Field descriptions: Email Template

The following tables list each field on the Email template page.

Fields in general information section
Field Descriptions

Name

Use a name that helps you identify the template from a pick list. For example, OE sales invoice-Monthly.

Description

Enter any information that you want to keep with this record.

Template type

Use the dropdown to select the type of transaction that will use the email template. Options are:

  • Accounts Receivable AR sales invoice: the email template will be used for invoices emailed from Accounts Receivable.
  • Accounts Receivable statement: the email template will be used for statements emailed from Accounts Receivable.
  • Contract: the email template will be used for renewals within the Contracts application.
  • Order Entry Entry transaction: the email template will be used for invoices emailed from Order Entry (which includes invoices generated from Contracts or Projects).
  • Purchasing transaction: the email template will be used for Purchasing transactions (which include purchase orders, purchase requisitions, and so on).
  • Change request: the email template will be used to communicate project change requests with suppliers or project owners.
  • Accounts Payable remittance: the email template will be used to create bank file remittance information.

Attachments

Both attachment options increase the email size because the email, attachments, and invoice PDF are sent together. Large emails might exceed size limitations and prevent delivery.

  • Include all document attachments in the email

    Includes files that are already attached directly to the transaction or document being emailed. If the record has no supporting documents attached, this option has no effect. Available for most email template types.

    When selected, all current and future attachments on the transaction are always included each time this template is used.

  • Include all attachments from source documents in the email

    Includes attachments from source records linked to a project AR sales invoice (such as timesheets or expense records). Attachments are sent in their original file format.

    This option is only for Order Entry template types.

Display dates in the user preference setting

By default, the date format for the date merge field used in the email is MM/DD/YYYY.

Select the checkbox to use the date format that's set in the personal preferences for the user who sends the email.

A European organization sends invoices to both European customers and US customers. The European customers prefer the date format of DD/MM/YYYY. US customers prefer the date format of MM/DD/YYYY.

Whoever emails the invoices might have their date format preference set to DD/MM/YYYY , but they can use an email template to send email using the customer-preferred date format option:

The checkbox appears only when the template type is:

  • Order Entry transaction
  • Purchasing transaction
  • Accounts Receivable documents (AR sales invoices, statements, and dunning notices)

Status

The default status is Active.

If you no longer use the email template and want to remove it from dropdown lists, select Inactive.

You can still view inactive email templates by selecting the Include Inactive checkbox in the Email templates list.

Addresses

Fields in Addresses section
Field Descriptions

Reply-to email address

Enter an email address that you want the recipient to reply to. This corresponds to the From email address that the user sees in the Print or email dialog box when they send an email from a transaction.
Use my account email address

Select the checkbox to use your account email address as the Reply-to email address.
Reply-to name

Enter the name that corresponds to the reply-to email address when the email is sent.

For example, if the sender's name is John Smith and the reply-to email address is jsmith@company.com, recipients see John Smith jsmith@company.com in the sender line.

Field lookup for contacts

Use this tool to look up contact fields. You can then copy, and paste the merge field token in to the To, CC, or BCC fields. When the email is sent, these merge tokens are automatically replaced with the associated customers' addresses.

To

CC

BCC

The recipients of the email.

You can enter one or more merge fields in each field. Intacct automatically replaces the merge fields in the To, CC, and BCC fields with the email addresses associated with your customers and company when the email is generated and sent.

Separate multiple email addresses with commas.

Message content

Fields in Message content section
Field Descriptions

Field lookup for document elements

Field lookup for company elements

Use these tools to look up document and company information elements.

You can then copy, and paste the merge field tokens. Merge field tokens are replaced with transaction values in the email subject or message when the email is sent.

Subject

Enter a combination of text and merge fields to create an informative subject line. This field is required.

See Email template examples.

Adjust tone

This field is available only for Close Workspace and Variance Analysis templates.

Select an option to have Copilot make your message more formal or informal.

After selecting an option, select Generate. Copilot creates a new draft with the updated text.

If you have multiple drafts, you can use the arrows in the top-right corner of this section to navigate from one to another.

If you've directly edited the message text, those changes are not reflected in drafts generated by Copilot. So make any edits to the message after adjusting the tone.

Adjust length

This field is available only for Close Workspace and Variance Analysis templates.

Select an option to have Copilot make your message longer or shorter.

After selecting an option, select Generate. Copilot creates a new draft with the updated text.

If you have multiple drafts, you can use the arrows in the top-right corner of this section to navigate from one to another.

If you've directly edited the message text, those changes are not reflected in drafts generated by Copilot. So make any edits to the message after adjusting the length.

Message

Enter a combination of text, merge fields, and HTML markup as desired to create and customize your message. This field is required.

See Email template examples.

If you working on a template for Close Workspace or Variance Analysis, a default message appears in this box, but you can change it.

Include logo

Select this checkbox to include the logo image file identified on the Company Information page in the email template.

Vertical logo position

Select whether the logo appears at the top or bottom of the email. This field only displays if you select Include logo.

Horizontal logo position

Select whether the logo appears on the left or right side of the email. This field only displays if you select Include logo.