Mailings for Customers: To Set Up a Mailing for a Customer Class

The following activity will walk you through the process of setting up a mailing for a customer class.

Story

Suppose that the Canadian customers of SweetLife Fruits & Jams prefer receiving sales orders from all branches of the company by email. These emails should be based on a predefined email template. Additionally, Nenad Pasic, an accountant, should receive the emails that will be sent to customers of this class.

Acting as an implementation consultant, you need set up a predefined mailing of sales orders for all the customers of this customer class.

Configuration Overview

In the U100 dataset, the following tasks have been performed to support this activity:

• On the Enable/Disable Features (CS100000) form, the Inventory and Order Management feature has been enabled.
• On the Customer Classes (AR201000) form, the INTLCA customer class has been created.
• On the Customers (AR201000) form, the LAKECAFE customer has been created and the INTLCA customer class has been assigned to it.

Process Overview

In this activity, you will first review the settings on the Mailing & Printing tab of the Sales Orders Preferences (SO101000) form. On the Customer Classes (AR201000) form, you will set up a mailing for customers of a particular customer class. On the Sales Orders (SO301000) form, you will create and email a sales order. Finally, on the Email Activity (CR306016) form, you will review the email that was automatically generated by the system based on the specified mailing settings.

System Preparation

Before you begin setting up a mailing, do the following:

1. Launch the MYOB Acumatica website with the U100 dataset preloaded, and sign in as Kimberly Gibbs by using the gibbs username and the 123 password.
2. In the info area, in the upper-right corner of the top pane of the MYOB Acumatica screen, make sure that the business date in your system is set to today’s date. For simplicity, in this activity, you will create and process all documents in the system on this business date.
3. On the Company and Branch Selection menu on the top pane of the MYOB Acumatica screen, select the SweetLife Head Office and Wholesale Center branch.

Step 1: Verifying the Sales Order Preferences

To make sure that the needed mailing has been activated, do the following:

1. Open the Sales Orders Preferences (SO101000) form.
2. On the Mailing & Printing tab, make sure that the Active check box is selected for the SALES ORDER mailing ID.

   This indicates that emails can be sent for the mailing.

Step 2: Setting Up a Mailing for a Customer Class

The mailing settings for a customer class serve as the default settings for customers of the class but can be overridden by the settings for particular customers. To set up a mailing for a customer class, do the following:

1. Open the Customer Classes (AR201000) form.
2. In the Class ID box, select INTLCA.
3. On the General tab, select the Send Invoices by Email check box.
4. Go to the Mailing & Printing tab.
5. In the Mailings table, specify the following settings in the row for the SALES ORDER mailing:
   • Active: Selected.
   • Branch: Empty.

     This means that the mailing will be used for all branches.

     Tip: The Branch column is read-only. If a branch was selected for the mailing on the Sales Orders Preferences (SO101000) form, this branch is associated with the mailing for this customer class. In this case, the mailing would be set up for the specified branch.
   • Report: SO.64.10.10 (inserted by default).

     In this column, you can also select a custom report.

   • Email Template: SalesOrderNotification.
   • Format: PDF (inserted by default).
6. In the Recipients table, click Add Row on the table toolbar and specify the following settings for the added row:
   • Active: Selected
   • Contact Type: Account Email
   • Format: PDF (inserted by default)
   • Add To: To (inserted by default)
7. Click Add Row again and specify the following settings for the new row:
   • Active: Selected
   • Contact Type: Employee
   • Contact ID: Nenad Pasic
   • Format: PDF (inserted by default)
   • Add To: To (inserted by default)
8. On the form toolbar, click Save.

Step 3: Creating a Sales Order

To create and email a sales order, do the following:

1. On the Sales Orders (SO301000) form, create a new record.
2. In the Summary area, specify the following settings:
   • Order Type: SO
   • Customer: LAKECAFE

     This customer has the INTLCA customer class assigned to it.

   • Description: Services
3. On the Details tab, click Add Row and specify the following settings for the added row:
   • Branch: HEADOFFICE (inserted by default)
   • Inventory ID: WCLEAN
   • UOM: HOUR
   • Quantity: 10
   • Unit Price: 99
   • Ext. Price: 990 (calculated automatically)
4. On the form toolbar, click Save. This gives the order the Open status.
5. On the More menu, click Email Sales Order to send an email to the customer and to the assigned employee of SweetLife.

   On the Financial tab, the Emailed check box is now selected. It means that the email has been sent for the sales order.

   Attention: You do not need to further process this sales order.

Step 4: Reviewing the Email Generated by the System

To review the email that has been generated by the system for the sales order, do the following:

1. While you are still on the Sales Orders (SO301000) form with the order opened, click Activities on the form title bar.
2. In the Tasks & Activities dialog box, which is opened, click the email link in the only row. The email is opened on the Email Activity (CR306016) form.
3. Review the email that has been generated based on the SalesOrderNotification template, which you selected for the customer class in Step 2.
   Tip: In a production environment, to process the email, you would select Process on the More menu of the Email Activity form and then click Send.