Setting Up Invoice Email Options

The Invoice Email Settings screen allows you to customize settings for emailing customer invoices, capturing signatures, and reviewing mobile work orders.

Invoice emails will be sent as a PDF attached to an email. A new popup will appear during tendering that prompts your cashier to select whether the customer wants their invoice printed, emailed, or both printed and emailed. The Invoice Delivery Method PopUp can also be accessed using the F2 PopUp on the Enter Invoices – Invoicing screen, except when processing a quick sale.

Use the following steps to set up invoice email options:

1. On the Main Menu, select Lubrication Menu.
2. Select Invoicing Menu (1).
3. Select Other Invoicing Options (8).
4. Select Invoice Email Options (5) to receive the following screen.

5. Fill in the following fields:

Enable Signature Capture

Codes:

• • • (W)ireless – Customer signatures are gathered using an iPad®.
    • (R) Wired – Customer signatures are captured with certain credit card terminals.
    • (B)oth – Customer signatures are captured on either the iPad® or certain credit card terminals.
    • (N)one – Customer signature prompts are disabled.

Display Credit Card Message, Wired Only

Enter Y to display a credit card message on the Topaz® device.

Invoice Emailing Active

Enter Y to enable the ability to email invoices to customers.

Prompt to Email Invoices for Fleets

Enter Y to automatically display the Invoice Delivery Method PopUp during tendering for charge customers. Answering N will allow fleet invoices to be emailed, but the Invoice Delivery Method PopUp will not be automatically displayed.

Mobile Cashier Work Order Review Option

Codes:

• • • (W)ork order selection – Display the Work Order Review screen after selecting a work order in Mobile Cashier. This is the default.
    • (F)inalize work order – Display the Work Order Review screen after finalizing a work order in Mobile Cashier.
    • (B)oth – Display the Work Order Review screen after both selecting and finalizing a work order in Mobile Cashier.
    • (N)o work order review – Do not display the Work Order Review screen.

Outgoing Mail Server

Enter the outgoing mail server in this field. This field is required if Invoice Emailing is active.

Mail Server Port

Enter the mail server port. This field is required if Invoice Emailing is active.

Reply To Email Address

Enter the email address where you want email replies from customer directed. This field is required if Invoice Emailing is active.

Copy to Email Address

Enter the email address where you want copies of the invoices sent.

Use Authentication

Enter Y if your email service provider requires authentication. This field is required if Invoice Emailing is active.

Secure Connection Type

Select the type of authentication your email account requires. This field is required if Invoice Emailing is active. Codes:

• • • N – None
    • T – TLS
    • S – SSL

Account User Name

Enter your email account user name. If Use Authentication is set to Y, this field is required.

Account Password

Enter your email account password. If Use Authentication is set to Y, this field is required.

HTML Body Enabled

Enter Y to enable HTML in the body of the message.

Response URL

Enter in a website address that can be utilized in your invoice email body text to direct your customers to a desired website. Press [F1] for a list of codes that can be used to build the URL.

6. Press [F7] to receive the following screen:

7. Fill in the following fields:

Message Subject

Enter the text of the subject line for invoice emails sent to customers.

Message Body

Enter text and codes for the body of the invoice emails sent to customers. You may enter up to 17 rows of text.

8. Press [F7] to receive the following screen:

9. Enter additional text and codes for the invoice email message sent to customers. The second message body is an extension of the message body on the previous screen. It can also be edited from Invoice Email Custom Text (1-1-8-6).
10. Press [F7] to receive the following screen:

11. Fill in the following fields:

Custom Signature Text

Enter text or leave blank to use the default card holder message. The text is printed near the signature line on Plain Paper Invoices and displayed when collecting customer signatures in Mobile Cashier and Mobile Signature Capture. The default message is: Cardholder acknowledges receipt of goods and/or services in the amount shown hereon and agrees to perform the obligations set forth in the Carholder’s agreement with the issuer.

12. Press [F7] to receive the following screen:

Fleet Message Subject

Enter the text you would like to appear in the subject line of each email sent to fleet customers.

Fleet Message Body

Enter text and codes for the body of the invoice emails sent to fleet customers. You may enter up to 17 rows of text.

13. Press [F4] to save your changes and return to the Other Invoicing Options menu.