EventPro Planner Manual

Email Invoice Mail Merge

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Email Invoice Mail Merge

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Email Invoice Mail Merge

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The invoice mail merge sends each invoice to the email address of the individual indicated in the Bill To section of the Invoice (e.g. the company contact, exhibitor contact or attendee), or if there is no individual or there is no email address entered for the individual, sends the invoice to the email address of the company indicated in the invoice.

Select Accounting | Finance from EventPro Planner’s main menu.

Click to expand/collapse textSelect Invoices to Include in Mail Merge

In the Invoices tab, multi-select invoices or filter the view using the Filter drop-down list to display only the invoices you want to include in the mail merge.  If you want to include all invoices in the mail merge, you do not have to filter or select any.

You will later be able to choose whether you want to send emails to all visible invoices or selected invoices only.
Click to expand/collapse textBegin Mail Merge

Click the Mail Merge button to the right.

The Invoice Mail Merge Wizard appears.
Click to expand/collapse textPick the Letters to Merge

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1.To add a Letter as a PDF Attachment to the email, select a letter template from the top selection grid. If you want the letter to appear in the body of the email, do not select the letter yet.  You will later be able to load a template into the body of the email; refer to Subject and Body of Communication below.
2.To edit the letter for this mail merge, click the Edit Letter button.
3.Click Next.
Click to expand/collapse textInvoice Format, Invoice Options, Update Communications and Follow Up Action

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1.Invoice Format: Select the type of Invoice you want to send from the Invoice Format drop-down list.
2.Invoice Options: Under Invoice Options, check the boxes if you want to Hide Zero Price Items, Show All Credits in Summary and so on.
3.Update Communications:
a.If you want to update communications to record that you have emailed the invoices, check the Update Communications box, select a Method and Reference.
b.Choosing a Communication Method is particularly important if you have marked certain recipients as "Do Not Contact By" certain communication methods. For example, if you send an email mail merge and attempt to include a recipient you have marked to not contact by email, the recipient will not be sent the email.
c.Check the boxes if you want to store the Letter and/or Body/Notes.  You may have selected a default in the Mail Merge Settings of System Settings.
4.Follow Up Action: Check the box if you want to Create a Follow Up Action.
a.From the Method drop-down list, choose whether you want to create One Action Per Recipient or One Action for All Recipients.
b.If you select One Action Per Recipient, EventPro Planner will create multiple actions and attach one to each recipient of the mail merge.
c.If you select One Action for All Recipients, EventPro Planner will create only one action, which will appear in the program Actions screen, but not in the Actions tab for the individual recipient.
d.If you choose to create a follow up action, click the Edit Action button to bring up the Action [New] window.  See Chapter 12: Actions to review how to fill in the fields.  Click Save to return to the mail merge wizard.
5.Report Attachment Format: At the bottom of the window, choose the Attachment Format of the invoice: PDF, TIFF or RTF.
6.Click Next.
Click to expand/collapse textSubject and Body of Communication

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1.Enter a Subject for the email and type any notes you want to appear in the body of the email.
2.If you want a Letter Template to appear in the body of the email, click the Load Template button.  Select a letter template and click OK.  To learn how to create letter templates, refer to Chapter 14: Letter and Label Templates, Create Letter Templates.
Click to expand/collapse textAttach Files
1.If you want to attach another file, click the Attach Files button.
2.In the Open window, select the file you want to attach and click Open.
3.To remove an attachment, select it and click the Delete button.
Click to expand/collapse textAdd Reports
1.If you want to attach other reports besides the invoice to this mail merge, click the Add Report button.
2.In the Run Report dialog, select the report you want to attach and click OK.
3.In the next dialog, you can choose the printing options for this report.  To learn more about these report options, go to Chapter 18: Reports.  
4.After you have selected the options you want, click OK.
5.The report will be added as a PDF attachment to the bottom of the window.
6.To add another report, click the Add Report button again.  Continue until you have attached as many reports as you require.
Click to expand/collapse textFinish Mail Merge
1.When you are finished creating the merge email, click Finish.
2.In the Confirm dialog, click Yes to continue with the merge to email.
3.The invoice mail merge sends each invoice to the email address of the individual indicated in the Bill To section of the Invoice (e.g. the company contact, exhibitor contact or attendee), or if there is no individual or there is no email address entered for the individual, sends the invoice to the email address of the company indicated in the invoice.
Click to expand/collapse textMerge Results and Close
1.The Merge Results page will display whether the email merge for each contact was successful.
2.If a record was not sent successfully, the Successful box will be unchecked and an explanatory Error Message will appear.
3.If you have marked certain recipients as Do Not Contact By the communication method used in this mail merge, the recipient will be excluded from the mail merge and the Error Message will indicate that the contact "Does not wish to be contacted by this method".
4.To print the merge results, click the Print button in the bottom left corner.
a.In the Mail Merge Results window, enter a Report Title if you want something different from the default.
b.Under Options, use the drop-down list to choose whether you want to view Successful, Unsuccessful or both results.
c.Choose the Report Shading you want in the report.
d.Click OK.
e.In the Print dialog, choose your destination and print settings and click OK.  For more information, refer to Chapter 18: Reports, Print Reports.
5.When you are done with the mail merge wizard, click Close.