If there is a need to send a letter to the vendor, this can be done directly from the system.

Open the invoice in question and click on the envelope in the Vendor's name field. The envelope is available in the steps New Invoioce Review, Review, Approval and Invoice Exceptions Review.

A form will open with some information pre-filled.

Vendor information

• Contact person: The person at the vendor you want to contact
• Email: The email address to which the letter should be sent (required, retrieved from the vendor card if present in the E-mail field)

Content

What can be done in the Content part of the letter is controlled by two system parameters:

• AllowFreeTextSupplierLetter - Allow free text in vendor letters
  Yes: Means that a template can be used but it is also possible to free text the subject and message.
  No: Means that a template must be used to specify the subject and message, free text is not possible.
• AllowCreateSupplierLetterTemplates - Allow creation of new templates for vendor letters
  Yes: Means that all users can create new vendor letter templates.
  No: Means that it is not possible to create new templates. Templates are made at setup and if the need arises to create new or modify existing templates, the parameter must be temporarily set to Yes.

Template

The Template drop-down list contains the templates available for the letters, select one and the subject and message are filled in.

Create new template

If the AllowCreateSupplierLetterTemplates parameter is set to Yes, at the top of the drop-down list is the +Create new template option.

Select this option and name your new template.

Fill in a subject and write a message. The text in the Message box will be inserted into the letter.

Contact information

The information is taken from the user information in the administration tool from the user writing the letter, but can also be adjusted manually.

Logo

The logo associated with the company to which the invoice belongs is displayed here. If no logo is shown, click on the Select button.

A new form opens where the logos linked to different companies are displayed:

Click Add to add a new logo

Click on Choose file and select the logo you want to use. Select which company the logo should belong to in the drop-down list. If the same logo is to be used in all companies, check the All companies box instead. Click on Add

Then select the logo you want to use and click Select

The selected logo will appear on the Vendor letter form

If you want to remove the selected logo from the letter, click on the trash can in the top right corner.

Send letter

Click on the Preview button at the bottom of the form to see how the letter will look.

In the image below, what is highlighted with a red frame is the text written in the Message box.

The invoice image will be added as an attachment to the letter if the AddInvoiceToSupplierLetter parameter is set to Yes.

Click on Send to send the letter. When the letter is sent, the envelope will turn blue .

Click on the envelope to open the letter.