Sometimes you may need to request additional information about a received invoice. With the appropriate user permissions, you can easily send an email directly from bookings or from the digital archive in Zenvoices.
Below you can read how to configure this within your environment.
Is everything already set up? Then go to ‘Sending an email – how it works’ to learn how to send an email via Zenvoices.
Settings
Set up your personal email signature via ‘My settings’.
Go to the ‘Email sending’ tab, add your personal signature and click Save. Here you can also indicate whether attachments should be included by default.
When using your own mail server (see below), emails are sent on behalf of the email address registered with your Zenvoices account. If desired, you can specify a different sender address.
This can be useful if you prefer not to send emails from your personal email address, but for example from creditors@. Any replies from the recipient will also be received at this specified email address.
Using your own mail server
For optimal email delivery, we recommend using your own mail server. Occasionally, emails may not reach the recipient. In most cases, this happens because the message is filtered into the recipient’s spam or junk folder.
Go to Management / Environment / Settings to configure your own mail server using the steps below:
Collect the required email server details.
Retrieve these from your mail server settings or request them from your organisation’s system administrator.
You will typically need the SMTP server, port number, username and password. see immage below.Go to the setting ‘External email sending’ under Management / Environment / Settings.
Uncheck the default checkbox.
This activates the form for configuring your own email server.Carefully enter the email server details you obtained.
Save the settings.
Test the email functionality to verify that everything is working correctly.
Assigning permissions
Go to Management / Environment / Users and click on ‘Permissions’.
Enable ‘Send emails’ via the user permission:
Bookings | Send emails.
Sending an email – how it works
The email function is only available within bookings via ‘View details’ (magnifying glass icon).
Click on ‘Send email’.
If an email address is entered in the supplier’s master data, it will automatically populate the ‘Send email’ field. You can also add multiple recipient email addresses.
Complete the subject and email message as desired.
If required, you can attach the invoice by selecting ‘Add invoice as attachment’. Additional attachments can also be added.
Click ‘Send’ to send the email (including any attachments) to the supplier.
Keywords: email signature, invoices, return, send back