Create Menu - Rental Quotations - Email
This page describes the 'Email' function on the
Create menu in the Rental Quotation record window. If you are using iOS or Android, the 'Email' function is on the + menu.
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The 'Email' function allows you to create a Mail containing details of a Rental Quotation, which you can use to send the Quotation to the Customer by email. To be able to use this function, the Email and Conferences option in the Configuration setting in the System module must be ticked.
To create a Mail from a Rental Quotation, first open the Rental Quotation in a record window and then select 'Email' from the Create menu (Windows/macOS) or + menu (iOS/Android). The following screen appears, in which you can create a new Mail:
A new record is opened in a window entitled 'Mail: Inspect'. This means that it has already been saved and is being opened for checking. The details in the Mail will be as follows:
- The sender of the Mail will be the current user. If the current user doesn't have a Mailbox, no Mail will be created.
- The Recipient of the Mail will be chosen as follows:
- The Mail will be sent to the Email Address of the Contact Person quoted in the Attn. field in the Quotation.
- If the Contact Person quoted in the Attn. field in the Quotation does not have an Email Address or there is no Contact Person in the Attn. field, the Mail will be sent to the Email Address specified in the Contact record for the Customer.
- If the above points are not satisfied, no Mail will be created.
- The Subject of the Mail will be "Rental Quotation No: " followed by the Quotation Number.
- The Text of the Mail will contain the Quotation totals, the Valid Until date and the Payment Term.
- A PDF version of the Rental Quotation will be attached to the Mail, accessible through the Document Manager. This requires you to have designed a Form Template to be used when printing Rental Quotations, and to have assigned that Form Template to the Rental Quotation Form using the 'Define Form' function. When you design the Form Template, you may need to use Styles that will embed fonts in PDF files (this will depend on the fonts you use). You may also need to choose a code page and page setup, which you can do in the Form Template Properties. Please refer here for details about designing Form Templates and here for a list of the fields you can include in the Form Template used by the Rental Quotation form.
- The Rental Quotation record itself will also be connected to the Mail through its Link Manager, and similarly the Mail will be connected to the Rental Quotation. This allows you to open the Mail quickly and easily when reviewing the Quotation, or to open the Quotation from the Mail.
You can reformat the main body of the Mail to suit your requirements, and change the recipient if necessary, perhaps to the Mailbox of a member of staff. If you are then ready to send the Mail, tick the Sent box. Finally, save the Mail by clicking the [Save] button (Windows/macOS) or tapping √ (iOS/Android). If you are using the
Lock and Send emails Automatically option in the
Mail and Conference Settings setting in the Email and Conferences module and the Mail contains an external email address (i.e. one with the @ sign), it will now be sent automatically. If you are not using this option, select 'Send email' from the Mail's Operations or Tools menu after you have saved the Mail. Finally, close the Mail using the close box (Windows/macOS) or by tapping < (iOS/Android). You will be returned to the Quotation window.
If the function does not create a Mail, the probable causes are:
- The current user does not have a Mailbox.
- No suitable recipient email address was found.
- The Quotation has not been saved.
If you wish to use this function to send Mails to other members of staff, the intended recipient must have a Mailbox. If you need to send Mails to Customers, you must be using the External Gateway module, and you must have configured the Email SMTP Server setting. Please refer
here for full details about the mailing facilities in Standard ERP.
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The Rental Quotation register in Standard ERP:
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