Send PDF statements by email

Using the settlement export function, you can do the following:

Send statements in PDF format by email.
Save copies of the statements in PDF format in a folder in your local system.

Step 1: Create a settlement export

To create a new settlement export or to check if a settlement export of type PDF already exists, proceed as follows:

Click on Economy > Supplier bills > Supplier bill export.
Check the list on the left if there is already a settlement export of type PDF. If so, make sure it is set up as described here.

If there is no settlement export of type PDF, create a new one by clicking on and giving the settlement export a name (for example, "PDF settlements by e-mail").
Select PDF from the Type drop-down list.
Type “-” (hyphen) in the Encoding field.
If you want to save copies of the statements in PDF format in a folder in your local system, enter the path to the folder in the Archive folder field.
On the File transfer tab, select email from the Method drop-down list.
In the Message drop-down menu, select the report/template you want to use for the e-mail containing the statement. For more information on how to create a new report for emails, see Creating reports for notifications.
If Outlook is used for email, the Use Outlook checkbox can be selected. Then you can see sent statements in the Sent folder in Outlook.

If the checkbox is not selected, sent emails can be seen in Opter if Log messages on the Servers tab has been selected in the office settings. Click on Help > Diagnostics > Email logs to view sent emails.
Select if you want to tick the checkbox Use email address in office settings as sender.

If you have ticked the Use Outlook checkbox above, and do not tick the Use email address in office settings as sender checkbox, your own email address in Outlook will be used as the sender.
Click on to save all changes.

Step 2: Adding the settlement export to a settlement export group

To create a new settlement export setting (i.e. group of exports) or to check if there is already a settlement export setting that includes PDF settlements by email, please do the following:

Click on Economy > Supplier bills > Supplier bill export settings.
Check the list on the left if there is already a settlement export setting (group of exports) that includes PDF settlements by email. If so, make sure it is set up as described here.

If there is no settlement export setting that includes PDF settlements via email, create a new one by clicking on and give the settlement export setting a name (for example, "PDF settlements via email and settlement export to Fortnox").
In the Exports box, tick the boxes for the exports to be included in the group, for example "PDF invoices by email" and "Settlement export to Fortnox".
Click on to save all changes.
Select which of the settlement export settings (export groups) should be the default. You do this in the office settings on the tab Crediting, by selecting, for example, "PDF statements via e-mail and statement export to Fortnox" in the drop-down menu Supplier bill export.

To set the settlement export setting (group of exports) for a particular haulier or subcontractor, see Step 3: Set up which hauliers and subcontractors should receive statements in PDF format via email below.
Click on to save all changes.

Step 3: Set which hauliers and subcontractors should receive statements in PDF format by email

In the step above, we have set which settlement export setting (group of exports) should be the default. If you want to set up a specific settlement export setting for a particular haulier or subcontractor, and to specify the email address for the settlement export, please proceed as follows:

Click on Register > Suppliers or Register > Subcontractors.
Find the haulier or subcontractor you want to make the setting for.
Click on the General tab and check that the e-mail address is correct in the Email field in the Contact Information box.

Tip
To specify multiple addresses, separate them with semicolons without spaces, for example “abc@företag.com;def@företag.com” and so on.
Click on the Pricing and Billing tab and select the settlement export setting from the Supplier bill export drop-down list in the Billing box, for example "PDF settlements by e-mail and settlement export to Fortnox".
Click on to save all changes.

Step 4: Exporting statements in PDF format via email

You can export settlements in PDF format from Opter by email to the hauliers and subcontractors you have set it up for when you close a settlement period, or afterwards when you can choose whether you want to export entire settlement periods, but not individual settlements.

To export a settlement or settlement period by email to the hauliers and subcontractors you have set it up for, follow these steps:

Click on Economy > Supplier bills > Supplier bills.
Select the supplier bill period you want to export, right-click and select Export.
Click on Export and send at the bottom of the window.

Statements are sent in PDF format by email to the hauliers and subcontractors you set it up for.

If you have set it so that the settlement export setting (group) contains more exports, those exports are also performed, for example settlement export to Fortnox. If you do not want a particular export to be performed, untick the checkbox for that export before pressing Export and send.

Copies of the statements in PDF format are saved in a folder in your local system, if you have entered a path to the folder in the Archive folder field in the Supplier bill export window. (Instructions are available at Step 1: Create a settlement export above.)