Emails a batch of invoices in one run. You choose which documents to include using the task's selection criteria, compose a single covering message that is sent to every recipient, then send the batch. The screen reports the outcome one row per email, showing the recipient, subject and a status message for each. This task is found under Sales → Email → Email Invoices in the navigation drawer.
The screen has two tabs — Selections and Email. Use the Selections tab to choose which invoices are emailed, use the Email tab to write the covering message, then press Send Emails. The run is processed asynchronously by the server; a progress message is shown while it runs, and you can press Cancel to stop an in-progress run. When the run finishes, the form is replaced by a results view.
The Selections tab presents the criteria that determine which invoices are emailed and who receives them. These criteria are supplied by the underlying report, so the exact fields depend on your system; filter fields appear in a grid at the top and any yes/no options are grouped into an Options block below them. Leave a criterion blank to leave it unrestricted. For details on entering and using selection criteria, see Selection Criteria.
The Email tab carries the message that is sent with every invoice in the batch. When the tab first opens it is pre-filled from the invoice email template held against the ININVOIC document code. If that template cannot be loaded, the composer opens empty with a notice and you can still compose a message — loading the batch is never blocked.
| Subject |
The email subject line. Accepts merge fields (see below) as well as plain text. |
| Message |
The body of the covering email, edited in a rich-text (HTML) editor. Accepts merge fields. This is the message all recipients receive. |
| Email Filename |
The file name used for the invoice document attached to each email. Accepts merge fields, so the name can vary per recipient (for example by document number). |
| Append Signature |
When ticked, your configured email signature is added to the message. Your signature can also be inserted manually at the cursor using the editor's Insert Signature button. |
| Sender & copies |
A collapsible section (collapsed by default) holding the From, Reply To, CC and BCC addresses. Leave these blank to use the company email defaults. |
| Attach Files |
Attach additional files that are sent with every email in the batch, in addition to the invoice document itself. Attached files appear as removable chips beneath the row. There is a per-file size limit and a maximum number of attachments. |
If saved email templates exist for invoices, a Choose Template… button is shown on the Subject row. Selecting a template replaces the subject, message body, filename and Append Signature setting with the template's content. If you have already edited any of those fields, you are asked to confirm before the template overwrites your changes.
The Merge Fields picker (a panel on the right of the Email tab on wide screens, or a dropdown above the editor on narrow screens) lets you insert placeholders that the server resolves per recipient when the batch is sent. The picker is searchable and has three tabs:
| Objects |
Data objects (such as the invoice and customer) and their fields. Picking a field inserts a token of the form |
| Functions |
Functions, grouped by category, that transform values (for example formatting or upper-casing). Picking one inserts its signature; functions can be nested inside a field tag, for example |
| Operators |
Operators (such as join/arithmetic symbols) for combining values inside a tag. |
Merge fields can be inserted into the Subject, the Message body or the Email Filename — the picker inserts into whichever of those was last in focus. The catalogue of available objects, functions and operators is provided by the server.
When the run completes the form is replaced by a results view. It echoes the selection criteria that were used, offers an All / Errors / Success filter over the result rows, and shows a footer with the total Records and Errors counts. There is one result row per email. The default columns are:
| Account |
The account code for the emailed invoice. |
| Email Address |
The address the invoice was sent to. |
| Email Subject |
The resolved subject line of the sent email. |
| Message |
The status message for the row. For a failed email this carries the error, so any send problems are visible without opening the row. |
Additional columns are available via the column chooser, including Name, Email Number, Document No, Doc Date, Gross, Currency, Class and Document ID. Press Back to Selections to return to the form and run again.
IN\Perm\Tasks\Printing permission at Control level. Without it the Email Invoices entry does not appear in the navigation drawer, and the server enforces the same requirement when the batch is run.