What's new?
New capability has been introduced to allow bulk sending of invoices via email, the ability to send documents that are attached to timesheets and to control the naming of files for PDF downloads.
How do I start using it?
Single and Bulk Sending of Invoices
A new restriction of Email Invoice has been introduced and can be added to roles to control access to emailing capability.
A new template Bulk Invoice Email has also been created to aid the creation of email formats. Users with access to Options ; Manger ; Documents ; HTML Templates can maintain this template.
The Email Invoice option has been consolidated and it now reacts based on a single invoice or multiple invoices having been selected for emailing.
On selection or focus of a single invoice, and clicking the Email Invoice option, the current Send Email screen will be displayed.
On selection of multiple invoices, and clicking the Email Invoice option, a new Email Invoices wizard will be displayed.
Step 1: Review Invoices
The selected invoices are listed with details to ensure the correct emails have been selected.
The Status column will show a green tick if the corresponding invoice has a contact, with a primary email address.
The Status column will show a red cross if the corresponding invoice does not have a contact or does not have a primary email address.
The Next button is only enabled if there is at least one invoice with a green tick.
Step 2: Set Status
This step will summarise the invoices that can be emailed, and the number of invoices that have not been set as 3-Issued.
An optional checkbox can be ticked to automatically mark those invoices not at 3-Issued to this status.
Step 3: Send Emails
If there are more than 1 Invoices that belong to the same client's contact then the invoices for that contact are consolidated into a single email with multiple attachments, otherwise separate invoices are generated.
The email contents of each invoice listed on the left can be can be edited as needed. Clicking the Send button will email the invoices to the correct email addresses.
Attach Timesheet Documents when Emailing Invoices
When emailing invoices with timesheet information, documents that are attached to the timesheets can now be sent as attachments.
An administration user with access to Options ; System Settings ; System Owner ; Invoices tab can configure setting Include Timesheet Documents when Emailing Invoices to activate this functionality.
When this feature is disabled, sending a single or multiple invoices, documents attached to timesheets will not be shown or included in the Documents Attachments section of the email sender screens.
When this feature is enabled, when sending a single invoice, documents attached to timesheets will be shown in the Documents Attachments section of the email sender screen.
When this feature is enabled, when sending multiple invoices, documents attached to timesheets will be shown in the Documents Attachments section of the Email Invoices wizard for each invoice.
File Name Setting for Invoice Download
For users downloading invoice PDF files, a global file naming convention can be set, which can include the invoice Id and invoice number to easily identify the files when stored on the hard drive.
Users with access to Options ; System Settings ; System Owner ; Invoices can set the agreed naming convention via the Download Format field.
On clicking into the new field, the below options are listed, one of which can be selected:
Invoice Id
Invoice Ref No
Invoice Id and Invoice Ref No
Once set, users with access to Finance & Payroll ; Invoices ; View ; Invoice Preview ; Download Pdf can download the required invoice, each of which will inherit the set naming convention.
