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xTuple ERP Reference Guide |
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xTuple ERP Reference Guide |
To send a copy of a Customer Invoice electronically, select the "Send Electronic Invoice" option. The following screen will appear:
E-mail Invoice Form
Type the Invoice Number in the "Invoice" field. You may also select one from a list by clicking on the "..." button, typing Ctrl-L (Command-L on Mac), or typing Ctrl-S (Command-S on Mac). You will only be shown Invoices for Customers who are set up to receive Invoices by EDI.
Customers are set up to receive electronic deliveries of information using the "Transmission" tab on the Customer master.
You may be presented with one of two screens, depending on whether the document will be sent by email or by FTP. If you do not see either screen, the EDI Profile has been set to disable review before sending and will automatically be sent to the xTuple Connect Batch Manager.
If the document will be sent by email, you will see the following screen:
Review EDI Before Sending a document by email
The fields at the top of the window show basic information about the EDI that will be sent:
This shows the document number of the document you want to schedule for delivery. Which label appears depends on the document being sent. The "Customer #" is shown when sending A/R Statements.
This shows whether the EDI will be sent by email or FTP.
The information in the following fields will be populated from the EDI Profile. If you have the "EditEDIBeforeSending" privilege, you will be allowed to edit the contents of these fields. You are presented with the following email-specific options:
This is the email address of the person sending the email. It can be set to the address of the user running the application or a generic address (e.g. "sales@xtuple.com"). If it is left blank on this screen, the xTuple Connect Batch Manager will fill in the email address of the user running the application at the time the EDI was prepared.
This is the reply-to address that will be set on the outgoing email message. This controls the email address used when someone replies to the email sent by xTuple ERP.
This is the email address of the primary intended recipient of the email.
This is the carbon copy (i.e., Cc:) email address—a copy of the email will be sent to this address.
This is the blind carbon copy (i.e., Bcc:) email address—a copy of the email will be sent to this address but none of the recipients will see this address.
This is the subject line that will be used for this email.
This is the body of the email message that will be sent. This is a scrolling text field with word-wrapping.
Select if you want the body of the Email to be sent as HTML. If not selected, the Email will be sent as plain text.
Use the Attachment Options to control the contents and format of the file attached to this email. The following options are available, depending on the settings in the EDI Profile:
No file will be attached to the email.
The named report will be run by the Batch Manager and attached to the email as a .PDF file.
If the document is a Sales Order or an Invoice, the Customer Form Assignment will be used. That report will be run by the Batch Manager and attached to the email as a .PDF file.
The Query Set defined in the EDI Forms for the EDI Profile will be run. The results will be used to build a file with the fields delimited by the character selected in the drop-down list that appears when "Delimited Text" is selected.
Pre-defined characters include the comma (",") and tab. If you need to change the delimiter, select "[ not delimited ]" from the drop-down menu, then replace that text with your own single character. Normally, however, this should be left to the value specified in the EDI Profile.
The Query Set defined in the EDI Forms for the EDI Profile will be run. The results will be used to build an HTML file. Each query will start a new HTML table.
The Query Set defined in the EDI Forms for the EDI Profile will be run. The results will be used to build an XML file. Each row of output will be represented by an XML element named for the query that generated it and will contain child elements for the individual fields. Each field of output will be represented by an element with the name of the query result column and will contain the value of that field as the text of the element.
The resulting XML can be transformed to another format by selecting from the list of XSLT mappings that appears when "XML" is selected.
For Delimited Text, this will insert a line before each query showing the query result column names separated by the delimiting character. For HTML, this will insert a row at the beginning of each query's results showing the query results column names. This is ignored for PDF and XML output.
This is the name that will be given to the email attachment. For Forms and Reports it should end with a ".pdf" suffix. For comma-delimited files the output file should end with ".csv". Tab-delimited files should have a ".tsv" suffix.
This brings up a preview window to show what the attachment will look like when generated by the Batch Manager. It can show either reports or delimited text files.
The following buttons are unique to this screen:
Select to submit the requested action to the Batch Manager for processing. If the EDI will be sent by email, there must be at least one email address in either the To, Cc, or Bcc fields.
If the document will be sent by FTP, you will see the following screen.
Review EDI Before Sending a document by FTP
The Attachment Options will be the same as for sending email but the transmission options will be different. Get the values for these from the EDI recipient (either your Vendor or Customer, depending on the document type). See the xTuple Connect Product Guide for one suggestion on how to store these data. You are presented with the following FTP-specific options:
This is the host name or Internet address of the FTP server to send the document to.
This is the user name required to log in to the FTP server.
This is the password required to log in to the FTP server.
This is the directory in which the recipient wants you to put the EDI message on the FTP server.
If both the "Login Name" and "Password" fields are empty, the xTuple Connect Batch Manager will attempt an anonymous FTP, using the name "anonymous" for the "Login Name" and the email address of the user submitting the EDI for the "Password".