We will be adding documentation here as and when its needed by users of contactLINK
Invoicing – generating emails with PDF invoices
For membership, events, products and donations
Invoicing Settings
This displays this dialog box …
From here you can set multiple options.
Body text options
- When you select text (in Body text) you can format it using the pop up menu
- If you type a web site with http:// or https:// it will automatically get converted into a live link (e.g. https://www.ITsorted.org.uk)
- Similarly for mailto: followed by an email address (e.g. mailto:massimo@itsorted.org.uk)
Who do invoices get sent to for each organisation/member
- Go to the contact
- Click on Membership tab
If you leave this area blank the General Worker and General email for this contact will be used
Or you can override this and choose any worker and any email address linked to this organisation – as well as someone to Cc to.
Running the invoicing process
Stage 1 – choose member scheme / period to invoice / override ‘next invoice number’ if necessary …
Stage 2 – confirm invoice email options
Invoice email details get copied from ‘settings’ and you can overwrite them here, if needed.
- When you select text (in Body text) you can format it using the pop up menu
- If you type a web site with http:// or https:// it will automatically get converted into a live link (e.g. https://www.ITsorted.org.uk)
- Similarly for mailto: followed by an email address (e.g. mailto:massimo@itsorted.org.uk)
You can also add an ‘extra PDF’ (as well as the invoice PDF) that will get attached to each email sent out.
Finally, you can ‘just display emails’ – allowing to choose whether or not, and when, to send
When you click ‘Next’ you will see this reminder …
and you may see a warning similar to this …
The design/layout of the actual invoice is within contactLINK (within MS Access) – so please contact ITsorted if you need it modified …
Final stage: choose which invoices to generate PDFs and email / which to ignore / which to just create PDFs
You can exclude any invoices already printed (see red outlines …)
There may be some warnings (in red)
And, for individual invoices, you can choose what to do with it by clicking on them …
When you finally click the ‘Generate’ button, contactLINK will
- Create the required PDFs (and store them in a folder)
- Create emails for each marked invoice and either send them immediately or leave them open for you to send manually
The invoice PDFs get stored in the folder you identified in ‘Settings’ above.
As a record and so you can resend them if ever needed.
