Send Delivery Note PDFs to Buyers via Email

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

Overview

This feature allows you to send Delivery Note PDFs directly to buyers via email. This manual explains the email sending operation and the procedure for checking them in the sent email list.

Purpose

The feature to send Delivery Note PDFs to buyers via email is primarily used to reduce man-hours and create time.

By eliminating the task of individually downloading PDFs and manually sending emails, you can shorten the time required for delivery note dispatch operations.

Additionally, since it is possible to track transmission history and check open statuses, it is also used for the purpose of ensuring compliance and internal control.

Feature Description

Email Delivery Mechanism

This is a feature for sending Delivery Note PDF data directly to buyers via email.

For each individual delivery note, an email embedded with a 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 sent to one of the following:

1. The Delivery Note Notification Email Address set by the brand in the buyer master.

   • For instructions on setting the notification email address, please refer to Bulk Update Buyers with Quick Edit.

2. The Recipient Emails set by the customer 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 delivery note: The content included in the PDF sent by email (such as billing amounts and quantities) is determined based on the latest delivery note 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 (such as layout and display language) is determined based on the settings and input values in the email transmission screen.

Delivery Address Behavior in the PDF Sent by Email

If a delivery address is set in the delivery note, the delivery address will be included in the PDF sent by email.

If the delivery address of the delivery note is not set, only the buyer name will be included in the PDF sent by email. The address will not be included.

Export Settings During Email Transmission Can Be Saved as Default

The export settings used during email transmission can be saved as default settings.

Saved default settings can be reused for future email transmissions or Delivery Note PDF downloads.

Masters Requiring Advance Registration

To use the following items, the masters must be created in advance:

• Letter Head
• Signature

Sent Email Status and Engagement Status

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

The Status of a sent email consists of the following two types:

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

The Engagement Status of a sent email consists of the following two types:

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

Instructions

This manual explains the operating procedure in the following two steps:

1. Send PDF via Email
2. Check Sent Emails

1. Send PDF via Email

Navigating to the Email Transmission Screen

1. Click Transactions menu > Delivery Management.

2. Click the Delivery Invoices tab.
   *It is open by default.

3. You can filter delivery notes by entering conditions in each item of Search.

4. Place a checkmark on the delivery notes you wish to send as PDFs via email.

   • To check all delivery notes displayed in the list, click the checkbox in the header row. You can select up to 100 items at a time.
   • To unselect all checks, click Remove All Selection.

5. Click Send PDF Via Email.
   The Send Delivery Invoice PDF Via Email modal will open.

Settings on 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 delivery notes that have already been sent are included, you can select from the dropdown whether to include or exclude the already sent delivery notes.

   • Include Sent: Sends including the already sent delivery notes.
   • Remove Sent: Sends after removing the already sent delivery notes.

PDF Content Settings

1. Use default settings
   Specify whether to use saved default settings via the checkbox.

   • If the checkbox is enabled: Saved default settings will be used. Proceed directly to the Email Transmission procedure.
   • If the checkbox is disabled: Default settings will not be used, and various download settings must be configured.

2. Overwrite default settings with the following
   Enabling this check will overwrite the download settings saved in the Default settings with the current download settings.

   From the next time onward, the current download settings will be available as the Default settings.

3. PDF Layout Settings
   Select one of the following four from the dropdown:

   • Landscape
   • Landscape (Output the SKU of an item in one line.)
   • Portrait with image
   • Portrait with image (Output the SKU of an item in one line.)

4. SKU Display Options
   Configure this if 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 composing the SKU and displays up to 3 columns.

5. Letter Head
   Select a letter head from the dropdown.

6. Signature
   Select a signature from the dropdown.

7. 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.

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

   You can select Japanese or English.

9. Display transaction information on the first page only
   Enabling this check will omit the Transaction Information displayed in the header from the second page onward.

10. SKU property column display name overwrite settings
    This setting is relevant only when the PDF Layout is Landscape.

    The SKU property column display name on the PDF changes depending on whether this check is enabled or disabled.

    tip

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

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

11. Show retail price on PDF line items
    Enabling this check adds the Suggested Retail Price item to the line items of the Delivery Note PDF sent by email.

    • This applies to delivery notes where the trade condition is other than Wholesale Price / Recommended Retail Price.
    • If the delivery note's trade condition is Wholesale Price / Recommended Retail Price, the "Retail Price" is always included as usual, so this will not apply.

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

    By default, a title corresponding to the "Language" is automatically inserted.
    It can also be customized via free text.

13. Maker Information / Seller Information
    Configure the following three items:

    • Maker Address: Select the maker's address from the dropdown.
    • Display Company Name in Seller Information: Enabling this check displays the company name in the seller information of the Delivery Note PDF.
      Disabling it hides the company name from the seller information of the Delivery Note PDF.
    • Display Brand Name in Seller Information: Enabling this check displays the brand name in the seller information of the Delivery Note PDF.
      Disabling it hides the brand name from the seller information of the Delivery Note PDF.

Email Transmission

After confirming the input details, click the Send button.

One email will be delivered per delivery note.

2. Check Sent Emails

1. Click Transactions menu > Delivery Management.

2. Click the Sent Emails tab.

3. Check items such as:

   • Buyer Name
   • Delivery Invoice No.
   • Create Time
   • Status
   • Engagement Status

If necessary, you can perform a filtered search using Search Buyers or Filter Mails.

Immediately after sending, the Status will be Processing.
When confirming completion of transmission, click the Update button to retrieve the latest status.

If the Status is Processed, the transmission is complete.

The following operations are available as needed:

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

Important Notes

Emails Are Not Sent to the Email Address of the Delivery Address

Emails will not be sent to the email address registered in the delivery address.

The delivery address is registration information primarily intended for exporting to PDF or Excel.

When Sending Multiple Delivery Notes to the Same Buyer

When sending multiple Delivery Note PDFs to the same buyer, multiple emails will also be sent. They will not be integrated into a single PDF file.

Tracking Specifications for Engagement Status

The tracking of the engagement status (Unopened/Opened) for sent emails has the following specifications:

• 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 those email addresses.

• It remains Unopened in the following cases:

  • If the email has not been opened at all.
  • If the email has not reached the recipient due to a transmission error, etc.
  • If the email opening status cannot be tracked due to the customer's security settings.

Troubleshooting

Email Has Not Reached the Customer

Please check the following from the Recipient Emails in the sent email list:

• Does the intended email address exist?

  If it is displayed as Other email addresses, please check all 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 any input errors, such as .jp being entered as .co.jp?

• Is it filtered into the spam folder in the customer's email client?

  Please check if it has been filtered into the spam folder.

If the intended email address does not exist in the recipient email addresses:

Register the correct email address using one of the following procedures:

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

If the issue persists:

Encourage the customer to add @dextre.app to the allowlist of their domain reception settings.