Advanced Print Routing emailing to all contacts rather than those specific to that ship to

[dlangton (Diane Langton)]

We have an APR set up to email our customers invoices based on the role of the contact. However, we have customers that only want these sent to certain people based on the ship to.
For instance, Company ABC wants the invoices for ship to # 1 going to these 2 email addresses, the invoices for ship to # 2 going to 2 different email addresses and ship to # 3 going to 2 other email address however, all three ship tos should have the invoices sent to the main email address.

We thought we had this handled by having the main email contact under the customer and then the ship to email contacts under each ship to.

However, when testing, we found out that the database field under the ship tos for contacts is the exact same as under the customer so the system is sending all invoices to every contact (regardless of the ship to).

Does anyone have a solution for this? I’m willing to provide print screens of what we have set up if needed to help.

[saturnsjazz (Austin Kuhlman)]

@dlangton

We have an APR set up to email our customers invoices based on the role of the contact. However, we have customers that only want these sent to certain people based on the ship to.

It may be your join on the ssrs report. What does it look like? You should get a unique email address in the ShipTo.EMailAddress field.

[Hally (Simon Hall)]

Ship Tos have their own contacts that have a primary shipping flag on them. So you may need to modify the RDD to include that information then do the breaking on that.

either that or you many need to add a ud field if you want to sent to multiples. Typically the primary checkbox only can be enabled for one contact at a time.

[aosemwengie1 (Alisa Osemwengie)]

Which field are you referencing when sending the email?

[dlangton (Diane Langton)]

Here is a screen shot of the APR

We are using the CustCnt.RoleCode as we only want to email those contact with these 2 role codes (not all contacts).

However, I found that that is referencing the same field regardless of where the contact is located on the customer file.

Here is the contact under the main customer file:

and here is the contact under the ship to on the customer file:

The only difference I see is the EpBinding. Is there a way to use that in APR to tell it to match up the ship to on the invoice to this?

[dlangton (Diane Langton)]

We don’t want to use the primary as there are multiple that need to be emailed.

[dlangton (Diane Langton)]

We are using CustCnt.EMailAddress as we are basing it off the CustCnt.RoleCode

[aosemwengie1 (Alisa Osemwengie)]

So the field in my screenshot should be the email address of the ship to contact. The only difference between a ship to contact and a customer contact is that the ShipToNum field is filled in on the ship to contact, and blank on the customer contact. Its not a different table or field. But the out of the box AR invoice report data definition already links out to the ship to email address so you should just be able to use that.

[lindsayc (Lindsay Cook)]

Your solution looks similar to our. The difference being that we added additional contact check boxes to the customer screen:

Then the team can flag as many “secondary” contacts as they want and if appropriate a primary as well.

There’s then processes that run in the background to build up email lists based on the contact type and which area it belongs to, i.e. order acknowledgement, shipping (packing slip) and AR invoice.

[dlangton (Diane Langton)]

Ok, that makes sense. I will try using that to filter out the emails needed. Thank you.

[jkane (John Kane)]

This is what I did.

Email invoices to multiple emails

I added check boxes to the contact forms for Customer and Supplier and called out the automated reports that you can send. If you want someone to always be copied on the report type, you select it. Then APR checks who the primary is and skips them and checks all other contacts to see if anyone is flagged to receive the report. It loops through and adds all contacts to the email. [image]