How to Test & Set Up Emailing PDF PostOffice with Duplicate Invoice Option

How to Test & Set Up Emailing PDF PostOffice with Duplicate Invoice Option

Release Date: 06/28/2023
Version: 8.6 & Higher

Q - I understand we could use deferred processing to email invoices to our customers in Elliott 8.6. We are ready to go live with emailing PDF PostOffice invoices with Duplicate Invoices from the Invoice History option.  Do you know where I can go to send myself the test emails for the PDF PostOffice Invoices? I just want to make sure we're all set before adding this live to deferred processing.

A - It's an excellent idea to test before going live.  We can suggest two methods:

Method 1 - Turn on Global Setup Test Mode for PDF PostOffice
  • In Global Setup -> System -> PDF PostOffice. Set up the following flags:
  •     13. Is PDF PostOffice in Testing Mode?   Set to “Y.”
  •     14. PDF PostOffice Test Email Address    Enter your email address.
  • Start testing a few invoices by range with invoice dates like "System Date -1." This is assuming the test invoices have yesterday's date.
  • If the above method works, change the above Global Setup flag 13 to “N.”
Method 2 - Select One or a Few Customers to Test
  1. Select a customer that you know has invoice activities from yesterday.
  2. Change the customer/ship-to contact and make sure you are the only one that will receive the invoice PDF PostOffice document. You can search relevant PDF PostOffice KB documents on how to select the eContact for emailing PDF PostOffice documents.
  3. Test send duplicate invoices from Invoice History for one invoice for this customer.
  4. You can repeat steps 1-3 for a few customers for other variations like contact at the ship-to, or at order level to make sure they all work.
  5. You could also substitute step 4 by using an invoice number range that covers a few invoices. Use “System Date – 1” for the invoice date. This is assuming your testing is for yesterday's invoices.
  6. If the test results from steps 1-5 above are satisfactory, remove your eContact in step 2 from the customer, ship-to and order. Make sure the original intended eContact will receive it.
Method 1 is easier to test. But the flag 13 test mode is global. If you turn it on, it will also affect other PostOffice documents that are in production. So the coordination and timing is critical. If you can't be sure, then it may be prudent to use Method 2.

To set up deferred processing to email invoices from Invoice History, you will indicate the Starting Invoice Date as "System Date -1." This is assuming this task in your deferred processing is set to run past 12:00 AM. You also need to make sure that invoices are already posted before emailing invoices from Invoice History.  Below is a sample set of parameters to print/email yesterday's invoices.



Also, if a customer does not have a qualified email address, their invoices will be placed in the "ToBePrinted" folder in Spooled Report Manager. To avoid adding garbage to this folder, see the following KB article:


EMK


    • Related Articles

    • Anti-Virus Causes PostOffice Emailing Problem

      Release Date: 12/29/2017 Q - I have a user who received the following error message when trying to use PostOffice to send order acknowledgement emails: ERROR: Error in processing. The server response was: See http://pobox.com/~djb/docs/smtplf.html. ...

    • Feature - Prevent Duplicate Invoice Numbers with Invoice Cross Reference File

      Release Date - 3/25/19 Version: 8.5 and Up This feature uses a new table, the Invoice Cross Reference table, to determine if an invoice has already been used by another unposted or posted order. The Invoice Cross Reference is updated at the time of ...

    • Feature: PDF PostOffice in Elliott V8.2, Introduction

      Overview Before Elliott 8.2, you could print and create PDF files by using a third-party PDF writer application and create PDF files by printing to that PDF "printer." After Elliott 8.2, you can print and create PDF files directly without a ...

    • Feature: PDF PostOffice in Elliott V8.2, Part 2

      Released 01/03/2017 Generating PDF PostOffice Output Before you can start generating PDF documents with PostOffice, you must enable PDF PostOffice processing in Elliott and designate eligible recipients for the emailed PDF documents. The procedures ...

    • ARFRMMNT Accounts Receivable Invoice Form Setup

      Invoice Form Setup Application Overview We are constantly striving to develop flexible and compatible business applications. The Invoice Form Setup application enhances this objective, by combining Elliott's standard Invoice form definitions, with a ...