AUTOMATED EMAILS Proposal

Requirement 

Pure Care Inc Canada wants to create new email templates that sending when, 

 

1. Create Cash Refund directly from the Cash Sale. 
2. Create credit memo directly from invoice(No RA Created) 
3. Create Credit Memo from Return Authorization, that was created from an invoice 
4. Create Credit Memo from Return Authorization, that was created from cash sale 
5. Credit memo refunded – Refund Method : Credit Card 
6. Credit Memo Refunded – Refund Method : E-Transfer 
7. Customer Refund PDF through a custom button 
8. Send Statements to Customers except, 
9. Those with TERMS of:  EFT – DO NOT PAY 

C13871 

C14579 

C14966 

C7128 

C5406 and all subcustomers of C5406 

Subcustomers of C2529 

Subcustomers of C13860 

Subcustomers of C13861 

Subcustomers of C14316 

Subcustomers of C3925 

Subcustomers of C4698 

Subcustomers of C6873 

Subcustomers of C8597 

Our Solution 

1. We will create email templates for each cases. 
2. Regarding customer refund we are not created PDF before. We will create the PDF also for attaching with those customer refund emails. 
3. We will use the new email font / format / color / layout 
4. Remove “Your Order Is On It’s Way” on these emails. 

       

 

WHEN CREATE CASH REFUND DIRECT FROM A CASH SALE – – NO RA CREATED 

 

• We will send an email when creating the cash refund. 

We will add a checkbox labelled “Do Not Email” on this record, so you can restrict the email sending as per your requirements. 

We will create a form for Cash Refund: 

1. The Cash refunds issued directly from the cash sale that are refunded by credit card. The PDF will print like, 

 

1. The Cash refunds that are refunded by E-Transfer. The PDF will print like, 

 

1. The Cash refunds by all other methods, which is the same as the corresponding ones attached, but without showing: credit card number, e-transfer number, or e-transfer email. The refund method will pull in the selected refund method. The PDF will print like, 

 

1.  

• We will create three forms and three Advanced PDFs for these. 
• We will not send an email when creating a cash refund that is not issued from any cash sale (i.e., it is just created). For these Cash refunds we will customize the PDF with title “Refund Receipt”. Also, we will not send an email if no refund method is specified. 
• We will send the email with the PDF attachment. 
• The email will be sent with the following subject and body: 

SUBJECT:  

CREDIT CARD REFUND  

  

MESSAGE: 

The attached has been refunded back onto your credit card. Please allow 5-7 days for the refund to show online in your credit card account. 

• The email will be sent to both the Accounts Payable email and the main email. 

 

 

 

WHEN CREDIT MEMO CREATED DIRECTLY FROM INVOICE – NO RA CREATED 

• We will send the email when creating the credit memo directly from invoice. 
• We will attach the credit memo PDF with this email. 
• We will add an option for “Do Not Email” within the credit memo record. 
• The email will be sent to both the Accounts Payable email and the main email. 
• The email will be sent with the following subject and body: 
•  
• SUBJECT:  

CREDIT MEMO #__________ 

MESSAGE: 

The attached credit memo is currently showing open on your account and needs to be applied against your next payment. 

Please contact us if you need assistance applying this credit against an order or payment. 

 

 

 

WHEN CREDIT MEMO IS CREATED FROM A RETURN AUTHORISATION THAT WAS CREATED FROM AN INVOICE – AUTOMATIC EMAIL ON SAVE 

 

• We will send the email when the credit memo is created from return authorization that was created from an invoice. 
• We will attach the credit memo PDF with this email. 
• We will add an option for “Do Not Email” within the credit memo record. 
• The email will be sent to both the Accounts Payable email and the main email. 
• The email will be sent with the following subject and body: 
•  
• SUBJECT:  

CREDIT MEMO #__________ 

MESSAGE: 

The attached credit memo is currently showing open on your account and needs to be applied against your next payment. 

Please contact us if you need assistance applying this credit against an order or payment. 

 

WHEN CREDIT MEMO IS CREATED FROM A RETURN AUTHORISATION THAT WAS CREATED FROM A CASH SALE – AUTOMATIC EMAIL ON SAVE 

 

• We will send the email when the credit memo is created from a return authorization that was created from cash sale. 
• We will attach the credit memo PDF with this email. 
• We will add an option for “Do Not Email” within the credit memo record. 
• The email will be sent to both the Accounts Payable email and the main email. 
• The email will be sent with the following subject and body: 
•  
• SUBJECT:  

CREDIT MEMO #__________ 

MESSAGE:  

The attached credit memo has been refunded back onto the credit card and cannot be applied against future payments or orders. 

Please allow 5-7 days for the refund to show online in your credit card account. 

 

CUSTOM PRINT BUTTON ON CUSTOMER REFUND RECORD 

 

• We will create a custom print button. 
• On that button click the Customer Refund print will shown. 
• When using the refund method: Credit Card: 
•  
•  
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• When using the refund method: e-Transfer: 
•  
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• For any other refund methods, 
•  
•  
•  

 

WHEN CREDIT MEMO REFUNDED – REFUND METHOD: CREDIT CARD – AUTOMATIC EMAIL ON SAVE 

 

We will send the email when the customer refund creation (Credit memo refunded) with refund method Credit Card. 

We will make the checkbox “To Be printed” as never ticked unless manually selected. 

We will add an option for “Do Not Email” within the Customer Refund record. 

The email will be sent to both the Accounts Payable email and the main email. 

The email will be sent with the following subject and body: 

 

SUBJECT:  

CREDIT CARD REFUND 

MESSAGE: 

The credit memo referenced on the attached receipt was refunded back onto your credit card.  

Please allow 5-7 days for the refund to show online in your credit card account. 

 

• We will attach the Customer Refund PDF along with this email. The sample is added below, 
•  

 

 

WHEN CREDIT MEMO REFUNDED – REFUND METHOD: E-TRANSFER – AUTOMATIC EMAIL ON SAVE 

 

We will send the email when a customer refund (credit memo refunded) is created using the refund method “E-Transfer”. 

We will make the checkbox “To Be printed” as never ticked unless manually selected. 

We will add an option for “Do Not Email” within the Customer Refund record. 

The email will be sent to both the Accounts Payable email and the main email. It will also be sent to the email address to which the e-transfer was sent, if different (we will get this email from the memo field). 

The email will be sent with the following subject and body: 

 

SUBJECT:  

E-TRANSFER REFUND 

 

MESSAGE 

 

E-TRANSFER TO: ___________ (pull this email address from memo field) 

E-TRANSFER #: _______________ (pull this info from Check # field) 

 

The credit memo referenced on the attached receipt was refunded by e-transfer to ___________________ (pull this info from memo field). 

 

•  
•  
• If no refund method is specified, we will not send an email. 
• If any other refund method exists within the customer refund, we will send the email with the attached PDF. The PDF sample is included below. 
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•  

 

SCHEDULED STATEMENT EMAIL 

 

We will schedule the email to be sent at 1 AM on the 1st and 15th of every month. 

The start date for the statement will not be considered, and the email will show only open transactions. 

It will be sent only if there is an open balance on the account, whether greater or less than $0.00. 

The email will display open transactions for all entries posted directly to the parent account and will include all sub customers’ open transactions. Sub customers will see only open transactions specific to their clinic. 

We will add a check box within the customer record to exclude customers from the statement email sending functionality. 

Send statements email to all customers except: 

Those with TERMS of: EFT – DO NOT PAY 

C13871 

C14579 

C14966 

C7128 

C5406 and all sub customers of C5406 

Subcustomers of C2529 

Subcustomers of C13860 

Subcustomers of C13861 

Subcustomers of C14316 

Subcustomers of C3925 

Subcustomers of C4698 

Subcustomers of C6873 

Subcustomers of C8597 

 

 

Questions 

1. Would you like to add table within the PDF with email body. 
2. Would you like to add items in the “Purchase Order” PDF? 
3. Regarding the custom button Print for customer refunds, what should the title of the PDF be when they are applying types other than a credit memo or nothing applied?  
4.  

Assumption 

• We will format the date as MM/DD/YYYY. 
• We will not send any emails if no refund method is specified. 
• The checkbox “To Be Printed” within the Customer Refund record indicates whether you want to print a check for this refund. We will ensure this checkbox is never ticked unless manually selected. 
• We will add a checkbox on customer records that you can select to exclude those customers from the statement email sending functionality. 
• We will create a “Do Not Email” checkbox within each record. 
• We will set the standard “To Be Emailed” checkbox to false to restrict the standard email sending functionality.