Contents of the Email Invoice Dialog Box

Use these fields and options to specify the email recipients, subject, and message when you send a billing invoice or credit memo as a .PDF attachment for an email message from Interactive Billing or Draft Invoice Approvals.

Contents

Recipient Options Section

In this section, select the To, CC, and BCC recipients who will receive the email message with the attached invoice or credit memo that you are sending. You can collapse or expand this section by clicking or to the left of the section name.

Field	Description
Select Attendees From	In this field, select a type of attendee by which to filter the contents of the grid below this field. Then in the grid, select the people who you want to receive the email. The attendee types in the Select Attendees From field are: Contacts: All the contacts from the Contacts hub display in the grid. The columns in the grid display the contact's name, firm name, and email address that are entered in the Contacts hub for the contact. Employees: All the active employees from the Employees hub display in the grid. The columns in the grid display the employee's name, organization (if you use organizations), and email address that are entered in the Employees hub for the employee. Project Roles: The following fields from the Projects hub at the project level (work breakdown structure level 1) display in the grid: Biller, Billing Client Contact, Business Development Lead, ContactID (for the primary client), Marketing Coordinator, Principle-in-Charge, Project Manager, Prop. Manager, Proposal Manager, and Supervisor. User-defined contact and employee fields that you have added in the Projects hub also display in the grid. Select the project roles to receive the email. When you click To, CC, or BCC below the grid, the email address for the person in that role for the project is added to the appropriate To, CC, or BCC field for the email message. If a project is part of a billing group, the project role that you select as an email recipient comes from the main project of the billing group.
Contacts, Employees, or Project Roles Grid	The title and the contents of this grid are determined by the selection that you made in the Select Attendees From field. For example, if you selected Contacts in this field, the grid title is Contacts and you can select contacts from the grid. In the grid, click the check box for each recipient that you want to include as a To recipient for the email. Then click +To below the grid. The email address for each selected employee or contact recipient prefills in the To field below the grid. For project roles, the role prefills in the To field. The email for the person in that project role for an invoice's project is used for the email. If a project is part of a billing group, the project role that you select as an email recipient comes from the main project of the billing group. After you add recipients of one type to the To field, you can add other types by changing the filter in the Select Attendees From field, selecting a different type of recipient, and then clicking +To again. To add CC and BCC recipients, instead of selecting recipients and clicking +To below the grid, select the recipients and click +CC or +BCC below the grid. The email addresses of the recipients are added to the CC and BCC fields below the grid. Recipients who do not have an email address entered for them in Vantagepoint (in the Contacts or Employees hubs) are not added to the email. The grid toolbar options are: : Click this icon to maximize the grid display. Click it again to return to the normal view. : Click this icon to filter the grid contents based on values in the grid columns.
+To, +CC, and +BCC	After you select recipients for the email in the Contacts, Employees, or Project Roles grid, click one of these options below the grid to add the selected recipients as To, CC, or BCC recipients. The recipient's email addresses prefill in a To, CC, or BCC field below the +To, +CC, and +BCC options.
To	This field prefills with the email addresses of the recipients that you selected in the grid above, if you clicked +To. To remove a recipient from this field, click X beside their name in this field.
CC	This field prefills with the email addresses of the recipients that you selected in the grid above, if you clicked +CC. To remove a recipient from this field, click X beside their name in this field.
BCC	This field prefills with the email addresses of the recipients that you selected in the grid above, if you clicked +BCC. To remove a recipient from this field, click X beside their name in this field.
From	This field prefills with the email address that is entered for the Vantagepoint user who is sending the email. The email address is entered in the Employees hub for the user. You can change the prefilled email address.

Message Options Section

In this section, enter the email subject and message text. You can collapse or expand this section by clicking or to the left of the section name.

Field	Description
Subject	Enter the subject for the email. Click Insert Field above the Subject field (on the right) to open the Insert Field dialog box, and select a field to insert into the email subject. For each field that you select, a code is inserted into the message as a placeholder. When the email is sent, the field codes are replaced with data from the matching field. The fields that you can select are: Project Name Project Number Project Manager Name Principal-in-Charge Name Invoice Date Invoice Number Supervisor Name
Message	In this text box, enter the text for the body of the email message. Click in the text box toolbar to display the text formatting toolbar with options to bold text, add bullets, change the text font, and so on. Click Insert Field above the Message toolbar (on the right) to open the Insert Field dialog box and then select a field to insert into the email message. For each field that you select, a code is inserted into the message as a placeholder. When the email is sent, the field codes are replaced with data from the matching field. The fields that you can select are the same as those for the Subject field.

Buttons

Field	Description
Preview	Click this button to preview the invoice, backup report, and supporting documents (if any) before emailing it. If the billing terms for the project have the Print Backup Report or one of the Print Supporting Documents options selected on the Billing Backup tab, you have the option to view those documents also.
Send	Click this button to send the email with the attached invoice or credit memo. The invoice or credit memo is attached as a .PDF file.
Cancel	Click this button to return to the Invoice History tab without sending an email with the attached invoice or credit memo.