Email templates are a means of customizing what information appears within the body of the email, when automatic notifications are sent out (on creation of SO’s, PO’s, INV’s etc).
Access Email Template setup via Settings > Documents > Email Templates
‘New Template’ will bring up the following window:
Template Name: Naming the template for internal reference. When configuring Automated notifications this is the means of selecting which email template to use.
Default for: ie. Which document we are creating this template for, and where it will be used as default where automated notifications exist.
Subject: The subject of the email when sent.
Email Content: What will be included within the body of the email when sent.
Within both the ‘Subject’ and ‘Email Content’ you can utilize ‘placeholders’, which will populate with relevant information from the SO.
In the above example,
Where [[customer_name]] exists, the customer’s name will appear when this template is used.
Where [[reference]] exists, the Sales Order number will appear when this template is used.
Below are the available placeholders for each document and their corresponding data sets, allowing you to customize your automated emails to be both professional and informative.
Default for’ SO (Sales Orders)
Placeholder | Document information |
[[customer_name]] | Customer Name |
[[reference]] | Sales Order # |
[[currency]] | Currency |
[[total]] | Total Gross |
[[total_vat]] | Total VAT |
[[total_net]] | Total Net |
[[due_date]] | Delivery due date |
[[customer_reference]] | Customer Reference (PO) |
| [[billing_address_name]] | Billing Address Name |
| [[shipping_address_name]] | Shipping Address Name |
‘Default for’ SHP (Shipments)
Placeholder | Document information |
[[customer_name]] | Customer Name |
[[carrier_name]] | Carrier Name |
[[carrier_tracking]] | Tracking # |
[[carrier_service]] | Carrier Service |
[[carrier_tracking_url]] | Tracking URL |
[[doc_contact_references]] | Sales Order Customer Ref |
[[doc_references]] | Sales Order # |
‘Default for’ INV (Invoices) & CRN (Credit Notes)
Placeholder | Document information |
[[document_type]] | Document type |
[[customer_name]] | Customer Name |
[[document]] | INV/CRN # |
[[total]] | Total Gross |
[[total_vat]] | Total VAT |
[[total_net]] | Total Net |
[[customer_name]] | Customer Name |
| [[billing_address_name]] | Billing Address Name |
| [[shipping_address_name]] | Shipping Address Name |
| [[header_company_name]] | Company Header Name |
‘Default for’ PO (Purchase Orders)
Placeholder | Document information |
[[document]] | Document type |
[[supplier_name]] | Supplier Name |
[[document_number]] | PO # |
[[po_reference]] | Vendor Ref |
[[currency]] | Currency |
[[total]] | Total Gross |
[[total_vat]] | Total VAT |
[[total_net]] | Total Net |
[[eta_date]] | ETA |
[[po_reference]] | Purchase Order # |
| [[printing_notes]] | PO Printing Notes |
| [[delivery_notes]] | PO Delivery Notes |
| [[shipping_address_name]] | Shipping Address Name |
Default for’ BLL (Bills)
Placeholder | Document information |
[[customer_name]] | Supplier Name |
[[currency]] | Currency |
[[total]] | Total Gross |
[[total_vat]] | Total VAT |
[[total_net]] | Total Net |
Default for’ SQ (Sales Quotes)
Placeholder | Document information |
[[customer_name]] | Customer Name |
[[reference]] | Sales Quote # |
[[currency]] | Currency |
[[total]] | Total Gross |
[[total_vat]] | Total VAT |
[[total_net]] | Total Net |
[[due_date]] | Delivery due date |
[[customer_reference]] | Customer Reference |
| [[billing_address_name]] | Billing Address Name |
| [[shipping_address_name]] | Shipping Address Name |