DBD: AR - Email Invoices at Sales Journal Update
DBD: Accounts Receivable - Email Invoices At Sales Journal Update
🔵 Overview Use this guide when you need to configure DB Distributor to queue invoice emails and send them only after the Sales Journal is updated, rather than sending immediately when each invoice is printed. This prevents customers from receiving multiple emails when an invoice is reprinted for corrections — only the final version is sent.
Before You Begin
Requirements:
- Access to A/R Parameter Setup in DB Distributor
- Access to the Electronic Forms Interface Setup in DB Distributor
- The Electronic Forms module must be configured with Email as an output delivery option
Defer Invoice Emails Until Sales Journal Update
Use this option if you want customer invoice emails to be held until the Sales Journal batch is updated.
- Go to: Accounts Receivable > Setup > System > System Setup > Parameters
- Locate the parameter on the last screen (ARGMPM)
Menu path to Accounts Receivable > Setup > System > System Setup >Parameters
AR Parameter Setup - VII - ARGMPM
Email Invoices After Sales Journal Update?
Check the box and click Save.
When This Setting Is Enabled
- Invoice emails are queued in DB Distributor instead of being sent immediately at print time.
- If an invoice is reprinted, only the most recent version remains in the queue.
- Previous queued versions are replaced automatically.
- When the Sales Journal is updated, all queued emails for that batch are sent automatically.
- If an invoice is deleted before the batch update, its queued email is also removed.
Review of Email Log
Emails are stored in the EFQ (Electronic Forms Email Queue) file.
- Go to: Setup > Electronic Forms Interface > Setup > Email Queue
- Use filters as needed, including:
- Email creation date range
- Process Status: All
- Document (IN for Invoice)
- Batch number (for invoices)
Menu path to Setup > Electronic Forms Interface > Setup > Email Queue
Click Apply Filter
Email Queue - EFGMAQ - filter criteria
Screen will display all invoices from that day
Email Queue - EFGMAQ - results
Additional Queue Information
- Previously sent emails are marked as Processed.
- To view processed emails, select the All Processed status filter.
Expected Outcome
For invoice batches:
- Emails are automatically sent when the Sales Journal is updated.
Additional Setup: Email Address Configuration
The Electronic Forms email address setup supports:
- Primary email addresses
- CC addresses
- BCC addresses
Multiple addresses must be entered using the following format:
email1@company.com;cc=email2@company.com;bcc=email3@company.com
Path: Setup > Electronic Forms Interface > Setup > E-mail Address
Menu path to Setup > Electronic Forms Interface > Setup > E-mail Address
Up to three email addresses can be specified per record:
- Primary
- CC
- BCC
Replace Fax with E-mail - EFGMAD
Frequently Asked Questions
Q: Why would I want to defer invoice emails until the Sales Journal update?
A: So customers don't receive multiple emails when an invoice is reprinted for corrections — only the final version is sent, once the Sales Journal batch is updated.
Q: Where do I turn on this setting?
A: Accounts Receivable > Setup > System > System Setup > Parameters, on the last screen (ARGMPM), check "Email Invoices After Sales Journal Update?" and click Save.
Q: What happens if an invoice gets reprinted before the batch is updated?
A: Only the most recent version remains in the queue — previous queued versions are replaced automatically.
Q: What happens if an invoice is deleted before the batch update?
A: Its queued email is also removed.
Q: Where can I review what's in the email queue?
A: Setup > Electronic Forms Interface > Setup > Email Queue. You can filter by email creation date range, Process Status, Document type (IN for Invoice), and Batch number, then click Apply Filter.
Q: How do I see emails that have already been sent?
A: Select the All Processed status filter — previously sent emails are marked as Processed.
Q: How do I set up CC and BCC addresses for a customer?
A: In Setup > Electronic Forms Interface > Setup > E-mail Address, enter up to three addresses per record (Primary, CC, BCC) using the format email1@company.com;cc=email2@company.com;bcc=email3@company.com.
Tags: accounts-receivable, email-invoices, sales-journal, electronic-forms, email-queue, DB-distributor