account.
   2. Edit the required delivery address and enter an email address.