Mailings for Vendors: To Set Up a Mailing for a Vendor Class

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

Story

Suppose that the Canadian vendors of SweetLife Fruits & Jams prefer receiving purchase 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 vendors of this class.

Acting as an implementation consultant, you need set up a predefined mailing of purchase orders for all the vendors of this vendor 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 and Purchase Requisitions features have been enabled.
• On the Vendor Classes(AP201000) form, the INTLCA vendor class has been created.
• On the Vendors (AP201000) form, the GREENTRUCK vendor has been created and the INTLCA vendor class has been assigned to it.

Process Overview

In this activity, you will first review the settings on the Mailing & Printing tab of the Purchase Orders Preferences (PO101000) form. On the Vendor Classes (AP201000) form, you will set up a mailing for vendors of a particular vendor class. On the Purchase Orders (PO301000) form, you will create and email a purchase 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 Purchase Order Preferences

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

1. Open the Purchase Orders Preferences (PO101000) form.
2. On the Mailing & Printing tab, make sure that the Active check box is selected for the PURCHASE ORDER mailing ID.

   This indicates that emails can be sent for the mailing.

Step 2: Setting Up a Mailing for a Vendor Class

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

1. Open the Vendor Classes (AP201000) form.
2. In the Class ID box, select INTLCA.
3. On the General tab, select the Send Orders by Email check box.
4. Go to the Mailing & Printing tab.
5. In the Mailings table, specify the following settings in the row with the PURCHASE 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 Purchase Orders Preferences (PO101000) form, this branch is associated with the mailing for this vendor class. In this case, the mailing would be set up for the specified branch.
   • Report: PO.64.10.00 (inserted by default).

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

   • Email Template: PurchaseOrderNotification.
   • 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 Purchase Order

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

1. On the Purchase Orders (PO301000) form, create a new record.
2. In the Summary area, specify the following settings:
   • Type: Normal.
   • Vendor: GREENTRUCK.

     This vendor has the INTLCA vendor class assigned to it.

   • Description: Services.
3. On the Details tab, click Add Row and specify the following settings for the added row:
   • Line Type: Service
   • UOM: EA
   • Quantity: 10
   • Unit Cost: 150
   • Ext. Cost: 1,500 (calculated automatically)
4. On the Other tab, clear the Do Not Email check box.
5. On the form toolbar, click Save.
6. On the form toolbar, click Remove Hold and notice that the order is assigned the Pending Email status.
7. On the form toolbar, click Email Purchase Order to send an email to the vendor and to the assigned employee of SweetLife.

   On the Other tab, the Emailed check box is now selected. This means that the emails have been sent and the purchase order now has the Open status.

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

Step 4: Reviewing the Email Generated by the System

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

1. While you are still on the Purchase Orders (PO301000) 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 PurchaseOrderNotification template, which you selected for the vendor 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.