Last updated: 04.09.2024

Valid from: Opter 2023.12.00

Send PDF supplier bills by email

Using the supplier bill export function, the following can be done:

• Send supplier bills in PDF format by email.

• Save copies of the supplier bills in PDF format in a folder in your local system.

Step 1: Create a supplier bill export

To create a new supplier bills export or to check if there is already a supplier bills export of the PDF type, proceed as follows:

1. Click on Economy > Supplier bills > Supplier bill export.

2. Check in the list on the left whether there is already a supplier bills export of the PDF type. If so, make sure it is set up as described here.

   If there is no supplier bills export of the PDF type, create a new one by clicking on and giving the supplier bills export a name (e.g. “PDF supplier bills by email”).

3. Select PDF from the Type drop-down list.

4. Type “-” (hyphen) in the Encoding field.

5. To save copies of supplier bills in PDF format in a folder in a local system, enter the path to the folder in the Archive folder field.

6. On the File transfer tab, select email from the Method drop-down list.

7. In the Message drop-down list, select the report/template to use for the email that is to contain the supplier bill. For more information about how to create a new report for email messages, see Creating reports for notifications.

8. If Outlook is used for email, the Use Outlook checkbox can be selected. Then sent supplier bills can be seen 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.

9. Select if you want to tick the Use email address in office settings as sender checkbox.

   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.

10. Click on to save all changes.

Step 2: Add the supplier bill export to a supplier bill export group

To create a new supplier bill export setting (i.e. group of exports) or to check if there is already a supplier bill export setting that includes PDF supplier bills by email, proceed as follows:

1. Click on Economy > Supplier bills > Supplier bill export settings.

2. Check in the list on the left to see if there is already a supplier bill export setting (group of exports) that includes PDF supplier bills by email. If so, make sure it is set up as described here.

   If there is no supplier bill export setting that includes PDF supplier bills via email, a new one can be created by clicking on and giving the supplier bill export setting a name (for example, "PDF supplier bills via email and supplier bill export to Fortnox").

3. In the Exports box, select the checkboxes for the exports that are to be included in the group, for example "PDF supplier bills by email" and "Supplier bill export to Fortnox".

4. Click on to save all changes.

5. Select which of the supplier bill export settings (export groups) should be the default. This is done in the office settings on the Crediting tab, by selecting, for example, "PDF supplier bills via e-mail and supplier bill export to Fortnox" in the Supplier bill export drop-down list.

   To set which supplier bill export setting (group of exports) applies to a particular supplier or subcontractor, see Step 3: Set which suppliers and subcontractors should receive supplier bills in PDF format via email below.

6. Click on to save all changes.

Step 3: Set which suppliers and subcontractors should receive supplier bills in PDF format via email

In the step above, we have set which supplier bill export setting (group of exports) should be the default. To set a specific supplier bill export setting for a particular supplier or subcontractor, and to specify the email address for the supplier bill export, proceed as follows:

1. Click on Register > Suppliers or Register > Subcontractors.

2. Find the supplier or subcontractor for which the setting is to be made.

3. Click on the General tab and check that the email address is correct in the Email field in the Contact Information box.

   To specify multiple addresses, separate them with semicolons without spaces, for example “abc@företag.com;def@företag.com” and so on.

4. Click on the Pricing and Billing tab and select the supplier bill export setting from the Supplier bill export drop-down list in the Billing box, for example "PDF supplier bills by email and supplier bill export to Fortnox".

5. Click on to save all changes.

Step 4: Export supplier bills in PDF format by email

Supplier bills in PDF format can be exported from Opter via email to the suppliers and subcontractors you set it up for when you close a supplier bill period, or subsequently as you can choose whether you want to export entire supplier bill periods, but not individual supplier bills.

To export a supplier bill or supplier bill period by email to the suppliers and subcontractors you have defined for this, proceed as follows:

1. Click on Economy > Supplier bills > Supplier bills.

2. Select the supplier bill period you want to export, right-click and select Export.

3. Click on Export and send at the bottom of the window.

   Supplier bills are sent in PDF format by email to the suppliers and subcontractors you have defined for this.

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

   Copies of supplier bills in PDF format are saved in a folder in your local system if a path to the folder has been defined in the Archive folder field in the Supplier bill export window. (For instructions, see Step 1: Create a supplier bill export above).

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