E-Mail Message Defaults and Maintenance

This document explains where to make changes to default email messages and how to override the default email message body on a one time basis.

Software Maintenance Module

• Email maintenance (Task 31) 

1. Edit default email message body
2. Edit default email message trailer
3. Edit E-delivery invoice email message
4. Edit E-delivery statement email message STMBDY
5. Edit night reports email message
6. Edit Email passwords PSWMNT

The default email message will come up on your server in an editor or in word pad, depending on your system configuration. 

• Word pad – when finished making changes, click on the upper right corner x & say Yes to save your changes or No to not save your changes.
• Editor – when finished making changes, press the Escape key.  You should be at an arrow >.  When at the arrow > F to save changes, or Q to quit with out saving changes.
  • Contact us for further instructions on making changes.

1. Edit default email message body – This is the default message on all emails from Profits Plus.  This will be used if you select an email printer, i.e. email PDF, email .csv, email eform invoice, email eform statement, etc…. Most of these printer selections will send the email with an attachment.  This is the default message on the body of the email, not the attachment.  The attachment is your report in PDF format, in .csv format, the invoice, or the statement. 
2. Edit default email message trailer – This is in the bottom of the default message on all emails from Profits Plus.  This will be used if you select an email printer.
3. Edit E-delivery invoice email message – This is the default message when invoices are being automatically emailed to a customer. Not when you are selecting the email eform printer to send an invoice on demand.
4. Edit E-delivery statement email message STMBDY – This can be accessed in the accounts receivable module (2), Prepare monthly statements (Task 12), Edit email message for e-delivery statements STMBDY (Sub-task 4).  This is the default message on the body of the email, when a statement is automatically emailed.  Not when you email a statement on demand & select the email eform statement printer.
5. Edit night reports email message – If you have nightly reports emailed to you as an attachment, this is the message of the email body.  One report which may be emailed to you is the invoiced order holding file edit list.   
6. Edit Email passwords PSWMNT – If your email/system configuration requires a password for the “From” email address, this is the maintenance file for these passwords.    The email password needs to be changed in your email.  The first time you email something from profits plus you need to type in the new password.  The first time you email from profits plus using your new email password it will update this maintenance file. There is not usually a need to go into this maintenance file.

OVERRIDING THE DEFAULT EMAIL BODY MESSAGE ONE TIME BASIS:

When an email printer is selected, you will get the screen:

1. Subject                 :

2. To: Email addr    :

3. From: Email addr:

4. Our Company      :

The next screen will have the default email body message and the default trailer message from #1 & 2 above Edit default email message body, Edit default email message trailer

NEXT SCREEN:

Please see the attached pdf file.

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Do you want to edit the above message? [y/n/q] default=n :

Your cursor will be at this question. Normally you just press the enter key & the email is sent.  You may press the Y to say yes if you want to override the default message.

When you say Y to this question, Do you want to edit the above message, you will be either in an editor or in word pad depending on your system configuration.  You may type in what ever message you wish at this point:

This is a copy of invoice #1234.  Please send payment ASAP.

Sincerely,

Accounting Department

accounting@abccompany.com

·       When finished typing in the override message:

o      If in the editor, press the escape key. You will be at the arrow> press F & enter key to send the message & email; or at the arrow> press the Q & enter key to send the default message & the email.

o      If in word pad, click on the upper right hand x & say Y to save.

o      Say Yes to send the email.