Introduction

A frequently requested configuration is to print an invoice run from the ERP application, and create a single email for each customer which has all relevant invoices attached.

Adapting this guide to other report writers

To adapt the expressions to other ERP report designers is simply a matter of understanding how to build a text string out of fixed text elements and database field values.

Applies to

Spindle Professional 2009 and later

Spindle Document Distribution

Solution

This requires Spindle Professional to be configured to do two things:

  1. The Invoices must be archived to a PDF Archive in an orderly manner, using the Invoice number as the split variable. 
  2. The Emails are generated using the Customer account number as the split variable. 

Step 1 – Create the Invoice Archive

When processing the Invoices, please ensure they are saved into a location derived from the data available, for example:

This will create a folder structure inside C:\Archives\Invoices that looks like :

Step 2 – Create the Archiving Operation

We need to create a Document type that will perform at least two operations on each document, For this to work, we need the documents to be sorted by account number or company name.


In Spindle Professional tools we want our first operation to archive the invoices to a folder location. For this we set the Split Variable to be VAR1 (the invoice number) in the Settings Tab.

In the Distribution tab we set all three distribution methods to NONE, uncheck the option "Warn if no distribution found" and check Enable Archiving Mode.

In the Archive Settings, select the archive configuration we set up in step 1.

Spindle will now save all the invoices into this folder structure.

Step 3 – Add the Attach commands to the report design

The invoice layout will contain expressions setting Spindle variables to the Invoice number, the Customer Account number and so on. We will use these values to tell Spindle which files to attach to our emails.

We will need to add an ##ATTACH…## (and optionally an ##ATTACHDIR…##) command to our report so that when it is printed, it is rendered as for example

##ATTACH C:\Archives\Invoices\Abbey Retail\Invoice 00123.pdf##

Note, we cannot use ##COMPANY## and ##VAR1## that are used to populate ##COMPANY## etc. Instead we use the variables for those fields as used by the ERP report writer.

If you end up with a report that looks like it will attach itself, then you have configured it correctly.

Step 4 – Create the Email operation

Back in Spindle Professional Tools, add a second operation under the document type that will simply email the documents to the customers. In this operation we want to set the split variable to be either the Customer account number or customer name, so that each recipient gets only one email.

In the distribution tab we set the method to Email, and in the Email Settings>Advanced we set the option to not send the attachment (because the ##ATTACH command on the report will handle that).


Warning: Because the above process will add all relevant invoices to the mail, please exercise caution that you do not exceed the allowed mail message size limits set by the mail administrator, either on site, or at the recipient end.


Related Product Spindle Professional
Reference Number KBA-01-02-004
Document Date 19/03/2015
Original Author Vince Hodgson
Document Version 1.1
Last Updated 27/06/2017
Update Author
Keywords Spindle Professional, ATTACH, ATTACHDIR, Invoices, Statements, Attachments