Assembled invoice email processing

Assembled invoice email processing combines multiple invoice documents into a single email attachment when generated through Infor Document Management (IDM). Individual invoice documents are stored as separate documents in IDM. This functionality helps to reduce the number of invoice emails that customers receive.

Invoices are grouped by customer and ship-to email address when the invoices are generated through the Sales Entry Invoice Processing Report (OEEPI) or Sales Demand Invoices Report (OERD). When the configured attachment size limit is reached, the remaining invoices are grouped into separate attachments and sent in separate emails.

Prerequisites

For assembled invoice email processing, you must:

  • Configure assembled invoice email processing on the SA Administrator Options - Documents - Sales Orders - Printing screen.

    For more information, see Configuring assembled invoice email processing.

  • Specify a value for the Invoice Email Subject field in the Infor Document Management Email Subjects section on the SA Administrator Options - Integrations - Document Management screen, if required.

  • Configure the IdmSubmitEmailWaitSeconds business rule on the SA Business Rule Setup screen, if required.

    For more information, see Configuring the wait time for assembled invoice email requests.

Email processing

Invoices that are configured to be emailed are assembled into a single attachment based on the customer and ship-to email address. The configured attachment size determines the maximum size of each assembled email attachment. When the configured limit is reached, the remaining invoices are included in another attachment and sent in a separate email.

Individual invoice documents are stored as separate documents in IDM. The email body includes a list of invoice numbers contained in the assembled email attachment, and the attachment name includes the beginning and ending invoice numbers of the list.

Email subject behavior

When the Assembled Invoice Email check box is selected, the email subject is determined by the Invoice Email Subject field value and the number of invoices in the attachment. Possible scenarios:

  • If the attachment contains multiple invoices and the Invoice Email Subject value is specified without dynamic fields, the specified value is used as the email subject.
  • If the attachment contains multiple invoices and the Invoice Email Subject value is not specified or contains dynamic fields, the email subject is Multiple Invoices Attached.
  • If the attachment contains only one invoice, the specified Invoice Email Subject value is used as the email subject. Dynamic fields can also be included in the email subject.

Business rule

The IdmSubmitEmailWaitSeconds business rule determines the number of seconds to elapse before submitting the IDM request to create the email target. This delay allows IDM time to create the individual invoice documents before the assembled invoice email is generated.

Limitations

Assembled invoice email processing is applicable only to invoice documents that are configured to use IDM Output Management. This feature is not applicable to these documents:

  • Consolidated invoices
  • Commercial invoices
  • Acknowledgments
  • AR invoices
  • Material Safety Data Sheets (MSDS)
  • Product Certification Acknowledgments
  • Product Certification Invoices