Inprotech: Emailing One Off Statements (and reports in general)

Ever been in the situation where you are chasing debt and the customer requests a copy of the invoice or statement. Rather than re-print them, scan them or mail them, why not e-mail directly from Inprotech.

With statements this is relatively straight forward. Release 4 includes the ability to create PDF files on the majority of print functions. To e-mail a statement:

1. Run the statement program and select the debtor you need the statement for.
2. Select the Print button and choose the PDF file option and click the Email Report option.
3. If the e-mail address of the person/organisation that you want to send to is recorded in Inprotech complete the name in the Email To field. This will cause the system to extract the e-mail address from Inprotech and use it to the construct the e-mail. If it is not, leave this field blank.
4. Select the Print button and an e-mail with the statement attached is created. If the e-mail address can be found within Inprotech it will be used to create the e-mail otherwise the e-mail address will be left bank. In this instance enter the e-mail address from your contact list or simply type it in.
5. Send the e-mail!!

As a note, this functionality is available on virtually all print dialogs in the system.

Prior to release 4 the only file format that you could send to a customer in any sort of readable manner was RTF and if you follow the above using the Rich Text Format File option then the process is exactly the same.

If you are not comfortable with this approach another way to create a PDF version of the statement and e-mail it is as follows. Unfortunately it is a bit more convoluted (and hence the potential to go wrong is higher) but still better than a manual process.

1. Run the statement program and select the debtor you need the statement for.
2. Select the Print button and choose the Print Set Up button.
3. Select the Inpro Document Converter printer and OK.
4. Select the Print button. The document will be created as a PDF, save the file to your desktop.
5. Double click on this document to open it with Acrobat reader. Selected File and Attach to E-mail from the menu in Acrobat, this will create an e-mail and attach the file to it.
6. Complete the e-mail address and send the e-mail.

Unfortunately invoices are another story so I'll cover that in another article.