Using Scheduled Reports

Using Scheduled Reports

One of the quickest ways to send off reports once a sale is complete is to use the Scheduled Reports option for Vendors, Purchasers and Agents.  As of version 5.6, it is also possible to send select third party reports.  With the click on just a couple of parameters all like reports will be sent to their various destinations in one go.


In Livestock

If you are already in a sale, and need to quickly add details for one contact:

Step 1.  Right-click on the contact:

Either the Vendor in Vendor Listing or Purchaser in Purchaser Ways. 


Step 2. Select Vendor/Purchaser Control 

This will take you to the following screen (in Address Book) where you can follow on from Step 2 below in Address Book.


Idea
If this information should be used in the future, remember to click on Copy from Vendor Control to add the detail to the record for future use.

In Address Book

If you are already in a sale, use Vendor Control to arrive at Step 2 below.  However, If you are updating more than one contact, it is easier to complete this for each contact in Address Book.

Step 1.  Confirm the settings in the contact record.

i.  Ensure that the contact in the address book as been labelled appropriately as a Vendor and/or Purchaser. 


Info
One or both of these boxes needs to be ticked otherwise you will not be able to add report options.

To add a contact as an agent, click on the Agent field to the right hands side and add a code


ii.  Ensure that the correct email address has been entered into the Primary Email address field for the contact.


Idea
If more than one addressee needs to be sent the reports, add the other email address after a semi-colon ";" in the Primary Email field

iii.  Verify that the corresponding fields are populated in order to have the reports enabled.  You should not see "New" for the contact type you are updating.


Step 2. Enable Scheduled Reports

Click on Agent/Purchaser/Vendor field, to open this section and select the reports.

Step 3. Add the email address to the field

Click on the email found on the right-hand-side to populate the record.
Alert
If you cannot access the below report screen, then your contact has not been setup as a vendor/purchaser or agent.  


Step 4.  Select the reports that should be sent for which type of sale.

Multiple reports and sale types can be chosen. Not everyone needs to receive the same reports so it is possible to customise which reports go to which email addresses.
Alert
Be aware that for each row you pick, an attachment is being created.
If choosing to send NVD information, this will generate a separate email as the attachment tends to be very large.

Step 5.  Save your settings


Notes
If there is more than one email address for the record, repeat this step as many times as needed. 

Sending the Reports:

Step 1. Select Transmit and click on the schedule report type you want to send.



Step 2.  Select Confirm before Generating the Report.

So you are able to ensure the right emails are being sent to the right places.
If you have multiple Vendors, check the box on the right to send the same report to as many as required.
Selected details will be coloured green.

Info
If not selecting scheduled reports, only one report can be sent at a time, unless you physically attach more.  

For a single email/report

Select Transmit/Email from Print Queue, the type of Report and the client.

Step 3. Generate the Report/s.

The email window will come up.  It is possible to attach other detail here manually if you wish.

Step 4:  View Emails in Postman.

Click on View in Bulk if it does not auto-populate.


Step 5: Confirm Bulk Emails should be sent.

Check transmitted emails have the correct reports and are being sent to the correct addresses.
Once you are happy that everyone is receiving what they should be, click on Confirm to send.


Idea
If there are any issues, you can right-click on the email and remove.



Step 6. Click on Confirm All.

The activity report should come up to verify the status.

Or click on Activity to view.





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