This is the second of three tasks in this section of the user manual that describe communications-related functions under the Creditors > Communication menu.

The list is:

1. Creditor Contacts
2. Creditor Documentation (this task)
3. Creditor Queue Entries

The Documentation screen displays a list of documents and messages previously generated for a Creditor and allows the creation of new documentation.

NOTE: The setting up of message templates and the technical aspects of messaging are not discussed here. This section simply describes generating and outputting messages. The assumption is that message formats have been defined. The Messaging sub-system is covered in the System Setup User Manual.

View and/or Generate Documentation Messages

1. Make sure the required Creditor/Supplier is displayed (See Create a New Creditor or Retrieve an Existing Creditor).
2. Open the Creditors Menu from Home > Financials > Creditors.

   1. Click the Creditors hamburger menu to expand it:

      

   2. Click Communication to expand the Creditors Communication menu:

      

   3. Select Documentation to open the Creditors documentation screen:

      

3. Any documentation already generated from Bookings or from within the Creditor will display, subject to the Message History settings in the message template (See System Setup User Manual > Message Definitions > Message History).
• The documents display in Date Sent (descending) order and show the Date Sent, the Message Template Code, the Message Status, the Sent To destination and who Sent it.
• In the detail area to the right of the list, the detail shown relates only to the message currently highlighted in the list.

NOTE: What displays in this segment will vary with each message type.

Document Filters

Messages can be filtered allowing users to search for specific criteria to return messages previously sent.

List of Messages Previously Sent

NOTE: In the detail area to the right of the list, the detail shown relates only to the message currently highlighted in the list:

1. The type of message - e.g., Booking Supplier, Supplier General, Voucher etc. (See System Setup User Manual, Message Definitions for the list of valid Message Types).
2. The document action button. Although View Document is displayed in this example, the button can display a different option - e.g. Edit Document - depending the template history settings..
3. The document resend button. Again, this button is only active based on message history and status settings.
4. The name of the message template used for the message.
5. The language associated with the message.
6. The date the message was created.

NOTE: The only message types that can be created and sent in Creditors Communications are General Supplier Messages. These are not booking related. A General Supplier message format simply holds addressing information and allows a message to be created and typed (either in Word or directly in NX depending on the Template setup) and sent to the creditor.

Sending a General Creditor message

To send a message from a Creditor.

1. Click Generate Message.

   

2. The New Document dialogue will display. Select the required Document Template from the Document Format Drop-down.

   

3. Click OK to keep the changes and save or update the entry.

   

4. Click Exit to discard any changes.

   

5. If Ok was selected the Review & Send Document screen will display. There are three tabs in this screen and the entry default tab is the Sending tab. The Message subject has been entered into the Subject field and the correct receipient has been selected from the Contact Name drop-down.

   

NOTE: That email is enabled because an Email Address is present in the Contact Detail field.

6. The document tab displays . Depending on whether the template has been set up to allow editing Internally (using the NX Editor), or Externally (using Microsoft Word), there are choices within this screen.

   In this example, the template is set up for external editing, so the Download button is live which allows the template to be downloaded and opened in Microsoft Word for message creation/editing.

   

   NOTE: An example of Internal editing is given in Debtor Documentation

   1. Once editing is complete in Word, save the document and go back to the Review & Send screen. Download has been replaced by Upload.
   2. Upload the document.
   3. It will display with the edits visible.
7. If an attachment is to be sent with the document, select the Attachments Tab and click Add.

   

8. When the message has been completed, click Email to send the message.