Proposal summary

The proposal summarizes the details about the custom suitelet page which helps the user to preview invoice print and send mail to the user based on the invoice record. It includes email template creation and automatic email sending for specific customers.

Prerequisites

• Macrofin needs to ensure that all the invoice via checkbox in the customer record is unchecked and restrict the standard email process.
• Macrofin will create the custom fields on subsidiaries for email header and body based on the language.
• Macrofin needs to create custom fields to store multiple mail addresses in the customer record.
• Macrofin needs to check the checkbox in the customer record, for the customers in which auto-email functionality needs to be worked.
• The invoice template is provided by macrofin.No additional changes needed on the invoice template.
• Mapping and content in the email the template will be provided by macrofin.
• Macrofin needs to provide the roles to be released in the suitelet.

Requirement 

Compusoft requires a tool to review the PDF invoice before the system sends it to the customer.

The ideal solution is a bulk invoice PDF send to the page with a similar layout to the Approve Sales Orders page, where the user can multi-select invoices and hit an “Approved for Send” button.

It should only show invoices not yet sent, once sent they should not appear in the list again.

Our Solution

We can create a suitelet page to list all the invoices which do not yet send emails to the customers. The suitelet page contains invoice basic details such as invoice name, Number, Customer, Date, etc. It will contain four filter fields such as posting period, Subsidiary, Customer, Due date. The invoice list changes upon this filter. 

We have to create a custom checkbox for denoting the email is sent or not, for that particular invoice. The invoice is listed only if the checkbox is unchecked. When the email is sent the checkbox is automatically checked and the corresponding record is removed from the list.

We need to provide a check box named “Approve” on the list. Users can tick these boxes manually or users can use the mark all button to tick all the invoices in the list. The unmark-all button is used to untick for all the users. Once the user selects the invoice, they can send an email by clicking the “Approved for send” button. Also, they can see the preview of invoice pdf before sending mail by using the “Print” Link given in the list.

We need to create and customize the email template which is sent at the time of approval and send. The email template body is changed based on the customer language. For that,macrofin will create the custom fields in the subsidiary record. We can fetch the corresponding value based on the subsidiary, customer, and language.

Macrofin also needs an automated emailing process for some customers at the time of invoice creation. For that, we can create a custom checkbox in the customer record. If the customer is checked, then the email is sent automatically at the invoice creation by using a workflow or script. For these invoices, the checkbox for email is checked at the time of creation. Also, Require a custom field on the customer record to include or exclude customers from both the process.

Require a custom field on the Subsidiary to exclude the subsidiary from the entire process and from appearing on the Suitelet to avoid accidentally sending(User from the subsidiary can see the invoice list & suitelet page).

If the customer has an additional email id. We can add that to the script at the time of sending emails using cc and bcc. Macrofin needs to create custom fields to store multiple mail addresses.

If there are a lot of records there we need to use pagination. We can use pagination with 100 records per page for better practice. Multiple users can use the suitelet page at the same time. It will not affect any efficiency issue.

Assumptions

• Macrofin will create the custom fields and checkbox for the task.
• The invoice pdf is already customized. No additional changes required.
• The Email template font size is 10 pt and the font stylish Verdana.
• Mapping in the template will be provided by macrofin.
• The submit button on the suitelet page is used to redirect to the home page.
• Macrofin will be provided the email content on the custom fields in the subsidiary record.
• The suitelet is only released to the financial controller roles.

Risks 

If the suitelet page has more than one page. Users can’t select multiple invoices from the different pages for sending. Users can send multiple invoices at a time if it is on the same suitelet page.

Budget and Time
30hr