CenterPoint® Accounting - Print/Reprint or Email/Resend Receipts

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Receipts can be printed, reprinted, emailed or resent in CenterPoint. CenterPoint allows you to email or print your receipts at the time you save the transaction entry. The receipt will be attached to an e-mail as a PDF file using the subject, message, and form type set in File > Preferences > Email Setup > Receipts. You can also choose to print/email or reprint/resend multiple receipts after transaction entry via the Processes > Sales > Print/Email Receipts screen. There are also additional options for reprinting/resending receipts defined in this document.

One Time Setup: Email Preferences

Optional Setup: Define a Default Subject and Message for Emailed Receipts

Set Customer Email/Print Defaults

Set Sent From and Optional Email Addresses

Printing or Emailing a Receipt During Entry

Printing or Emailing Multiple Receipts

Reprint/Resend Receipts

Option 1: Reprint/Resend Receipts from Print/Email Receipts

Option 2: Reprint/Resend Transactions from Transaction Search

Option 3: Reprint/Resend From Report Drill Downs

One Time Setup: Email Preferences

Select File > Preferences > Email Setup > Email Setup.
Select the Database tab.
Enter your “To/From” Email Address. This is the email address used for testing the SMTP settings and if there aren't any Receipts Sent "From" email addresses assigned under Setup > General > Email Addresses. See the Sent From and Optional Email Addresses section in this document for more information.

Once the To/From Email Address is entered, the system will try to auto fill the Server and Port. If it's unable to auto-fill the information, you'll have to get the information from your network administrator. They can also let you know what you should select in the Require Login and Require secure connection (SSL\TLS) fields.
Click Test. An email will be sent indicating the SMTP options have been set correctly. Verify that you received the CenterPoint: Testing SMTP Configuration email. See the Email Setup topic for additional information.

Note: If you didn't receive the email, then the settings in step 4 must be corrected.

Once the email is received, select Save in the Preferences screen.

Optional Setup - Define a Default Subject and Message for Emailed Receipts

If you'd like to use the same email Subject, and Message, and Form each time you email a receipt, it can be added to this preference. This preference also allows you to add Form Fields from the receipt data to the default Subject line or Message text.

Enter a default Subject and Message. If you want to insert Form Fields into the Subject or Message of the email, click the Fields button or type [ at the location the form field should be inserted. The available Form Fields for receipts are:

Amount Received	Company Address 1	Company Address 2	Company City, State, Zip	Company Contact
Company Email	Company Name	Company Phone	Company Abbreviation	Company Name
Memo 1	Memo 2	Payment Terms	Payment Terms Abbreviation	Receipt Date
Receipt Number

For example, you can customize the default Subject and Message for emailed receipts to include data fields from the receipt data along with default text:
1. In the Subject box, click Fields or type [, select Company Name, type Receipt Number, click Fields or type [, and then select Receipt Number.
2. In the Message box, type Dear, click Fields or type [, select Customer Name, and then type a comma.
3. In the Message box, type Attached please find Receipt Number, click Fields or type [, select Receipt Number, type for, click Fields or type [, select Amount Received, type on, click Fields or type [, select Receipt Date, and then type a period.
4. In the Message box, type Sincerely,.
5. In the Message box, click Fields or type [, select Customer Contact.

Select a default Form for emailing receipts. This form will be used to format the PDF file that will be attached to the email.
Click Save.

Set Customer Email/Print Defaults

Prior to emailing a receipt to a customer, the customer file must include an email address and email form options on the Email/Print tab.

If your customers don't currently have email addresses on the Email/Print tab in their record , use the following step to update their records individually.

Select Setup > Names > Names or Setup > Customers.
Find the appropriate customer and click Edit.

Click on the Email/Print tab. Use the Email Addresses and Options section on this tab to set up multiple email addresses where Receipts can be sent for this customer. You can also select how each email is to be sent, No Email, Send "To..." (directly to the recipient), Send "CC..." (as a carbon copy), or Send "BCC..." (as a blind carbon copy, for example, the person sending the email may want to enter their own email address so they have an audit trail of emails sent ). The Email Addresses and Options settings will be used to set the default image on the Email button on the Receipt entry screen. An envelope image with a check mark on it will mean the form will be emailed and an Envelope image with a cross-through on it will mean the form will not be emailed.

The Print Options section on this tab for Print Receipts is used to determine if receipts should be printed for this name/customer. The Print Options settings will be used to set the default image on the Print button on the Receipts screen. A printer image with a check mark on it will mean the form will Print and a Printer image with a cross-through on it will mean the form will not print.

Click Save.

Set Sent From and Optional Email Addresses

The Setup > General > Email Addresses menu selection is used to set the name and email address receipts are sent from. This menu allows you to select other Sent From email addresses for the different forms that you send via email.

You can optionally add email addresses where messages and attached documents can be sent to; including internal staff, outside accountants, or other addresses that are not related to the name/customer the transaction is entered for. You can also select how each email is to be sent, directly to the recipient, as a carbon copy, or as a blind carbon copy or set a default "From" email address for each document.

Select Setup > General > Email Addresses.

Enter the Name, the Email Address, and select how receipts should be sent, No Email, Send "From..." (the default e-mail address the receipt is sent from), Send "CC..." (as a carbon copy), or Send "BCC..." (blind carbon copy).

Printing or Emailing a Receipt During Entry

When entering receipts, the Print and Email icons will display the defaults for the selected customer. For example, if you have a customer setup to email only, the Print icon will display a red X on it and the Email icon will have a green check mark on it.

If a customer is setup to email their receipts, the system will automatically prompt you to email the receipt when the receipt is saved.
You can change the print or email settings for a customer from the Receipts entry screens by clicking on the Print or Email icons. If you click on the Email icon, the settings from the Email/Print tab in Setup > Customers or Setup > Names > Names display. You can add additional recipient email addresses to the To, CC, or BCC boxes by separating the addresses with a semi-colon. You can also change the format of the form the receipt should be emailed on.
Use the Print/Email Receipts screen to email a group of receipts after transaction entry.

Note: If a customer has multiple receipts selected in the Processes > Sales > Print/Email Receipts screen, they will get a separate email for each receipt being sent. See the Printing or Emailing Multiple Receipts section of this document for more information.

Printing or Emailing Multiple Receipts

Select Processes > Sales > Print/Email Receipts.
If this is the first time entering this screen, the screen will not list any receipts. After using the screen for the first time, the previous filter selection will automatically display.

If you would like to filter the list of receipts that display, click the Filter button, select your filter criteria, and either Apply the filter to the list (you will see Custom in the Filter box) or Save the filter so you can select the named filter in the Filter box in the future. In the example below, the filter is set to display receipts that aren't printed and the filter was saved with the name Not Printed - Alpine Sports.

To select all receipts for printing, click Check All or select each receipt you want to print/email. To unselect all receipts from the printing selection, click Uncheck All.
Select the Receipt form type.
Click the Printer icon to change the default printer and the number of copies to print.
Click the Envelope icon to change the defaults set in File > Preferences > Email Setup > Receipts for the Subject, Message, and Form.

Click Email/Print to email and or print the selected receipts. Receipts will be emailed and/or printed according to the email/print settings on the customer. Click Print to print a copy of all selected receipts.
You will receive a Process Completed Successfully message when the receipt(s) complete emailing.
Click Close.

Reprint/Resend Receipts

Option 1: Reprint/Resend Receipts from Print/Email Receipts

Select Processes > Sales > Print/Email Receipts.
Choose a saved filter that will include the receipt or click the Filter button to define new filter criteria.
To select all receipts for reprinting/resending, click Check All or select each receipt you want to reprint/resend. To unselect all receipts from the selection, click Uncheck All.

Select the Receipt form type.
Click the Printer icon to change the default printer and the number of copies to print.
Click the Envelope icon to change the defaults set in File > Preferences > Email Setup > Receipts for the Subject, Message, and Form.
Click Email/Print to resend and/or reprint all selected receipts or click Print to reprint all selected receipts. Receipts will be reprinted and/or resent based on the selections made for the receipts in Setup > Customers or Setup > Names > Names.
You will receive a Process Completed Successfully message when the receipt(s) complete resending.
Click Close.

Option 2: Reprint/Resend Transactions from Transaction Search

Select Reporting Tools > Transaction Search.
Enter the selection criteria for the receipts to be reprinted:

Select a period from the drop down or enter a specific date range in the Date Selection field

Select Summary in the Format Definition field.

Click Search. The transactions that meet the selection criteria specified in step 2 will display.
Select the transactions you need to reprint/resend. More than one transaction can be selected at a time by dragging your mouse down the rows or by holding down the Ctrl key on the keyboard while single clicking on individual transactions.
Right-click and select Reprint Invoices.

Option 3: Reprint/Resend From Report Drill Downs

Select Reports > Reports.
Preview any report where the transaction will be included.
Click on the appropriate transaction to display the transaction in it's original format. The Printer and Email icons that display on the transaction will determine if the receipt will be reprinted/resent when you click Save.

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