Send Invoice PDFs to Buyers via Email

• Overview
• Purpose
• Feature Description
• Instructions
• Important Notes
• Troubleshooting

Overview

This feature allows you to send invoice PDF data directly to buyers via email. It explains the email sending process and how to check the sent emails in the Sent Mails list.

Purpose

The primary purpose of emailing invoice PDFs to Buyers is to complete invoice delivery within the system and reduce the effort required for manual emailing or postal delivery.

Since the sending history can be checked in the Sent Mails list, it also helps manage delivery records and support compliance and control.

Feature Description

Email Delivery Mechanism

For each invoice, an email containing an embedded PDF download link is sent.

Emails are delivered from the system's dedicated address (noreply@dextre.app).

Rules for Determining Email Recipients

The email recipient is determined based on the following priority, and the email is sent to one of them:

1. The Billing Invoice Notification Email Address set by the brand in the buyer master.

   • For instructions on setting the Invoice Notification Email Address, refer to Bulk Update Buyers with Quick Edit.

2. The Email Recipients set by the customer side for the buyer.

Data Sources Determining PDF Export Content

The content of the PDF sent by email is determined based on the following two types of data:

• Data referenced from the invoice: The content included in the PDF sent by email (billing amount, bank account, payment deadline, etc.) is determined based on the latest invoice data at the time of email transmission.
• Data referenced from settings/inputs at the time of email transmission: The content included in the PDF sent by email (layout, display language, etc.) is determined based on the settings and input values in the email transmission screen.

Billing Address Behavior in the PDF Sent by Email

If the billing address is "Set" for the invoice, the billing address will be included in the PDF sent by email.

If the billing address is "Not Set" for the invoice, only the buyer name will be included, and the address will not be included.

Partner Code in the PDF Sent by Email

The buyer's partner code can be included in the PDF sent by email.

If the partner code is not registered in the buyer master, it will not be included even if the export setting is enabled.

Types of PDF Layouts

When sending an email, you can specify from the following multiple layouts:

• Landscape
• Landscape (Output the SKU of an item in one line.)
  • Display SKU information in a single column
  • Display SKU information in multiple columns (up to 3 columns)
• Portrait with image
• Portrait with image (Output the SKU of an item in one line.)

Document Summary Export Option for Invoices with Delivery Notes as Data Source

For invoices where the data source is delivery notes, you can use the option to Display rows by document outline, not by SKU.

• The PDF layout cannot be specified, and it will be a unique portrait layout.
• Since SKU details are not included in the export, the option to SKU property column display name overwrite settings is not applicable.
• Exported items include document number, document date, quantity, amount, etc.

Note that if data sources other than delivery notes are included in the email targets, the option to Display rows by document outline, not by SKU cannot be set manually.

Saving Export Settings as Default

PDF export settings can be saved as default settings and reused for future email transmissions or PDF downloads.

Default settings can be saved for each document type (Invoice or Proforma Invoice).

Master Data Required in Advance

If you use a letterhead and signature, the master data must be created beforehand.

Email Status and Engagement Status

Each sent email is assigned a Status and an Engagement Status.

There are two types of sent email Status:

• Processing: The state where email transmission is not yet complete.
• Processed: The state where email transmission is complete.

There are two types of sent email Engagement Status:

• Unopened: The state where the email has not been opened.
• Opened: The state where the email has been opened.

Instructions

The operation to email invoice PDFs to buyers is performed in the following two steps:

1. Sending the invoice PDF via email
2. Checking the sent email

1. Sending the invoice PDF via email

Navigating to the Email Transmission Screen from the Invoice List

1. Click Transactions menu > Billing Management.

2. Click the Billing Invoices tab.
   *It is opened by default.

3. You can filter invoices by entering criteria in each item of Search.

4. Place a checkmark on the invoices for which you want to email the invoice PDF.

   • To check all invoices displayed in the list, click the checkbox in the header row. You can select up to 100 items at a time.
   • To uncheck all, click Remove All Selections.

5. Click the Bulk Actions dropdown.

6. Click Send PDF via email from the dropdown.
   The "Send Billing Invoice PDF Via Email" modal will open.

Settings in the Email Transmission Screen

1. Mail Body
   Enter the body of the email to be sent.

   The same text will be inserted for all emails.

2. Resend Email
   If invoices that have already been emailed are included, you can select from the dropdown whether to include or exclude the sent invoices.

   • Include sent: Sends including already sent invoices.
   • Remove sent: Sends after removing already sent invoices.

PDF Content Settings

1. Invoice Type
   Select either Billing Invoice or Proforma Invoice from the dropdown.

2. Use default settings
   Specify with the checkbox whether to use saved default settings.

   Default settings for invoices are saved for each Invoice Type.

   • If the checkbox is enabled: Uses the saved default settings. Proceed directly to the Sending the email step.
   • If the checkbox is disabled: Does not use default settings and configures various PDF export settings.

3. Overwrite default settings with the following
   If enabled, the PDF export settings currently saved in the Default Settings will be overwritten with the current PDF export settings.

   From the next time onwards, the current PDF export settings will be available as the Default Settings.

4. Display rows by document outline, not by SKU
   This can be set when the data source for all invoices to be emailed is Delivery Note.

   If enabled, details will be exported as a summary of the delivery note associated with the invoice, rather than as SKU details.

   For details, refer to Document Summary Export Option for Invoices with Delivery Notes as Data Source.

5. PDF Layout
   Select one of the following four PDF layouts from the dropdown:

   • Landscape: SKU Display Options are not set.
   • Landscape (Output the SKU of an item in one line.): SKU Display Options are also set. Input items for SKU Display Options will be displayed.
   • Portrait with image: SKU Display Options are not set.
   • Portrait with image (Output the SKU of an item in one line.): SKU Display Options are not set.

   *Cannot be set if the Display rows by document outline, not by SKU option is enabled.

6. SKU Display Options
   Set this when Landscape (Output the SKU of an item in one line.) is selected in PDF Layout.

   Select one of the following two options from the dropdown:

   • Display SKU information in a single column: Displays SKUs concatenated into a single column.
   • Display SKU information in multiple columns (up to 3 columns): Splits columns for each SKU property constituting the SKU, displaying up to 3 columns.

7. Letter head
   Select a letterhead from the dropdown.

8. Signature
   Select a signature from the dropdown.

9. Font Size
   Select the font size of the text in the PDF sent by email from the dropdown.

   Font sizes are selectable from 6px, 8px, 9px, and 10px.

10. Language
    Select the display language of the text in the PDF sent by email from the dropdown.

    You can select Japanese or English.

11. Display transaction information on the first page only
    If enabled, the transaction information displayed in the header section will be omitted from the second page onwards.

12. SKU property column display name overwrite settings
    This setting only pertains to when the PDF Layout is Landscape.

    The SKU property column display names on the PDF change depending on whether this checkbox is enabled or disabled.

    *Cannot be set if the Display rows by document outline, not by SKU option is enabled.

    tip

    For example, if the SKU property display names are Color and Size, the display names change as follows:

    • If enabled: The headers in the PDF sent by email are overwritten with their respective display names, Color and Size.
    • If unchecked: The headers in the PDF sent by email will be displayed as SKU Property 1, SKU Property 2.

13. PDF Title Settings
    Enter the header title for the PDF.

    By default, a title corresponding to the "Language" is automatically inserted.
    Customization via free input is also possible.

14. Maker Information / Seller Information
    Set the following three items:

    • Maker Address: Select the maker's address from the dropdown.
    • Display company name in seller information: If enabled, the company name is displayed in the seller information on the PDF.
      If unchecked, the company name is hidden from the seller information on the PDF.
    • Display brand name in seller information: If enabled, the brand name is displayed in the seller information on the PDF.
      If unchecked, the brand name is hidden from the seller information on the PDF.

Sending the email

After checking the entered content, click the Send button.

One email is delivered for each invoice.

2. Checking the sent email

1. Click Transactions menu > Billing Management.

2. Click the Sent Emails tab.

3. Check the following items:

   • Buyer Name
   • Billing Invoice NO.
   • Created Time
   • Status
   • Engagement Status
   • Recipient Emails

If necessary, you can filter the search using Search Buyers or Filter Mails.

Immediately after sending, the Status will be Processing.
To check whether the transmission is complete, click the Update button to get the latest state.

If the Status is Processed, the transmission is complete.

The following operations are possible as needed:

• Check the details of the sent email:
  Click the Details button in the Sent Mails list. You can check details of the sent email (including the recipient's email address).
• Download the sent invoice:
  Click the Download button in the Sent Mails list. You can directly open the PDF file sent to the customer in your browser.

Important Notes

Scope of This Feature

This feature is explained with Invoice as the target.

Draft Invoices automatically issued by the billing schedule feature are outside the scope of this explanation.

If the billing address is not set, only the buyer name will be included in the PDF sent by email

If you want to include a billing address in the invoice PDF sent by email, please edit the invoice and register a billing address.

If a billing address is not required, conversely, edit it to an unregistered state.

Settings cannot be changed when "Use default settings" is enabled

If you want to change the PDF layout, language, font size, maker address, etc., please uncheck Use default settings.

Editing Remarks and Free Description Fields

In the PDF email transmission feature, you cannot directly edit or add comment or remark text.

If you want to add comments or remarks to the PDF, please do so via the invoice editing feature.

Emails are not sent to the email address in the billing address

Emails are not sent to the email address registered in the billing address.

The billing address is registration information primarily intended for exporting to PDF, Excel, etc.

Sending multiple invoices to the same buyer

When sending multiple invoice PDFs to the same buyer, multiple emails will also be sent. Consolidation into a single PDF file is not performed.

Tracking Specifications for Sent Email Engagement Status

It becomes Opened only when the system can detect the opening of the email.

If sent to multiple email addresses, it becomes Opened if the email is opened at any one of the email addresses.

It will remain Unopened in the following cases:

• If the email has not been opened even once.
• If the email has not arrived due to a transmission error, etc.
• If the email opening status cannot be tracked due to the customer's security settings.

Troubleshooting

Customer has not received the email

Please check the following in Recipient Emails in the Sent Mails list:

• Does the intended email address exist?

  If it is displayed as Other email addresses, please check all entries in Recipient Emails from the Details button, just in case.

• Is there an error in the recipient's email address?

  This is the most common case among troubles. Please check the following points:

  • Are there any typos or omissions?
  • Are there input mistakes, such as .co.jp when it should be .jp?

• Is it being sorted into the junk folder by the customer's mailer?

  Please check if it has been sorted into the junk folder.

If the intended address does not appear in Recipient Emails:

Please register the correct email address using one of the following steps:

• The brand side registers the correct email address in the Billing Invoice Notification Email Address of the buyer master.
• The customer side registers the Email Recipients from the Buyer Settings of the buyer app.

If the issue still persists:

Please urge the customer side to add @dextre.app to the allowlist for domain reception settings.