Customer Batch Email

Emails a covering message to a hand-picked list of customers in a single batch. Each customer is one outbound email, addressed to a chosen contact, and all recipients share the one message you compose. The task is reached from the Email folder in the Accounts Receivable navigator, or from the Email action on the Customer List.

Note: This task requires the AR Batch Email permission at the Allow level. The Email folder is hidden from users who do not have it.

How It Works

The screen has two tabs:

Recipients A grid where you build the list of customers to email. One row per email.
Email The covering message that is sent to every recipient: subject, message body, sender and copy addresses, attachments, and a merge-field picker.

Compose your message, then — once at least one recipient with a customer code is entered — choose Send Emails. The selections form is then replaced by a results view that reports the outcome for each email.

Recipients Grid

Each row is one outbound email. Enter a customer code (or add codes in bulk using the toolbar buttons below); the remaining details are filled in automatically from the customer record and can then be adjusted per row.

Customer Code	The customer account to email. Entering a code auto-fills the Name, Email Address, the customer's primary contact, and the customer's default delivery address for that row. If the code is not a valid customer, the row shows Not found. It is still submitted, and the send reports it as an error in the Results view.
Name	Read-only. The customer's name, filled automatically from the customer record.
Email Address	Read-only. The customer account's email address, filled automatically from the customer record.
Contact	The contact this email is addressed to. Defaults to the customer's primary contact and can be changed to any contact on that customer. Choosing a contact updates the Contact Email for the row.
Contact Email	Read-only. The chosen contact's email address. Follows the Contact selection.
Delivery Code	The delivery address for the row. Defaults to the customer's default delivery code and can be changed to any delivery address held on that customer.
Merge 1 – Merge 4	Four free-text values you can type per row. These feed the `Custom.Merge1` … `Custom.Merge4` merge fields, so a single covering message can include text that differs for each recipient.

Building the Recipient List

As well as typing customer codes directly into the grid, the Recipients toolbar offers four ways to add rows:

Add from List Append recipients from a saved named list of customers.
Add from Selection Choose customers by selection criteria (the same criteria the Customer List uses). The matching customers are resolved to recipient rows. If the criteria match more than a set number of accounts, you are asked to confirm before they are all added. See Selection Criteria.
Import Load recipients from a CSV, TSV, or text file. Each row supplies a code and optionally a contact, delivery code, and the four merge values; values that are not valid for the customer fall back to the account defaults.
Export Save the current grid to a CSV file (for re-importing later or editing externally).

Note: Duplicate and blank codes are skipped when adding in bulk. When you arrive from the Email action on the Customer List, the customers you selected there are seeded into the grid automatically.

Email Tab (Covering Message)

The Email tab holds the one message sent to every recipient. The message can use merge fields so that, when each email is generated, the customer's and contact's details (and your per-row Merge values) are substituted in.

Subject	The email subject line. Accepts merge fields.
Message	The HTML body of the email, edited in a rich-text editor. Accepts merge fields and an inserted signature.
Choose Template…	Loads the subject, body, and signature setting from a stored email template. The screen opens blank; pick a template here to pre-fill the message. If you have already edited the message, you are asked to confirm before the template replaces it.
Attach Files…	Attach one or more files to every email in the run.
Append Signature	When ticked, your configured email signature is appended to each message.
Sender & copies	An expandable section holding the From, Reply To, CC, and BCC addresses. These are optional — left blank, the company defaults apply.

Merge Fields

The merge-field picker beside the message lists the available fields in three tabs — Objects (data fields grouped by object), Functions, and Operators. Selecting an item inserts it at the cursor in the Subject, Message, or whichever field last had focus.

Tip: A Custom object is offered with the fields Merge1 … Merge4 and Subject. Insert Custom.Merge1 (and so on) into the message to pull in the per-row Merge values you typed in the Recipients grid, so one message can vary per customer.

Preview and Send

Preview Opens 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, subject, and rendered body for that customer. Preview sends nothing.
Send Emails Runs the batch. Disabled until at least one recipient with a customer code is entered. While running, the button shows progress and can be cancelled.

Results

After sending, the form is replaced by a results view with one row per email. You can filter the grid by All, Errors, or Success, and Back to Selections returns to the form.

Account	The customer code for the email.
Name	The customer's name.
Email Address	The address the email was sent to.
Email Subject	The resolved subject line for that email.
Message	The outcome for the email — success or the error encountered. Shown by default so send errors are visible.
Email Number	The email's number. Available via the column chooser.

A footer below the grid shows the Records and Errors counts for the run.

Customer Batch Email

How It Works

Recipients Grid

Building the Recipient List

Email Tab (Covering Message)

Merge Fields

Preview and Send

Results

In This Section

See Also