Contents of the Email Invoice Dialog Box

Use this dialog box 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.

You can create, modify, or save email templates to use the next time you send invoices in Batch Billing or invoices and credit memos in Interactive Billing and Draft Invoice Approvals. Email templates are available for selection across the three applications.

Email Options

Use the following options to create, select, or modify email templates.

Field	Description
Select Email Template	Select a saved personal or shared email template to use as the basis for a new email message. To modify the options of an existing email template, select the template from the Select Email Template drop-down list and then click the Save Email Options button.
Save Email Options	Click this button to open the Save Email Options dialog box, on which you can save email templates for future use. Depending on your security role and save rights settings, you can save email templates for personal use, for the use of those who share your role, or for use by all roles. To display and use your saved email templates, click the Select Email Template option.

Recipient Options Section

Select the recipients of the email message with the attached invoice or credit memo that you are sending. You can collapse or expand this section by clicking the arrow to the left of the section name.

Field	Description
Select Attendees From	Select the type of email recipients by which to filter the contents of the grid below this field. Employees: All the active employees from the Employees hub display in the grid. By default, the Select Attendees From field is set to this option. Contacts: All the contacts from the Contacts hub display in the grid. Project Roles: The following fields from the Projects hub at the project level (work breakdown structure 1) display in the grid: Primary Contact, Billing Contact, Biller, Project Manager, Principal-in-Charge, and Supervisor. User-defined contact and employee fields that you have added in the Projects hub also display in the grid.
Employees, Contacts, 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, the grid title is Contacts and you can select contacts from the grid. After you make selections in the grid, 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, each role prefills in the To field. The email address for the individuals in that project role for an invoice's project will be 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, select the recipients and click +CC or +BCC below the grid. The email addresses of the recipients or the project roles are added to the CC and BCC fields below the grid. Recipients who do not have an email address entered for them in the Contacts hub or Employees hub 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 export data from the grid into a CSV (comma-separated value) file. For more information, see Exporting Data to a CSV File. : Click this icon to filter the grid contents based on values in the grid columns.
+To, +CC, and +BCC	After you select email recipients in the Employees, Contacts, or Project Roles grid, click one of these options below the grid to add the selected recipients as either To, CC, or BCC recipients. Email addresses or project roles prefill in the To, CC, or BCC field below the +To, +CC, and +BCC options.
To	This field prefills with the email addresses or the project roles of the recipients that you selected in the grid above and then clicked +To. To remove a recipient from this field, click X beside their name.
CC	This field prefills with the email addresses or the project roles of the recipients that you selected in the grid above and then clicked +CC. To remove a recipient from this field, click X beside their name.
BCC	This field prefills with the email address or the project roles of the recipients that you selected in the grid above and then clicked +BCC. To remove a recipient from this field, click X beside their name.
From	This field displays the email address of the Vantagepoint user who is sending the email message.

Message Options Section

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

Field	Description
Subject	This field prefills with the number of the selected invoice. You can enter a different subject for the email message. To do so, 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: Primary Contact First Name Primary Contact Last Name Primary Contact Preferred Name Primary Contact Salutation Primary Contact Suffix Billing Contact First Name Billing Contact Last Name Billing Contact Preferred Name Billing Contact Salutation Billing Contact Suffix Billing Client Name Main Project Number Main Project Short Name Main Project Long Name Biller Project Manager Principal-In-Charge Supervisor Invoice Number Invoice Date
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: Primary Contact First Name Primary Contact Last Name Primary Contact Preferred Name Primary Contact Salutation Primary Contact Suffix Billing Contact First Name Billing Contact Last Name Billing Contact Preferred Name Billing Contact Salutation Billing Contact Suffix Billing Client Name Main Project Number Main Project Short Name Main Project Long Name Biller Project Manager Principal-In-Charge Supervisor Invoice Number Invoice Date

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.