1. This article reviews the various automated emails that can be sent to a Customer during the order delivery process.
TIP! Please see related article on Email Settings, this will affect who receives emails and which emails the system sends.
TIP! Enable Email tracking for details on the status of the email. See related article.
2. Once the Customer Order delivery has been created the email sequence starts.
NOTE: On the Current Orders and Order History pages of the Customer section of the menu, the email status is shown for each order.
3. EMAIL 1 ORDER CONFIRMATION
This shows in the transaction log and on the open order as "confirmation email".
4. The Customer receives an email titled "Your order confirmation"
NOTE: The summary does not contain pricing. There is delivery slip/BOL attached to the email as well as a PDF copy of the order.
5. NOTE: There is an optional setting for "Ready To Dispatch". This is meant as an internal status, prior to dispatch. It does NOT produce an automated email.
6. EMAIL 2 - DISPATCH EMAIL
This is automatically sent out when 'dispatch' is chosen, either by admin staff from the transaction menu or from the driver log-in.
7. There is an alert to inform that an email is sent. To dispatch, click "Yes, Send Notifications"
8. The Customer receives an email titled "Transport dispatched to deliver"
9. This email shows as "Send Dispatch Email " on the transaction log
10. Once a signature has been obtained and delivery is complete, invoicing emails can be sent.
NOTE: If Approvals are enabled in system settings, then an additional email is sent automatically when the driver obtains a Customer signature. This email serves as a Proof of Delivery.
Optional EMAIL 3A - WAITING APPROVAL
TIP! When approvals are enabled, the system will not send the Invoice until billing has been approved. If office staff "invoice' the transaction no email is sent while awaiting approval. If the driver completes the delivery, the system will send the Approval email.
11. The Customer will receive an email titled "Order update email (pending approval)".
This will show as "POD email" sent, in the transaction logs.
12. EMAIL 3B - INVOICE EMAIL
If Approvals are not enabled the Invoice email will be sent once a signature has been received and the delivery complete.
If Approvals are enabled, the Invoice email is sent automatically when the Invoice is approved.
Once sent, the Invoice email shows as "transaction' email on the transaction log.
13. The Customer will receive an email titled. "Your Invoice (reference number and company name is included)". A PDF copy of the Invoice (with pricing) and the Proof Of Delivery is attached.
