Send PDF supplier bills by email

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:

Click on Majandus > Hankija arved > Hankija arve eksport.
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”).
Select PDF from the Tüüp drop-down list.
Type “-” (hyphen) in the Kodeering field.
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.
On the Faili edastus tab, select E-post from the Meetod drop-down list.
In the Sõnum 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.
If Outlook is used for email, the Kasutage Outlooki 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 Logi sõnumid on the Serverid tab has been selected in the office settings. Click on Abi > Diagnostika > Meililogid to view sent emails.
Select if you want to tick the Kasutage saatjana kontoriseadetes e-posti aadressi checkbox.

If you have ticked the Kasutage Outlooki checkbox above, and do not tick the Kasutage saatjana kontoriseadetes e-posti aadressi checkbox, your own email address in Outlook will be used as the sender.

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:

Click on Majandus > Hankija arved > Hankija arve ekspordi seaded.
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 it a name (for example, "PDF supplier bills via email and supplier bill export to Fortnox").
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".
Click on Salvesta to save all changes.
Select which of the supplier bill export settings (export groups) should be the default. This is done in the office settings on the Krediteerimine tab, by selecting, for example, "PDF supplier bills via e-mail and supplier bill export to Fortnox" in the Hankija arve eksport 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.
Click on Salvesta 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:

Click on Register > Hankijad or Register > Alltöövõtjad.
Find the supplier or subcontractor for which the setting is to be made.
Click on the Üldine tab and check that the email address is correct in the E-post field in the Kontaktinfo box.

To specify multiple addresses, separate them with semicolons without spaces, for example “abc@företag.com;def@företag.com” and so on.
Click on the Hinnakujundus ja arveldamine tab and select the supplier bill export setting from the Tarnija arve eksport drop-down list in the Arveldamine box, for example "PDF supplier bills by email and supplier bill export to Fortnox".
Click on Salvesta to save all changes.

Step 4: Export the supplier bills

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:

Click on Majandus > Hankija arved > Hankija arved.
Select the supplier bill period you want to export, right-click and select Ekspordi.
Click on Eksportida ja saata 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 the supplier bill export settings (group) to include more exports, those exports will also be performed, for example, supplier bill export to Fortnox. If you do not want a particular export to be performed, untick that export before clicking on Eksportida ja saata.

The supplier bills are saved in PDF format in a folder on your local system if you have entered a path in the Archive folder field on the supplier bill export.