Today’s customers are increasingly interested in receiving invoices and other correspondence through email. Paladin supports this by including email options for quotes, invoices, purchase orders, statements, and more. Email Manager offers a consistent email experience throughout Paladin. When you use the email feature to manually email invoices, quotes, purchase orders, sales history, and other information, the Email Manager window opens and offer these options:

  • Select an email address from the customer’s or supplier email address list in Paladin.
  • Enter a new email address and send a receipt to that customer.
  • Send multiple emails before closing the window.

Note: To email invoices and other information to your customers, the email feature must be set up in Paladin. A Paladin Support representative can do this for you. Just contact us at support@paladinpos.com or 1-800-725-2346, option 2. 

This article provides instruction and information on the following:

How to use Email Manager to manage emails in the Customers module

When you select a customer, and then click the Email box, Email Manager lets you add, edit, or remove email addresses for the customer. You can also click View in Excel to view the customer’s email address list in an Excel spreadsheet. 

Note: If a customer has more than one email address associated with an account, three dots (ellipses) will appear in the Email box next to the first email address.

Adding an email address

  1. In Paladin, on the top ribbon, select the Customers module.
  2. In the Contact Information pane, place your cursor in the E-mail box.
  3. The Email Manager window opens.
  4. Enter an email address in the Enter Email box.
  5. Click Add.
  6. If the customer has more than one email address, perform steps 2 – 5.
  7. When complete, click F12 Finish.

Removing an email address

  1. In Paladin, on the top ribbon, select the Customers module.
  2. In the Contact Information pane, place your cursor in the E-mail box.
  3. The Email Manager window opens.
  4. Highlight the email address to remove.
  5. Click Remove.
  6. If the customer has more than one email address to remove, perform steps 2 – 5.
  7. When complete, click F12 Finish.

Editing an email address

  1. In Paladin, on the top ribbon, select the Customers module.
  2. In the Contact Information pane, place your cursor in the E-mail box.
  3. The Email Manager window opens.
  4. Highlight the email address to edit.
  5. Click Edit.
  6. Make the updates and click Finish.
  7. To edit more email addresses, perform steps 1- 6.

View email for customers in Excel

There may be a need to have a list of a customer’s email addresses. To create a list:

  1. In Paladin, on the top ribbon, select the Customers module.
  2. In the Contact Information pane, place your cursor in the E-mail box.
  3. The Email Manager window opens.
  4. Click View in Excel.
  5. An Excel icon appears on the bottom taskbar of your computer. Click the Excel icon to open the list which can be saved and/or printed.

Set automatic email of invoices and statements

You can choose to always send invoice copies and statement copies to a customer’s email account(s).

  1. In Paladin, on the top ribbon, select the Customers module.
  2. In the Form Control pane, select one or both of the following checkboxes:
    • E-mail invoice copies?
    • E-mail statement copies?
  3. Click F12 Save.

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How to use Email Manager to email invoices in the Invoice/Quote module

After a customer payment is processed, in the Transaction Complete window, an Email Receipt option appears.   
Note: If the Email Receipt option appears in light gray, contact Paladin Support to set up the email feature in your store.

To open the Email Manager, click 6 Email Receipt.  If a selected customer has an email address list, it will appear.

  • To email the invoice to one of these addresses, select it, and then press Send.
  • To add a new email address for the customer, enter it in the Enter Email box. The new address will be automatically saved in the customer’s email address list. Select it and then press Send.
  • To email a receipt to a customer that is not selected, enter the email address in the Enter Email box, and then press Send.  A message will appear to confirm that the invoice was attached.
  • To send the invoice to more than one email address, enter or select another email address.
  • To close the window, click F12 Close.

The Email Manager also appears when you email quotes and other invoices in the Invoice/Quote module.

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How to use Email Manager to email purchase orders in the PO module

In the PO module, the Email Manager will appear in these two scenarios:

  • In the Confirm PO tab, when you create a purchase order, and then click F1 Buy, an Email option will appear in the PO Complete window.
  • In the PO Receive mode, when you recall a PO, and click F8 Process , and then click F6 Reprint PO, an Email option appears in the Reprint Purchase Order window.

If you click Email, the Email Manager window appears and shows the supplier’s email address, if it’s available.

  • To email the purchase order, select the supplier’s email address or enter a different address, and then press Send. The Email Manager window will stay open to allow you to send multiple emails.
  • To close the window, click F12 Close.

Additional setup notes:

  • You can specify an specific return (from) email address to use for emailed POs only. Otherwise, the return email will default to the return address used for emailed receipts and statements. To specify a return email for POs only:
    1. In Paladin, from the main menu, select File > Setup.
    2. Select the Forms tab.
    3. In the Email Options pane, in the From Email Address (Purchase Orders) box, enter the return email address for emailed purchase orders.
    4. Click Save, and then click Close
  • A supplier can have only one saved email address in Paladin. If you enter a different email address in the Email Manager, the new address will not be saved, and it will not overwrite the current supplier’s email address.  To change the supplier’s email address in Paladin:
    1. In Paladin, from the main menu, select File > Setup.
    2. Select the Supplier tab.
    3. In the Suppliers pane, in the suppliers list, select the supplier.
    4. In the Email Address box, enter the supplier’s email address.
    5. Click Save, and then click Close.

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If you have questions or suggestions about this information, contact support@paladinpos.com.

*Content is subject to change. For the most recent version, visit the Help Portal.
Printed on: 10/05/22