Skip to content
logo Knowledgebase

Paperless e-mail recipients receive the same Subject text, such as Customer Name or Invoice Number merge field

Created on  | Last modified on 

Summary

In Sage 100 Paperless Office, email recipients can receive invoices with the correct PDF attachment, but with incorrect merge field values in the email subject. This issue has occurred in specific environments, enhancements, and printing scenarios.

Cause

In a support case involving the Paya Click2Pay enhancement, updated programs from Paya resolved the issue.
This issue was also reported when Sage 100 ran through a Terminal Server environment.
Keep Window Open After Print selected when printing/reprinting specific invoices from a batch.
According to the Sage 100 2019 release notes, the issue was resolved in that version.
According to the Sage 100 2018 Product Update 4 release notes, it’s resolved in that update.

Resolution

Symptoms

Paperless email recipients receive the same subject line text, such as a customer name or invoice number merge field, even when different documents are sent.
The attached PDF remains correct for each recipient. Only the email subject contains incorrect merge field values.

Enable the lock file setting

NOTE:

 Complete this procedure in every company configured for Paperless Office.

 
  1. From the Sage 100 Desktop, select File, Run.
  2. In the Sage 100 Run Program window, enter the following program:
    • PL_AdvancedOptions_Ui
  3. Click OK.
  4. In the Paperless Office Advanced Options window, verify that Use Lockfile is selected.
  5. Click OK.

Alternative printing workaround

De-select the Keep Window Open After Print checkbox when printing or reprinting individual Sales Order invoices from a batch.

Remove merge fields from email subjects

Edit the email message

  1. Open Paperless Office, Setup, Electronic Delivery Message Maintenance.
  2. Click the Message Search button (flashlight icon).
  3. In the E-mail Message List window, select the appropriate entry.
  4. Match the entry to the correct Document Type, Company Code, Document, and Subject.
  5. Change the Subject field so it doesn't contain merge fields.
  6. Use a generic subject line instead.
  7. Click Accept.

NOTE:

Merge fields are predefined values enclosed in brackets. Available merge fields vary by form.

EXAMPLE:

Use "Dear Valued Customer, here is your invoice" instead of "Dear [BillToName,] here is your [Document][DocumentNo]".

 

Per the Release Notes for Product Update 4 for Sage 100 2018, resolved with that update.

Per the Release Notes for Sage 100 2019, resolved in that version.

Steps to duplicate

For S/O Invoice printing issue with Keep Open after Print: Paperless Office must be already set up with Forms selected and Form Maintenance configured for S/O Invoices plus Email setup in Company Maintenance and Accounts Receivable customers have email addresses set up (use an email address for customer that allows email to be sent to you). 1) Using Paperless Office, Setup, Electronic Delivery Message Maintenance add Merge fields into the Subject field (such as or) 2) Create/Choose a Sales Order Invoice Batch containing multiple invoices for customers with email addresses existing 3) Print the Sales Order Invoice Batch: a) select Sales Order, Main, Invoice Printing, select the Print check box on the Batch, and select Proceed b) on the S/O Invoice Printing window choose the following: i) Select the "Keep Window Open After Print" checkbox ii) Select a Paperless Office Output option that includes Electronic Delivery (such as Electronic Delivery Only). iii) In the Invoice Number field, select the lookup and choose the first invoice number listed in the invoice list. c) Select Print to electronically deliver the Invoice. Note: you may need to choose Print Invoices Already Printed once they’ve been printed. Processing Invoices/Sending e-mail will appear d) Once 1st invoice sends email, check the email sent for this invoice and it will show the correct email Subject information with correct invoice attachment e) keep the Paperless Office Output selection and "Keep Windows Open After Print" option and then select the 2nd invoice from the Invoice list via the Invoice lookup list. f) Print the 2nd invoice g) Once the email is sent, check the email and it will show the information from the first invoice in the subject of the email for the 2nd invoice (and others). The Invoice attached will be for the correct customer. The merge fields in email Subject aren’t updated on 2nd and later invoices printed if the "Keep Window Open After Print" box is selected AND individual S/O Invoices are printed from a Sales Order Invoice batch.