Email Invoice Screen

Updated on 03 Feb 2023

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The Email Invoice Screen is displayed whenever you initiate the emailing of invoices allowing you to verify or refine email parameters before sending the emails. The screen name is displayed differently depending on how it was accessed. It can be accessed from the following locations:

Screen	Menu Option	Email Invoice Screen Name
Batch Screen	Complete Batch	Complete Batch
Invoices Search List Screen	Email Invoices	Bulk Email Invoice
Invoice Screen	Email Invoice	Email Invoice

The following image depicts the Email Invoice screen as it appears when you select the Complete Batch option for an invoice batch on which invoices are to be emailed to property contacts:

Each of the screen elements on the Equipment Service Log screen is described in the following table.

Screen Element	Description
To	This field provides a drop-down containing three options: Email Invoice Contact (default) Billing Contact Primary Contact Any combination of these options can be selected. The selection determines who will receive the invoice based on the property contacts associated with the invoice.
CC	Two CC fields are provided. The top CC field provides a drop-down list of contacts allowing you to add multiple contacts to be CC’d with the invoice email message. The bottom field allows you to enter a list of email addresses separated by semicolons. Note that ALL identified invoices will be sent to ALL the contacts identified in the two CC fields.
Subject	Allows you to specify the subject of invoice emails. When the screen initially displays, this field will be pre-populated with the subject specified on the Invoice tab of the Application Configuration screen, the Region screen, or the Branch screen for the branch associated with the invoice(s). When Aspire is selecting the default value, the value on the Branch screen takes precedence over the Invoice Email Subject value specified at the region or system level, and the region takes precedence over the system. Aspire allows you to insert context-sensitive tokens into the subject as described in the section, Inserting Expandable Tokens. Using the Insert Email Token icon. These tokens allow invoice-specific information (i.e. property name, invoice number, opportunity number, etc.) to be inserted into the subject of each email.
Attachments	The attachment drop-down field allows you to select an invoice format to determine the layout of the invoice attachment that is sent. In addition to the invoice, other attachments may be selected to be included in the email using the Add Attachment icon. The hyperlink number next to the icon indicates the number of attachments that have already been added. Note that these attachments will be sent with all selected invoices.
Include Proposal	Only enabled if a single invoice is being emailed. Not available if action is initiated for multiple invoices. A checkbox that determines whether proposals associated with opportunities on the invoice will be included as separate attachments with the invoice when it is sent. If the checkbox is NOT checked, proposals will not be included in the email.
Proposal Layout	Only enabled if a single invoice is being emailed. Not available if action is initiated for multiple invoices. For proposals that were not previously printed or emailed from the Opportunity screen, you can select a proposal layout that will be used to generate the invoice. For proposals that WERE previously printed or emailed from the Opportunity screen, the layout selected in this drop-down is ignored when Aspire formats the proposal, and the original format is used.
Body^a	This RTF field allows you to specify the body of invoice emails. When the screen initially displays, this field will be pre-populated with the body specified on the Invoice tab of the Application Configuration screen, the Region screen, or the Branch screen for the branch associated with the invoice(s). When Aspire is selecting the default value to display, the value on the Branch screen takes precedence over the Invoice Email Subject value specified at the region or system level, and the region takes precedence over the system. Clicking on the field brings up the RTF editor allowing you to edit the value. Using the RTF editor, Aspire allows you to insert context-sensitive tokens into the subject as described in the section, Inserting Expandable Tokens. These tokens allow invoice-specific information (i.e. property name, invoice number, opportunity number, etc.) to be inserted into the body of each email.
Email Invoices List	The list at the bottom shows all invoices for which an email will be sent. If the screen was displayed when completing an invoice batch, the list only includes invoices for properties having invoice email contacts. If the screen was displayed from the Invoices Search List screen, the list contains all selected invoices – even if the property does not have any invoice email contacts.
Email Recipients	The Email Recipients column reflects the specific email addresses for each invoice based on the To and CC field values. As the To and CC values are updated, the values in the Email Recipient column interactively reflect the proper recipients.
Send Icon	Sends the message. If the screen was displayed by initiating invoice batch completion, the PDF for any print invoices will be displayed, and the batch will complete.
Cancel Icon	Returns without sending the message. If the screen was displayed by initiating invoice batch completion, the batch will NOT be completed.

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