Email Documents

This help topic is applicable to the following TireMaster applications:

TireMaster Point of Sale

TireMaster Plus

TireMaster Corporate

Various documents can be emailed to customers or vendors as soon as they’re created, or you can retrieve duplicates to send. The ability to email a group of historical sale invoices is also available. Work orders, invoices, quotes/estimates, ROAs, purchase orders, receiving documents, and vendor invoice documents can be distributed by email. Documents that are emailed to customers are converted into the portable document format (PDF).

Note: When you prepare customer account statements, you have the option to deliver them by email. For more information, see Statements.

A variety of documents can be sent to customers or vendors by email when you complete the related transactions.

To email documents when transactions are completed

1. Begin to print the document as usual. This process varies, depending on the document. The report screen opens.
Note: For work orders, invoices, deposits, and ROAs make sure the entry in the # Copies field (upper-right corner) is set to 0.
2. Click E-mail. Depending on the document, the button is either along the top or the bottom of the screen. The Select Email screen opens.
Note: The E-Mail button is active only when an email address has been set up for the customer or vendor to whom you want to send the document.
3. At the top of the screen, select the email address that the document will be sent from.
Note: If an email address is associated with the user who is logged into TireMaster, that email address will be selected by default. This functionality is available in TireMaster 9.4.0.
4. Select one or more email addresses to send the document to. For multiple addresses, press Ctrl while making your selections.
5. If you need to send the document to additional email addresses, type them at the bottom of the screen, separating them with commas.
6. For documents that include the option to edit subject and body text, make changes as needed.
Note: Subject and body text editing is available for work orders, invoices, deposits, and ROAs.
7. Click OK, and wait until the system busy indicator disappears.
8. Print a hard copy of the document, if needed.
9. Close the report screen.

When a customer needs copies of previously completed sale invoices, you can retrieve and send a group of these documents from the customer’s subledger. Documents that can be emailed as a group from a customer’s subledger include normal sale invoices (document type code is blank), national-account invoices (document type code NA), and government-support invoices (document type code GS).

Note: If a vendor record includes sale invoices, those documents can be emailed as a group as well. In this scenario, you need to access the vendor’s AR subledger to retrieve and email the documents.

To email multiple historical documents

1. Look up the customer. For more information, see Customer Searches.
2. On the Customer Maintenance screen, click the Ledger/History tab.
3. Select History (lower left of screen). TireMaster lists the customer or vendor’s historical documents.
4. Click E-Mails. Various buttons on the screen become inactive.
5. Press the Ctrl key and select each invoice you want to include in the email.
6. Click E-Mails again. The Select E-Mail screen appears.
7. At the top of the screen, select the email address that the documents will be sent from.
Note: If an email address is associated with the user who is logged into TireMaster, that email address will be selected by default. This functionality is available in TireMaster 9.4.0.
8. Select one or more email addresses to send the documents to. For multiple addresses, press Ctrl while making your selections.
9. If you need to send the documents to additional email addresses, type them at the bottom of the screen, separating them with commas.
10. Update the subject and body text as needed.
11. Click OK, and wait until the system busy indicator disappears.
12. Close the open screens.

The sent box for your email account doesn’t include entries for invoices emailed from TireMaster. Therefore, you need to generate a report to verify which customers and vendors received emailed documents. For more information, see Sent Email/Text List.