Emailing Receipts

Author:                 Stacey Robinson

Date:                     January 2008

Audience:                         Bookkeeping

Summary:              How to email a receipt

CONTENTS:

· Introduction

· Setting up the email address in the address book

· Emailing a receipt

· Conclusion

Introduction:

LegalSuite is proud to introduce a new function that has been added to the accounting module; users can now email their receipts to their clients instead of printing them. This will help strive towards a “paperless office” and help save on the everyday office costs.

Setting up the email address in the address book

In order to email your clients their receipts their email addresses must be inserted into the Address Book.

· Click the Address book icon

· Search for the client in address book

The following screen will appear (Fig 1):

Fig 1: Address book screen

· Select the Change icon

The following screen will appear (Fig 2):

Fig 2: Client will be changed screen

· Click in the yellow contact block and select the insert icon

The following screen will appear (Fig 3):

Fig 3: Adding a number screen

· Click on the type and select Email

· Type the email address of your client into the number block.

· Select the  button

The email address for my client has now been added into the contact block as shown below.

The following screen will appear (Fig 4):

Fig 4: Address book will be changed

· Select the  button

· Close the address book screen by selecting

Emailing a Receipt:

· Go to the batches screen by selecting the batches icon

· Complete the receipt/receipts needed to be done

The following screen will appear (Fig 5):

Fig 5: Batches screen

· Select the Printer icon  on the batches screen

The following screen will appear (Fig 6):

Fig 6: Batches screen

· Select “email this receipt”

The following screen will appear (Fig 7):

Fig 7: Email Receipt

The program will send this to the drafts folder of your outlook, then to your sent items and then to the client.

If no address has been found on the client the program will ask you to insert it like shown in the below example.

The following screen will appear (Fig 8):

Fig 8: Email Receipt

· Select the ok button

The following screen will appear (Fig 9):

Fig 9: Email Message screen

· Select the ellipse button

The following screen will appear (Fig 10):

Fig 10: Select an email address screen

· Select the client by using the quick find, if there is more than one client the user can tag the clients in the left hand block

· Select the Parties icon  to edit the details of the highlighted recipient

The following screen will appear (Fig 11):

Fig 11: Address will be changed screen

· Right Click in the yellow contact block and select insert or select the insert icon

The following screen will appear (Fig 12):

Fig 12: Adding a number screen

· Click on the type and select Email

· Type the email address of your client into the number block.

· Select the  button

The email address for my client has now been added into the contact block as shown below.

The following screen will appear (Fig 13):

Fig 13: Address book will be changed

· Select the  button

The following screen will appear (Fig 14):

Fig 14: Address book will be changed

The address is added next to the client on the right

· Press the  button

The following screen will appear (Fig 15):

Fig 15: Email Message

· Press the  button

The following screen will appear (Fig 16):

Fig 16: Email Message

Conclusion:

This is a wonderful feature that all LegalSuite users should take full advantage of. If any user has any queries regarding emailing receipts, please contact our head office for further assistance on 031 5711150.