To Set Up Mailings for Vendors

In MYOB Advanced, the functionality that enables the sending of documents of a specific type by email or by postal mail is referred to as a mailing. You can configure mailing of documents to vendors willing to receive paper documents or sending by email to those who are willing to receive electronic versions of documents. For an overview of this functionality, see Configuring Predefined Mailings for Customers and Vendors.

To set up such mailings, follow the steps outlined in the following sections.

Before You Begin

As a first step, navigate to the Purchase Orders Preferences (PO101000) form, and click the Mailing Settings tab. In the Default Sources area, make sure that the Active check box for the PURCHASE ORDER mailing is selected. If needed, on the Purchase Requisitions Preferences (RQ101000) form, make the RQPROPOSAL mailing active.

Define Mailing Settings for a Vendor Class

You can facilitate the process of setting up sending of electronic purchase orders to vendors by using the mailing settings of vendor classes as the default settings for vendors of the respective classes. If vendors of the class are shared among multiple branches of your company, you can set up the mailing of orders differently for different branches. Also, you can configure emails to be sent to authorized employees of your company branches about orders of particular vendor classes.

To set up the mailing for a vendor class, perform the following steps:

1. Open the Vendor Classes (AP201000) form.
2. On the General tab, select the Send Orders by Email check box.
3. On the Mailing & Printing tab, in the Mailings area, do the following:
   1. Select the Active check boxes for the mailings you want to use.
   2. Leave the Branch box blank to use the mailing for all branches, or specify a particular branch on behalf of which this mailing will be used.
   3. For this mailing, specify a default report or template. If needed, select a custom report or another email template to be used for email generation.
4. In the Recipients area, take the following steps in defining the types of recipients for the vendor class:
   1. Add a new row. In the Contact Type box, specify the default contact type for vendors of the class. Make sure this contact type, too, is active.
      Note: Mailing settings for the vendor class serve as the default settings for vendors of the class but can be overridden by the settings for particular vendors.
   2. Optional: If an employee in your company should receive the emails that will be sent to vendors of this class, add a new row. In the Contact Type box, select Employee. In the Contact ID box, select the particular employee. Make sure this contact is active by selecting the Active check box for this row.

Define Mailing Settings for a Particular Vendor

You can set up sending specific documents by email to particular vendors and employees who work with these vendors. To do this, perform the following steps:

1. Open the Vendors (AP303000) form.
2. On the Purchase Settings tab, make sure the Send Orders by Email check box is selected.
3. On the Mailing & Printing tab, in the Mailings area, do the following:
   1. Make sure the mailings which you want to use are active.
   2. Specify the default report or the default template. If needed, select a custom report or another template.
4. In the Recipients area, review the list of default contact types to receive emails, and add more contacts if needed, taking the following steps for each contact:
   1. In the Contact Type box, specify the type of contact to receive the mailing. (This can be an employee of your company or a vendor contact.)
   2. In the Contact ID box, select the particular contact of the type.
   3. Choose the format of the email (if a report is used) for this particular recipient.
   4. Make sure the contact for mailing is active.
   5. Specify whether the contact should receive a blind carbon copy of the emails that will be generated for this mailing.