Assign default email templates

You can create a variety of email templates to use for different types of transactions, different customers, or different suppliers.

Assign default Accounts Receivable email templates

Business users with admin privileges can assign default email templates to use for statements and AR sales invoices. Customer-level email templates override these defaults.

1. Go to Accounts Receivable > Setup > Configuration.

2. Go to the Email templates section and find the Formatting section.

3. Select the Invoice dropdown to select an email template.

   This field only displays email templates with Template type = AR AR sales invoice.

4. Use the Statement dropdown list to select an email template.

   This field only displays email templates with Template type = AR statement.

5. Select Save.

1. Go to Accounts Receivable > Setup > Configuration.

2. Scroll down to the Email templates section in the Formatting section and use the AR sales invoice dropdown list to select an email template. This field only displays email templates with Template type = AR AR sales invoice.

3. Use the Statement dropdown list to select an email template.

   This field only displays email templates with Template type = AR statement.

4. Select Save.

Assign an email template to a customer or supplier

You can assign email templates to one or more transaction definitions on the customer or supplier record. For example, if you want all of Invoice1 transactions to use the Monthly email template for your customer New York Pizza, assign the Monthly email template to Invoice1 in the customer record of New York Pizza. Whenever a user selects to send an email from an Invoice1 transaction for New York Pizza, Intacctautomatically uses the Monthly email template.

Email templates assigned to transaction definitions on the customer or supplier record override email templates assigned to the transaction definition.

1. After you create an email template, take one of the following actions:
   • For customers, go to Order Entry or Accounts Receivable > All > Customers.
   • For suppliers, go to Purchasing > All > Suppliers.
2. Find the customer or supplier you want to assign an email template

3. Select More actions > Edit at the end of the row.

4. Go to the Additional information tab and find the Email template options section.
5. Select in the Email template column and select the desired email template from the dropdown list.

6. Select Save.

7. Optionally, (for Order Entry and Purchasing only), select in the Transaction definition column and select a transaction definition from the dropdown to assign the email template to a specific transaction definition.

   Leave this field blank to have the email template be the default for all unspecified transaction definitions for this customer or supplier.

8. Optionally, select Add to the right of the last row to add another email template to the record. Select the trash can icon to remove an email template.

   You can only assign one template type of AR AR sales invoice and one template type of AR statement to each customer.

9. Select Save.

1. After you create an email template, take one of the following actions:
   • For customers, go to Order Entry or Accounts Receivable > All > Customers.
   • For suppliers, go to Purchasing > All > Suppliers.
2. In the Customer or Supplier list, find and Edit the customer or supplier to whom you want to assign the email template.
3. On the Customer or Supplier information page, go to the Additional information tab.
4. Scroll down to the Email template options section, then select in the Email template column and select the desired email template from the dropdown list.
5. (Optional for Order Entry and Purchasing only) If you want to assign the email template to a specific transaction definition, select in the Transaction definition column in the corresponding row and select the desired transaction definition from the dropdown list. Leave this field blank if you want the email template to be the default for all unspecified transaction definitions for this customer or supplier.
6. Optionally, to add another email template to the record, select Add to the right of the last row. To remove an email template from the record, select the trash can icon in the corresponding row.
   You can only assign one template type of AR AR sales invoice and one template type of AR statement to each customer.

7. Select Save.

Assign an email template to a transaction definition

This procedure is applicable to email templates for Order Entry or Purchasing transactions.

When you assign an email template to a transaction definition, Intacct automatically uses the appropriate email template when you send an email for that transaction type. For example, if you assign the Friendly Reminder email template to Invoice1, whenever you select an Invoice1 transaction to email, Intacct uses the Friendly Reminder email template to generate the email.

You can only assign email templates to active transaction definitions.

To assign an email template to a transaction definition:

1. Take one of the following actions:
   • Go to Order Entry > Setup > Configuration. Then select the Documents configuration tab.
   • Go to Purchasing > Setup > Configuration. Then select the Documents configuration tab.

2. Find the transaction definition that you want to update.

3. Select the email template that you want to use in the Email template field.

4. Select Save.

1. Take one of the following actions:
   • Go to Order Entry > Setup > Configuration. Then select the Documents configuration tab.
   • Go to Purchasing > Setup > Configuration. Then select the Documents configuration tab.

2. Select the email template that you want to use in the Email template field.

3. Select Save.

Override the assigned email template

You can override the assigned email template when you print or email documents. For example, if you have a special holiday email template you use in December called Holiday Invoice. When you email your customers their monthly invoice, you can override the usual Monthly Invoice template with your Holiday Invoice template without having to change the normal email template you use in your customer records or transaction definitions.

You can override an assigned email template when sending an individual email or multiple emails.

Override for an individual email

1. Go to Accounts Receivable, Order Entry, or Purchasing > All and select the type of transaction that you want to edit.
2. Find the transaction that you want to override an individual email for.
3. Select More actions > Print or email at the end of the row.
4. In Delivery method, select the Email checkbox. The email fields appear.
5. Select the Email template that you want to use.
6. Select OK.

1. Go to the desired Accounts Receivable, Order Entry, or Purchasing transaction list, then select Print or email next to the desired transaction.

   The Print or Email page appears.

2. In Delivery method, select the Email checkbox. The email fields appear.
3. In thEmail template dropdown list, select the email template you want to use instead of the assigned email template.
4. Fill in the other email fields as needed, then select OK. Intacct sends the email using the email template that you selected this time.

Override for multiple emails in Accounts Receivable

1. Go to Accounts Receivable > All > AR sales invoices > Print or email and select AR sales invoices or Statements.
2. In the Email template field in the Format section, select the email template you want to use instead of the assigned email template.
3. Select View.
   The list of all applicable transaction types appears.
4. Select the Email checkbox for each AR sales invoice or statement for which you want to send an email.
5. Fill in the To, Cc, and Bcc fields as needed.
6. Select Print or email.

1. Go to Accounts Receivable > All > AR sales invoices > Print or email and selectAR sales invoices or Statements.
2. In the Email template field in the Format section, select the email template you want to use instead of the assigned email template. Set other options and filters as needed.
3. Select View. The list of all applicable transaction types appears.
4. Select the Email checkbox for each AR sales invoice or statement for which you want to send an email.
5. Fill in the To, Cc, and Bcc fields as needed.
6. Select Print or email.

Intacctsends the email with document attachments (PDFs) using the email template that you selected this time.

Override for multiple emails in Order Entry or Purchasing

1. Go to Order Entry or Purchasing > All > More > Print or email documents.
2. Find the Transaction type field and select Select
3. In the Override email template field below, select the email template you want to use instead of the assigned email template.
4. Select View.
   The list of all applicable transaction types appears.
5. Select the Email checkbox for each customer or supplier you want to send an email using the overriding email template.
6. Fill in the To, Cc, and Bcc fields as needed.
7. Select Print or email.

1. Go to Order Entry or Purchasing > All > More > Print or email documents.
2. In Transaction type, add the transaction type you want to send.
3. In the Override email template field below, select the email template you want to use instead of the assigned email template. Set other options and filters as needed.
4. Select View. The list of all applicable transaction types appears.
5. Select the Email checkbox for each customer or supplier you want to send an email using the overriding email template.
6. Fill in the To, Cc, and Bcc fields as needed.
7. Select Print or email. Intacct sends the email with document attachments (PDFs) using the email template that you selected this time.