Onit's Invoice "Email PDF option allows users to quickly and easily email PDF versions of invoices to necessary parties.
Here, well take you through the process of using the Email PDF option.
NOTE: This feature may require an Onit services engagement; please connect with your Account Manager if you are interested in setting up the Email PDF option.
Using the Invoice “Email PDF” Option
1. Navigate to the Invoices application and select the boxes next to the invoices you'd like to email. Note that clicking the check box to the upper left of the fields enables you to select all invoices.
Additionally, note that you can use the Select Fields button on the top-right of the screen to pick out what fields you'd like to see on the displayed grid. You can also apply filters to the grid as needed.
2. After you select your invoices, click on Actions in the upper left corner and then click on Email PDF.
3. A red warning screen will pop up. Click on OK to proceed with emailing the PDF or Cancel to return to the previous screen.
4. If you click on OK, the Email Invoices (PDF) screen will appear.
5. Fill out the PDF Format. You have two options here:
- Quick View is the standard option that includes all standard parts of the invoice; it also contains minimal coloring and has a clean, simple format, so it can generate quicker than other options.
- Custom PDF allows you to choose which sections of the invoice you’d like to include on the PDF, this format can include additional details related to the invoice (approval details, for example).
6. If you clicked on Custom PDF, the Sections drop-down box will appear. Choose the invoice fields that you'd like to appear on the emailed invoice.
The selected invoice fields will appear next to the Sections field.
7. Check or uncheck the Attachments box. If you check this box, the PDF will also include any attachments the vendor has sent.
7. Fill in the recipients you’d like to send the PDF to in the Send To box. For more than one recipient, separate them with a single comma (no space afterwards).
NOTE: You cannot edit the Sent By field on this screen. This is an organizational default email address established in the configuration settings.
8. Fill out the Subject field with what you'd like the email subject line to say. Note that the default generated subject line will look like Invoices sent from ORGANIZATION with a timestamp next to it. The organization's default subject can be modified via configuration.
9. Click Submit to send the email.
NOTE: Larger invoices will take longer to send.
In the recipients inbox, the email will look like this:
NOTE: Selected invoices are zipped into a single folder; once downloaded, each is separated out by vendor and then by invoice.
