Sending documents to our contacts and visualizing them

Introduction

To keep your business documentation under control, especially billing, we know it's necessary to be able to send all files to your contacts for both receivables and payables, as well as their proofs, in an agile and effective way.

With Stockagile, you can send a link to your contacts through which they can access a repository with their information and all their documents, so they can preview, download, or print them.

You will find this sending option in the following modules:

• Billing:
  
  
  • Invoices.
    
    
  • Proformas.
    
    
  • Quotes.
    
    
• Stores > Sales:
  
  
  • Within the pop-up window of a sale.
    
    

Requirements for Sending Documents

• The user must have the role of OWNER, STORE MANAGER, or WAREHOUSE MANAGER. You can see the different types of roles in the section Create or edit a user.
  
  

Steps to Send Documents from the Billing Module

To send documents, we will do it from the point of view of an invoice, but the process will be the same for proformas and estimates.

1. Go to the INVOICES section in the BILLING module.
   
   
2. Search for and select the invoice you want to send.
   
   
3. Once inside the invoice, make sure you have all the correct information.
   
   
4. ⚠️ Note: to be able to send an invoice, you must have generated it beforehand.
   
   
5. Click on the SEND button you will find at the top right.
   
   
6. A pop-up window will open where you can fill in the following information:
   
   
   • Recipient/s: to add recipient/s, type their email, and press enter. To remove, just click on the cross that will appear at the end of the email.
     
     
   • Subject: by default, it will be the invoice reference, but you can modify it.
     
     
   • Message: where you can write the message you want to attach with the document.
     
     
     
     
7. When you have all the information filled in correctly, click on SEND.
   
   
8. ⚠️ Note: the sender of this email by default will be the one set up at the company level, if not configured, the sender will be no-reply@stockagile.com. 
   
   
   • Access these links to configure the email for Gmail or Microsoft.
     
     
9. Once sent, a verification message will appear at the top right.
   
   

Steps to View Documents

1. The recipient will receive an email with the subject you have written.
   
   
2. Within the email, they will need to click on ACCESS [ref-invoice].
   
   
3. The portal will open in a new tab with the corresponding invoice where they can perform the following actions:
   
   
   • Download.
     
     
   • Print.
     
     
4. To view all invoices, they simply have to click on the INVOICES module found in the left side menu.
   
   
5. Depending on the type of recipient, they may also navigate and view the full repertoire of their:
   
   
   • Receipts.
     
     
   • Invoices.
     
     
   • Proformas.
     
     
   • Estimates.
     
     

Steps to Send Sales Receipts

1. Go to the STORES module in the SALES section.
   
   
2. Click on the sale for which you want to send the receipt.
   
   
3. ⚠️ Note: to be able to send the receipt, you must assign a client to the sale who has an email address.
   
   
4. Below in the icons, you will see the envelope icon:
   
   
   • Without gift: sends the normal cash register receipt.
     
     
   • With gift: sends the gift ticket.
     
     
5. Click on the one you want to send.
   
   
6. A message will appear at the top right confirming that the ticket has been sent correctly.
   
   
7. The recipient will receive an email similar to the one mentioned in the previous section and must follow the same steps to be able to view it.

⚠️ Note: the message that will appear in this case will be the footer of the ticket associated with the sale.