Sending Notifications

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1 Sending Notifications Once the settings have been defined and put in place, you are ready to begin sending notifications. Depending on the type of communication, notifications can be sent individually (i.e. directly from the released order), or they can be sent in batches from the Processing menu found in the folder. This chapter will focus on the processes and procedures you will need to follow in order to generate notifications. Creating/Updating the List Customer cards and supporting Ship-To address cards, as well as Vendor cards and supporting Order-From address cards can have lists associated with them. This list is where individual addresses are stored, as well as the types of notifications that are eligible to be sent to the address listed. Individual forms can also have an list associated with them that is specific to the document being reviewed. The steps for adding an address to the list are the same regardless of where they are initiated. Before a user can add, modify, or delete an address they must be associated with an User Rule. Please reference the Formatting an E- Mail document for information on the User Rule setup and application. Updating the Customer/Vendor Card To add addresses to the List from the Customer or Vendor card, follow the steps below: The following steps will be initiated from the Customer Card. However, the same steps would apply for the vendor card by going to Purchases > Order Processing > Vendors. 1. Open the Customer card (Sales & Marketing > Sales > Customers). Select a customer record. 1

2 2. Select List from the Navigate menu. Figure: Customer card > List button 3. The List Entries window displays. In the Name field, type the name of the person who will be receiving the . Figure: List Entries 4. In the field, type the address for the recipient. 5. Place a check in the Use for Ship-to/Order Address field, if the addressee listed on this window is also associated to all Ship-to/Order Addresses associated with this card. For Example: You have a customer with multiple ship-to addresses, and there is one person who needs to be updated each time a shipment goes out. You would enter their address, check the Use for Ship-to/Order Address field, and select them as the To: on the Sales Shipment Scroll to the right and select the documents that this recipient will receive. In the selection box indicate whether this address will appear in the To, CC, or BCC field. 2

3 Leaving a field blank indicates that this recipient will NOT receive that particular format. 7. Continue to select types for this recipient. 8. Continue to add additional addresses if necessary. Updating the Ship-to/Order-From Card lists can be created that are specifically linked to a Customer s Ship-To or Vendor s Order-From addresses. The steps for creating these lists are identical, once the specific card has been accessed. Modifying Ship-to Address Lists 1. Open the Customer card. 2. Select Ship-to Addresses from the Navigate menu. Open the Ship-to Address card you need. 3. Go to the Navigate tab > List button. The list displays. Figure: Ship-To card > List button 4. Enter the desired address(es) for this Ship-to address. Modifying Order-From Lists 1. Open the Vendor card (Purchase > Planning > Vendors > highlight desired Vendor record and click on Edit). 3

4 2. Select Order Addresses from the Navigate menu. Open the Order Address card you need to modify. 3. Go to the Navigate tab > List button. The List displays. 4. Enter the address(es) for this Order Address. Adding an Address to a Particular Form notifications can be sent from various windows. An format and rule must exist for the being sent, and the notification must be marked on the Setup window. s can be generated from the following areas within NAV: This section addresses how to update the list from a processing window. For the purposes of the example below, an list will be updated from the Sales Order window. However, the same steps could be followed for any of the forms identified in the graphic above. Follow the steps below to add an recipient at the time of processing. 1. Open the Sales Order window: Sales & Marketing > Order Processing > Sales Orders. The Sales Order window displays. 2. Select the Sales Order you wish to send. 4

5 Figure: Sales Order window 3. Select List from the Navigate menu. The List Entries window displays. Figure: List Entries window The Entries list that displays does not display any defaults that may have been defined on the customer card or associated Ship-to addresses. If there are any entries associated with the Customer Card, they will display at the time the notification is generated. 4. In the Name field, type the name of the person who will be receiving the In the field, type the address of the recipient. 6. Scroll to the Sales Order Conf. column and select whether this recipient will appear in the To, CC or BCC field. This recipient (in addition to any recipients already in the List for the applicable Customer and/or Ship-to) will receive an confirmation when the Sales Order Confirmation is sent. 5

6 Sending s notifications can be sent from the individual forms within NAV, or they can be sent in batches from the Processing menu. This section will walk you through the process of sending Notifications. Sending an Individual Notification Follow the steps below to send an notification directly from a processing window. For the purposes of the example below, an list will be updated from the Sales Order window. 1. Open the Sales Order window (Sales & Marketing > Order Processing > Sales Orders). 2. Select the Sales Order you wish to send. List Entries must exist for this to be generated. 3. Select the Confirmation button from the Actions menu. An List Entries window displays. If this customer does not have an Rule associated with it, a warning message will display. Figure: Edit List Entries If there are no entries listed in this window, then no entries were made on the Customer card or Ship-to Address card, and no entries were made on the Order. 6

7 If you have the user rights to do so, you may enter an address directly on this form. 4. Click the OK button to send an confirmation to the selected recipient. The confirmation is sent. Review the image below to see the delivery format: Figure: ed Sales Order Confirmation Once an confirmation has been processed, the Confirmation Handled checkbox will be marked on the E-Ship tab of the Sales Order. A check in the Confirmation checkbox indicates that the Confirmation process ran; it DOES NOT guarantee that an was generated. 5. Open the E-Ship fast tab of the Sales Order. 7

8 Figure: Sales Order > E-Ship fast tab Notice in the image above that the Confirmation field has a checkmark displayed. If you attempt to this confirmation again, you will receive the following message: Figure: Confirmation Warning Message The same steps listed above can be executed from any form within the system, for which is an available option. ing Batches Rather than opening individual forms and selecting them for , s can be sent in batches based on the document you wish to send. This function is launched from Shipping & Receiving > . 8

9 The same rules will still apply when processing s in batches: 1) a rule must be established, and 2) an address for the specified document must exist on the supporting card. Sending Sales/Purchase Confirmations Based on the image above, you can see that when sending Sales or Purchase confirmations, you must select the type of document you wish to send. Follow the steps below to execute a batch of Sales Order Confirmation s. In the example below the Sales Confirmation form will be used. However, the steps are the same when processing a Purchase Confirmation. 1. Go to Shipping & Receiving > Select Send Sales Order Confirmations. A filter selection window displays. 9

10 Figure: Send Sales Order Confirmations window 3. In the Document Type field, select the type of confirmation you wish to send from the Drop-down filter. Example: Order 4. In the No. field, type a specific number or a range of order numbers. Leaving this field blank will generate an notification for any order that: - Has an Rule set for Sales Order Confirmations - Has an addressee set to receive Sales Order Confirmations - Does not have a check in the Confirmation Handled checkbox 5. In the Sell-to Customer No. field, type a specific customer ID or enter a range of customers. Leaving this field blank will generate an for any customer that meets the criteria listed above. 6. Click the Print button. The confirmations are sent. The Confirmation Handled checkbox on the individual document will be selected for any order for which a confirmation was generated. 10

11 Generating Other s The steps for generating any of the other types of s are similar to the steps listed above. The only difference is that there is no selection for a type. The document named from the menu is the document you will be generating. For Example: To generate a Bill of Lading Notice, follow the steps below. 1. Go to Shipping & Receiving > Select Send Bill of Lading Notice. A filter selection window displays. Figure: Send Bill of Lading Notice window 3. In the No. field, type or select an individual BOL number or a range. 4. In the Ship-to No. field, type or select an individual Ship-to No. or a range. 5. Click the Print button to generate the s. 11

12 Leaving a field blank will generate an notification for any order that: - Has an Rule set for Bill of Lading - Has an addressee set to receive Bills of Lading - Does not have a check in the Confirmation Handled checkbox Batch s can be generated as part of periodic activities or after-hour processing. Viewing the Outbox of the client on the machine where the s were generated will show the notifications that were generated. 12

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