Print, PDF and email
Every document that opens in the side view can be read as a PDF, printed, downloaded and, for most, emailed. This page covers the three together.
Video coming soon: Print, download and email an invoicePDF and print
The PDF tab is the first tab: the document as it will print, laid out with your business unit's details. In the Workspace the tab is Document View.
Click the printer icon in the document's header to open Print Preview. The page is made as a PDF and shown in a window. Click Print to print it or Download to save it. Press Esc to close.
Download a PDF
Open the ⋯ menu on the row or in the document's header and choose Download PDF or Print PDF. The menu shows only to a role with Add/Edit on the document, so a View role uses the printer icon instead. The two items are offered for the documents that print: invoices, quotations, orders, delivery challans, returns, notes, payments, bills, goods receipts, requests, RFQs, bids, expenses, stock adjustments, transfers and conversions, and job orders. Master records, leads and enquiries have no PDF.
Email a document
Choose Send Email to Customer (or Supplier) from the ⋯ menu. The menu item exists for purchase orders, sales orders, invoices, delivery challans, quotations, payments, job orders, leads, enquiries and customers. You can also click Compose Email in the Emails tab, which works for every document that has the tab.
The composer has these fields:
| Field | What to enter |
|---|---|
| From | The business's sending address. If you connected Gmail or Outlook, pick it here instead. |
| Template | A saved email template, or none. Templates are made in Email templates. |
| To, Cc, Bcc | Email addresses. A duplicate is refused. The contact on the document is filled in. |
| Subject | Pre-filled from the document number. |
| Message | Pre-filled, or from the template. You can edit it. |
Click Attach to add files. Each file may be up to 25 MB; a file already added is skipped. Click Send.
For purchase orders, sales orders, invoices, delivery challans, quotations and payments, the document's PDF is attached for you. For other documents you attach what you need. If the PDF cannot be made, the email can still be sent without it.
An invoice also offers Send Overdue Mail, which lists the customer's overdue invoices.
The Emails tab
Sent emails list newest first, each with who it went to, the subject, the date, and Sent or Failed. Click one to read it and reply. Load more shows older ones. For a customer or supplier the tab also shows emails sent about their documents. On a single document, a link-only DealFlow share is listed above the emails.
The tab shows only when email is switched on for your business unit.
On mobile
The Document tab shows the PDF. The document's action menu has Download PDF and Send Email. The Emails tab lists what was sent.
Download PDF differs by phone:
- Android. You pick a folder to save into. If you refuse, the app says "Storage permission is required to save the PDF" and nothing is saved.
- iPhone. The share sheet opens. Choose Save to Files to keep it.
The Android app is on Google Play. The iPhone app is coming soon to the App Store.
Permissions
| To do this | The role needs |
|---|---|
| Preview, print with the printer icon | View on the document |
| Use the ⋯ menu, Download PDF, Print PDF | Add/Edit on the document |
| Read the Emails tab | View on Email |
| Write and send an email | Add/Edit on Email |
A role without Add/Edit on Email does not see Compose Email or the menu item. If it opens the composer by link, it sees a no-access screen.
Problems and fixes
There is no Emails tab
Email must be switched on for your business unit, the document must be one that supports email, and your role needs View on Email.
The email says "attached" but nothing is attached
Bills, goods receipts, credit notes and debit notes are not attached for you. Click Attach and add the PDF you downloaded.
Print Preview shows a blank page
Close it and try again. If it repeats, download the PDF from the ⋯ menu instead.