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Email Letters (Expert)
⚠️This article is for Expert users only.
This feature allows you to create different stock email letters for each contract status. Whenever you email a contract, the default letter from Parameters will be inserted.
If you need to change these settings, go to Configuration> System Configurations> Email Letters. You will need the appropriate security access to make these changes.
You will be able to select one of these customized letters from the drop-down menu in the upper left that lists all the available letters by contract status. Letters that can be created: Closed, Open, Quote, Work Order, Purchase Order, Payment Receipt, General, Letter, and On Hold.
Add Button: Clicking this button allows for adding a new email letter.
Delete Button: Any letter with a blank description will be deleted, once this button is clicked.
Purge Button: Any letter with fields blanked out will be deleted, once the button is clicked.
When adding a new email letter, you will see the following screen:
Status – Choose the contract status you want to associate this email letter with. You can choose from: Quote, Reservation, Open, On Hold, Closed, Payment Receipt, or General.
Note: This field is routinely updated and should be checked often. (Reports have recently been added to the status field).
Description – This would be the name of the email letter you are creating.
Subject – Default email subject line.
Default message for this status – You can select which method (Quote, Reservation, Open or Closed) to be your default message.
Body - Default email body line.
Note: The system will automatically insert the Email Body that is typed into Parameters for each contract status; Quote, Reservation, Open, etc. However, if for some reason you blank out those defaults in Parameters, then the system will automatically put in "Invoice ##### attached". If you don't want that message, then enter something in Parameters.
Special Fields – You can use any of these special fields to have the system auto-fill in information of the customer and the customer’s contract. Ex. Entering {Customer Name} special fields item into the body of the email will display the Customer's Name in the email body when emailing a customer.
Note: The {Contract Date} item refers to the contract out date while {Date} displays the date the email is sent. If the date in the Email Subject Line is not displaying the correct date for the contract, make sure the {Contract Date} item is selected and added to the Subject field.
Note: Point of Rental does not store emails. You can set up a blind carbon copy (bcc) to have a copy sent to your inbox.
HyperLinks
You can embed hyperlinks into your email messages by writing the email in HTML. For further information, you can go to www.w3schools.com/html
Basic Example:
<html>
<body>
<p>Hello {CustomerName}</p>
<br>
<p>Attached is your invoice</p>
<br>
<a href=”www.website.com”>Visit Our Web Page</a>
<br>
</body>
</html>