Material Order Emails
For Material orders, Sales orders, and Transport orders you can have an email sent to your email address for every status or event on the order.
Go to the Configure my Alerts section of the My Account tab
Make sure the alert filters at the top are set to your preferences and not to "Allow None". Go to the Material order section and select what updates you would like to receive by activating the email checkbox ( see screenshot )
The email address linked to your account will also be used for grid Exports and Customized Reports
Sending emails to external contacts
There are 2 ways of notifying customers of collections and deliveries:
Create a record in the Email contact settings (click to learn how)
By creating a record in the Email contact settings we make sure the collection and delivery notification is always sent to the email addresses provided for this customerAdd contact information on the order form and activate the send email notification checkbox. By activating the checkbox on the order form we make sure the collection and delivery notification is sent to the email addresses provided in the contact information. Regardless of the email contact settings
Sales Order emails
Sales Order Quotation email sends a cost overview to the customer for them to confirm
Open a Sales Order
Enter a validity date for the quote. The date and time entered in this field are the date and time of expiration
Enter the email address in the field below. If the customer used on the order form has contact information in the email contact settings, then that email address will be pre-filled in this field
Send the quotation
Sales order goes to status "Quote sent" and a Transport Order is created. The transport order also gets the status "Quote sent". If charges are added to orders with the status "quote sent", then a new mail will be sent automatically with the new charges included
Customers can now Accept/Reject the quote and depending on their response the order will go to the status Quote accepted / Quote rejected
If the quote is rejected, the linked Transport order will be deleted. The Sales Order will get an event in the event history saying the linked transport order was deleted
Sales Order Booking confirmation is an email that is sent to confirm a Sales order has been activated
The users can add files ( ex: Packing list ) that can be included in the email and/or simply added to the order
The booking confirmation field can be found on the Sales Order form
If the customer used on the Sales Order has a record in the email contact settings, then the email is sent automatically to that email address
If no record exists for this customer, then the recipients need to be entered in the entry field located on the Sales Order form
If needed, the resend confirmation button can be used to resend the confirmation to all email addresses in the field above
The Booking confirmation will be sent to all emails shown on the order form, emails configured in the email contact settings
Transport Order emails
Carrier confirmation email is an email that is sent if the carrier should confirm he accepts the transport order. In the Carrier Masterdata, you can specify whether or not confirmation is required when a carrier is assigned
If the confirmation is required, a confirmation email will be sent to the carrier every time the carrier is assigned
The users can add files ( ex: Packing list ) that can be included in the email and/or simply added to the order. The confirmation email will be sent to the email address linked to the carrier as provided in the Email contact Settings
If no email address is provided in the Email contact Settings, an email address can be entered in the order form. The email can then be sent by using the "Resend confirmation" button.
When a carrier receives the email:
The carrier contact can click Accept or Reject.
Upon clicking the carrier contact will be redirected to a landing page confirming the Accept or Reject.
After 5 seconds they are automatically redirected to the login page
If a carrier requires confirmation but the email is not necessary for once, you can activate the "Suppress Carrier Assign Mail" feature to make sure the email is not sent
Transport order changes will also be sent to the email address currently used on the order
