Email invoices

This article provides instruction and information on the following:

• How to set up Paladin to send email invoices
• How to email an invoice
• How to email an invoice at checkout
• Emailed invoices show the invoice number in the subject line
• How to customize a message on emailed invoices

How to set up Paladin to send email invoices

1. In Paladin, from the main menu, select File > Setup.
2. Select the Forms tab.
3. In the Email Options pane, and then enter information in the following boxes:

Name	Information
Enable SMTP Server	Check this box if using SMTP (see SMTP values below).
From Email Address	Emails will be sent from this email address, and replies will be sent to it. This includes statements and purchase receipts.
From Email Address (Purchase Orders)	Emailed POs will be sent from this email address, and replies will be sent to it.
BCC Email Address	This email address will be copied. The recipient will not see this email address.
SMTP Server Address	The Internet Service Provider can provide this information.
SMTP Server Port	The Internet Service Provider can provide this information.
SMTP Server User Name	Typically this is the username used to sign in to their email account. Contact the Internet Service Provider if needed.
SMTP Server Password	Typically this is the password used to sign in to their email account. Contact the Internet Service Provider if needed. Gmail users: If the client is using Gmail, they must generate an App password to be used. Learn more. Note: 2-step verification should NOT be turned on when setting up an App password for Yahoo and AT&T email. Yahoo email users: If the client is using Yahoo email, they must generate an App password to be used. Learn more. AT&T email users: If the client is using AT&T email, they must generate an App password to be used. Learn more.
Enable SSL	Secure Sockets Layer (SSL) is a type of security for web browsers, web sites, and email accounts.
Compress (Zip) Email Attachments	The statement, transaction report, and invoices can be compressed (to decrease file transfer time on the email server) and zipped into a folder to be sent as an email attachment. To see the files, open the zip folder.
Enable Advanced Email Logging
Use Company Name in Emailed Statements	To personalize your email, select this option.

4. In the Send Test Email To box, click Send Test Email To. If your settings are correct, you will receive an email message from Paladin.
5. Click Save, and then click Close.
6. Update the CRM account with this note:  Email statements and invoices:  Yes

Note: Email messages can be sent through a Simple Mail Transfer Protocol (SMTP) server via two types of SSL—explicit or implicit.

• • Explicit SSL: Paladin only supports sending email messages via explicit SSL. This means that an unencrypted connection to the SMTP server issues a command to start using encryption before it authenticates the server and sends the email. Port 587 is usually the default port. However, your internet service provider (ISP) may provide other ports.
  • Implicit SSL: Paladin does not support sending email messages via implicit SSL. If you are trying to send email messages via port 465, it indicates that your ISP is probably set up to communicate implicit SSL to the SMTP server. This process is similar to HTTPS (a web browser) encrypting communication before it is transmitted via the email client and the server.

If you receive an email message stating that you use an SMTP server with SSL on port 465, try to use port 587 instead. If using port 587 does not work, contact your email provider to see if it has an alternative SMTP port with SSL enabled.

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How to email an invoice

1. In Paladin, on the top ribbon, select the Customers module.
2. Enter or select a customer in the Customer list.
3. In the Contact Information pane, in the Email box, enter an email address.
4. In the Form Control pane, check Email Invoice Copies?
5. Open the Credit tab.
6. In the Sales History section, click the Customer Friendly magnifying glass.
7. Click an invoice, and then click Email to send the invoice to the customer.

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How to email an invoice at checkout

1. After the sale has been made and payment type is select, press Enter. The Transaction Complete window opens.
2. Select 6 Email Receipt.

Figure 1: Transaction Complete window/6 Email Receipt

3. The Email Invoice window opens. There are three buttons: Send Once, Add, and Send Selected.

Figure 2: Email Invoice window

4. Pressing Send Once will only send the email in the Enter Email box; it will not save it to the customer’s profile or add it to the data grid view below.

Figure 3: Email Invoice window/Send Once option

5. Pressing Add will add the email in the Enter Email box to the data grid view and save it to the customer’s profile, it will not send an email.

Figure 4: Email Invoice window/Email added 

6. Pressing Send Selected allows the user to send an invoice email to one or more selected email addresses in the data grid view.
7. The email addresses can be multi-selected by holding the Shift key when selecting emails.

Figure 5: Email Invoice window/Send Selected email chosen using the Shift key to select email addresses

8. The email addresses can be multi-selected as a group by holding the Ctrl key when selecting emails.

Figure 6: Email Invoice window/Send Selected email chosen using the Ctrl key to select email addresses

After Send Selected is pressed, at the bottom of the Email Invoice window is a message stating how many emails were sent. 

Figure 7: Email Invoice window/Emails sent

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Emailed invoices show the invoice number in the subject line

When a customer receives an emailed invoice, the subject line will contain the invoice number.

Figure 8: Invoice number in email subject line

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How to customize a message on emailed invoices

You can customize the email message that your customers receive when they opt for an email receipt.

Your custom message will replace the default text:

Your invoice from <your store> is attached.
Thank you for your business

Figure 9: Custom email message for emailed receipt

To set up a custom email message:

1. In Paladin, from the main menu, select File > Setup.
2. Select the Forms tab.
3. In the Invoice Email Message box, enter your custom text.
4. Click Save, and then click Close.

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