PDF invoice via e-mail

PDF invoice via email

Before you can start using the service PDF invoice via e-mail, you need a list of email addresses to those recipients you want to send PDF invoices to.

You can choose to create a list directly in Pagero Online, or you can create a list in Excel.

Create a list in Pagero Online

1. Log on to Pagero Online.

In the left menu select Customer directory and Email distribution.

Click Add email address.

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2. Enter the customer number and e-mail address and click Save.

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3. You can now see that the customer number and e-mail address has been saved to your list.

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Create a list in Excel

1. Start Excel, and start your list by creating two columns. Each column have to have a heading called: “customer_number” and “email”.

You can then begin entering the customer numbers and e-mail addresses.

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If you have multiple customer numbers, for the same e-mail recipient, you should write the different customers numbers in one row and enter the same e-mail address for each customer number.

Note! It is only possible to enter one (1) e-mail address per customer number.

When you are finished, save your file.

Note! To download your e-mail distribution list to Pagero Online, you must save the file in CSV format.

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Now you are ready to upload your list to Pagero Online.

Log on to Pagero Online

In the left menu select Customer directory and Email distribution.

Click: Import email addresses.

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Click Browse and select the file you want to upload. The click Upload and Back.

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You can now see your e-mail distribution list in Pagero Online and are ready to send PDF invoices to your receivers.

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How to change your e-mail distribution list

Log on to Pagero Online

In the left menu select Customer directory and Email distribution.

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You can choose to change your current list here. For example, you can add new e-mail addresses by clicking Add email.

You can also change an address by clicking Edit, or you can delete an address by clicking Delete.

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If your address list is long, it might be easier to work with it in Excel.

In order to do that, you must first export the list to Excel.

To do this, click Export to Excel and OK.

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In Excel, you can add, modify or delete existing customer numbers and addresses. If you want to add new customer number or address, you do this most easily by adding more rows in your list.

If you want to change an existing address or a customer number, you can click in the cell you want to modify and make your changes.

If you want to delete a customer number and an address entirely, select an entire row, right-click and select Remove.

Here we have added new addresses.

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When you are finished, save your file.

Note, that the format must be CSV.

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If Excel want you to confirm that you want to save in CSV format, click YES.

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Now you can open your updated e-mail distribution list in Pagero Online, by clicking: Import email addresses.

Click Browse and select the file you want to upload to Pagero Online, click Open.

Click Upload and Back

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You can now see your new list in Pagero Online.

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Search Customers

To quickly find a customer in your list, you can search for email addresses or customer numbers. Search by entering search parameters, then click enter.

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Send PDF invoices via e-mail

Create and send your invoice as usual in Pagero Web Portal or in your ERP system. In Pagero Online the invoices are automatically handled and sent via e-mail in PDF format to the recipients that wish to receive invoices this way.

The recipients e-mail message

The e-mail message that the recipient will recieve has the subject: “PDF invoice from [The name of the company that sends the invoice]” and the invoice includes the following text:

___

Dear customer,

Please find attached a PDF document containing a payment reminder from [The name of the exhibiting company] as per the following summary:

Invoice number:

Invoiced amount:

Due date:

If you have any questions related to this document, please send an email to [e-mail adress to exhibiting company].

Best regards,

[The name of exhibiting company]

[Department of exhibiting company]

___

If no language has been specified in the invoice that has been sent to Pagero Online, the e-mail will be sent in the language that the exhibiting company has set in Pagero Online.

Handling bounce messages

If a PDF invoice sent via e-mail through Pagero Online can’t be delivered to the recipient, you will receive a notification to the e-mail address that’s registered in the company settings at SettingsSettingsCompany informationBasic settings. Log in to Pagero Online and click My DocumentsHandle error documents in the menu to the left. The invoice that has bounced is shown at the bottom of the page.

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Click the e-invoice row to see details about the invoice.

At the bottom of the page there’s a window under the heading Recipients e-mail address where you can enter an alternative e-mail address and resend the invoice to the recipient, by clicking Resend the document.

Note: The alternative e-mail address will not be saved in your e-mail address list. If you want the new e-mail address to replace the old one, you need to upload a new e-mail address list.