Creditor Batch Email

Send an email to a hand-picked list of creditors in one run. You build an explicit list of recipients (one creditor per email, each addressed to a chosen contact), compose a single covering message, and send. This task appears under Accounts Payable > Email > Creditor Batch Email.

Note: The whole Email folder is only shown if you have the AP Batch Email permission. If you do not have it, the folder and this task do not appear in the navigation drawer.

How It Works

The screen has two tabs:

Recipients An editable grid where you build the list of creditors to email — one row per outbound email. Unlike Email Statements, this task does not use a from/to range; you choose each recipient explicitly.
Email The covering message that is sent to every recipient: subject, message body, sender and copy addresses, and the merge fields available for personalising each email.

Both tabs stay loaded as you switch between them, so your recipient list and your message are preserved. When you are ready, use Send Emails to run the task. After it completes, the form is replaced by a results view.

Recipients Tab

Each row is one email. Enter a creditor code and the row auto-fills the creditor's name, email address and primary contact. The grid supports single-click editing, Tab navigation, F2, and in-cell code lookups.

Creditor Code	The creditor to email. Use the in-cell lookup to find a creditor. When a valid code is entered, the row is enriched from the creditor record.
Name	Read-only. The creditor's name. Auto-filled when the code is entered. Shows Loading… while the record is fetched and Not found if the code does not match a creditor.
Email Address	Read-only. The creditor account's email address. Auto-filled from the creditor record.
Contact	The contact this email is addressed to. Defaults to the creditor's primary contact and can be changed to any contact on that creditor. The full contact list for the creditor is loaded when you open the dropdown.
Contact Email	Read-only. The chosen contact's email address. Follows the contact selection.
Merge 1, 2, 3, 4	Four free-text values you can type per row. These are available to the covering message as the merge fields `«Custom.Merge1»` through `«Custom.Merge4»`, so you can personalise each email with per-recipient text.

Note: The Creditor Batch Email recipient grid has no delivery-address column. (The customer version of this task adds a Delivery Code column; the AP creditor form does not.)

Building the Recipient List

You can type creditor codes directly into the grid, or use the toolbar buttons to add many at once:

Add from List Append the creditors from a saved named list. Duplicates already in the grid are skipped.
Add from Selection Open the Select Recipients dialog and choose creditors using the same selection criteria the Creditor List uses, then add all matching creditors. Blank criteria match all (active) creditors; if a selection matches a large number of accounts you are asked to confirm before they are added.
Import Load recipients from a CSV or TSV file. The column order is Code, ContactID, Name, Contact Name, Merge 1-4 (no header row), matching the desktop file format. Name and Contact Name columns are ignored on import (they are resolved from the creditor record); duplicate or code-less rows are skipped and reported.
Export Download the current recipient list as a CSV file (in the same column order used for Import), so it can be saved and re-imported later.

Tip: You can also start a Creditor Batch Email from the Creditor List: select rows there and use the Email action. The selected creditors are carried into this screen and seeded into the recipient grid automatically.

Email Tab

Compose the single covering message that is sent to every recipient. On a wide screen the merge-field picker is shown as a right-hand rail; on a narrow screen it collapses into a Merge Fields dropdown above the message editor.

Subject	The email subject line. Merge fields can be inserted here.
Choose Template…	Pick from the email templates available for this task to pre-fill the subject, message body and append-signature setting. This button only appears when templates are available. The recipient-grid tasks open with a blank message; content loads once you choose a template. If you have already edited the message, choosing a template asks you to confirm before it replaces your subject and body.
Attach Files…	Attach one or more files to every email. There is a per-file size limit and a maximum number of attachments; attachments apply to all recipients in the run.
Append Signature	When ticked, your configured email signature is appended to the message.
Sender & copies	A collapsible section (collapsed by default) holding the From, Reply To, CC and BCC addresses. Leave these blank to use the company defaults.
Message	The HTML message body. Merge fields can be inserted at the cursor.

Note: Creditor Batch Email sends a covering message only, so there is no Email Filename field (that field is used by tasks that attach a generated document, such as an invoice or statement).

Merge Fields

The merge-field picker lets you insert personalising tags into the subject and message. Picking a field wraps it in «…» as needed. The picker has three tabs:

Objects	Data fields grouped by object, inserted as `Object.Field`. This includes a Custom object exposing the per-row grid values: `«Custom.Merge1»` through `«Custom.Merge4»` and `«Custom.Subject»`.
Functions	Built-in functions (grouped, with their signatures) for formatting and calculations in the merged content.
Operators	Comparison and logical operators for use within merge expressions.

A search box filters the picker across all groups. If the merge-tag catalogue cannot be loaded, the picker shows an inline notice but you can still compose and send the message.

Preview and Send

Preview Open a read-only preview of the merged email for one recipient, with Previous / Next to step through the list. It shows the resolved To / From / CC / BCC / Reply-To, the merged subject, and the rendered HTML body. The preview opens on the recipient row you are currently on. It sends nothing.
Send Emails Run the task, sending one email per recipient. While running, the button becomes Cancel; you can abort an in-flight run.

Note: Send Emails is disabled until the recipient list contains at least one row with a creditor code. Blank rows (no code) are dropped before sending.

Results

When the run completes, the form is replaced by a results view with one row per email. Use Back to Selections to return to the form. An All / Errors / Success filter and a Records / Errors totals footer help you confirm what was sent.

Account	The creditor code for this email.
Name	The creditor's name.
Email Address	The address the email was sent to.
Email Subject	The merged subject line of the email.
Message	The per-row status or error message. Rows that failed are emphasised so send errors can be seen.
Email Number	The sequence number of the email in the run. Available via the column chooser.

Permission

Running Creditor Batch Email requires the AP Batch Email permission at the Allow level. The Email folder that holds this task is hidden entirely if you do not have this permission.

Creditor Batch Email

How It Works

Recipients Tab

Building the Recipient List

Email Tab

Merge Fields

Preview and Send

Results

Permission

In This Section

See Also