Emailing Reports, Purchase Orders and Remittances

In Arbor Finance it is possible to email reports, purchase orders and remittances direct to your suppliers or contacts.

When you create a report, purchase order or remittance on the screen, where you can choose to print or save it you will see the email icon. By clicking this button you can send an email from Arbor Finance with the document attached.

When you send an email it will be sent from our mail server. This may mean that it goes into the Junk folder or is filtered. Please ensure that the following email is set to the safe senders list for yourself and the supplier. [e-mail] 

Setting up

Before you use the email function there are a few set-up items that you will need to do.

• Adding a school email address
• Adding supplier email addresses
• Adding a standard email template for reports, purchase orders and remittances
• For BACs ensure that the remittance method is set as Email

Adding a school email address

1. Go to the System menu and choose System Setup
2. You will see the school details on the Organisational details tab
   
   
   
   
3. Check if a school email address exists, this will be cc'd in on any emails sent. If not click Edit on the right-hand side and add the email address.
4. Change the Remittance method to Email for BACs remittance emails to be sent.
5. Click Save to complete the action.
   
   
   

Setting up the email templates

1. From the System menu choose the Email Templates tab
   
   
2. On this tab you will see the default template where you can add your text, signature etc. for every report you send out.
   
   
   
3. Fill in the details in the left-hand pane and click save to complete the actions.
4. Repeat for each of the three template types.
   
   
   
   
5. Arbor Finance will add a disclaimer to the email when it is sent.

Adding supplier email

1. To populate the Sent to: field for remittances and purchase orders each supplier will need an email address in their details.
2. Click on the Records menu and choose Income Source/Suppliers.
3. Search for the supplier you want to check or amend.
4. If the Email field is not present then click Edit and add the email address. 
   
   
   
   
5. Click Save to complete the action.
6. Change the Remittance method to Email to send remittances via email to the supplier.
7. Whenever you send a purchase order or remittance to this supplier the email address entered will be copied into the Send To field of the email.

Sending emails

1. To send an email from a report, purchase order or remittance click the email icon on the top menu whilst viewing the document. 
2. This will then open the email with the template text.
   
   
   
   
3. The email can be edited before sending including the To, CC, Subject and Message details.
4. When you are happy with the email click Send Email to complete the action.
5. A copy of the email will be sent to the school (assuming you have not changed the Cc email address) and the Audit log will show that the email has been sent.

Sending emails from BACs

As part of the BACs process, you can send a remittance advice email to multiple suppliers in one go. This is now part of the process of BACs.

Before you start BACS make sure that your suppliers have their Remittance Method set to Email otherwise they will not appear in the email list.

1. Start the BACs process as normal from the Transactions menu
2. Choose the Create BACs export file tab
3. Select your transactions to pay
   
   
   
   
4. Click Create export
5. Save the .zip file with the remittances in for the emails and click Next.
   
   
   
   
6. Save the BACS.txt text file then click Complete export.
   
   
   
   
7. You will now be presented with the email screen.
8. You can adjust the following on the screen
   • Email address
   • Text in the body of the email
   • Remove any suppliers from the email by toggling the Yes to No in the selected column.

As the emails come from a generic Arbor Finance non-reply email address we recommend you include your own email address in the body of the text in case the supplier has any queries.

If you remove a supplier from the email list above then you can only send the remittances individually and not as a group.

       9. To complete the process click Send email and the emails will be sent.