Today’s customers are increasingly interested in receiving invoices and other correspondence through email. Paladin supports this trend by including email options for quotes, invoices, purchase orders, statements and more in Paladin Point of Sale.
Note: To email invoices and other information to your customers, the email feature must be set up in Paladin Point of Sale. A Paladin Support representative can do this for you. Just contact us at email@example.com or 1-800-725-2346, option 2.
In Paladin Point of Sale, when you use the email feature to manually email invoices, quotes, purchase orders, sales history, and other information, the Email Manager window will open and offer these options:
- Select an email address from the customer’s email address list in Paladin Point of Sale.
- Email the information to a new email address that you specify.
Tip This new option significantly expands our email feature by letting you email sales receipts when a customer is not selected.
- Send multiple emails before closing the window.
The following pictures show examples of the Email Manager window for the Invoice/Quote and PO modules.
The Email Manager offers a consistent email experience throughout Paladin Point of Sale. To illustrate how it works, we’ll show you the process for emailing invoices and purchase orders. We’ll also show how to use it to manage emails in the Customers module.
Using the Email Manager in the Invoice/Quote module
In the Invoice/Quote module, after a customer payment is processed, in the Transaction Complete window, an Email Receipt option will appear. If the email feature is set up in your store, you can click Email Receipt or press 6 to open the Email Manager.
Note: If the Email Receipt option is not available and appears in light gray, contact Paladin Support to set up the email feature in your store.
If a customer is selected and has an email address list, the list will appear in the Email Manager window. To email the invoice to one of these addresses, select it, and then press Send.
Note: In the Customers module, if the Email invoice copies? option is selected for the customer, the invoice will be automatically sent to the customer’s email address list.
You can also enter a new email address for the selected customer. When you do this, the new address will be automatically saved in the customer’s email address list.
Because our Email Manager lets you enter any email address, the Email Receipt option is also available when a customer is not selected for the invoice. In this scenario, when the Email Manager window appears, enter the email address specified by the customer, and then press Send.
The Email Manager window remains open until you close it, giving you the option to send the invoice to more than one email address. To close the window, click Close or press F12.
The Email Manager also appears when you email quotes and other invoices in the Invoice/Quote module.
Using the Email Manager in the PO module
In the PO module, the Email Manager will appear in these scenarios:
- When you create a purchase order and then click Buy or press F1 on the Confirm PO tab, an Email option appears in the PO Complete window. When you click Email or press 4, the Email Manager window will appear.
- When you recall a PO in the PO Receive mode, click Process or press F8, and then click Reprint PO or press F6, an Email option appears in the Reprint Purchase Order window. If you click Email or press 4, the Email Manager window will appear.
In the PO module, the Email Manager will show 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 Close or press F12.
Note: A supplier can have only one saved email address in Paladin Point of Sale. 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 Point of Sale, follow these steps:
- On the File menu, click Setup.
- Click the Suppliers tab.
- In the Suppliers pane, in the suppliers list, select the supplier.
- In the Email Address box, enter the supplier’s email address.
- Click Save and then click Close.
Managing emails in the Customers module with the Email Manager
In the Customers module, when you select a customer, and then click the Email box, another version of the Email Manager appears. This 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.
If you have questions or suggestions about this information, contact firstname.lastname@example.org.