Edit the Recipients List for SM Invoices

You can add additional recipients, delete recipients, and edit the delivery information for existing recipients as needed before delivering invoices (work order or agreement).

You must first process an invoice before you can edit the recipients list. Once an invoice is processed (that is, sent to AR by posting a batch), the Recipients tab is enabled, allowing you to add, modify, or delete recipients.
When you generate invoices for a customer work order (via SM Work Orders or SM Work Order Billing) or an agreement work order (via SM Agreement Billings Due), the system creates a Recipient list for each invoice based on the delivery options defined for the customer in SM Customers. Initially, the list will contain the single recipient specified for the customer; however, you can add additional recipients, delete recipients, and edit the delivery information for existing recipients as needed

To edit an invoice's recipients list:

  1. If you are not already in the related invoice form (SM Invoice Review or SM Agreement Invoice Review), open the related invoice form as follows:
    • Double-click on the invoice from the Invoice tab in SM Customers, SM Service Sites, SM Work Orders (work order invoices), or SM Agreements (agreement invoices).
    • Open SM Invoices, select the Invoiced radio button, and use Search criteria to find the invoice. Then double-click on the invoice in the Invoices grid.
  2. Click on the Recipients tab.
  3. To add a new recipient:
    1. In the Seq field, enter N or +. The system auto-generates the sequence number for you.
    2. If this invoice serves as the bill for this recipient, select the Bill check box.
    3. In the Delivery Method field, select P-Print or E-Email.
    4. In the Delivery To field, select A-AR Customer, O-Other, S-Service Site.
    5. In the Name field, enter the name of the individual or company to whom you will be mailing or emailing the invoice, or accept the defaulted name (AR Customer or Service Site recipients only).
    6. If the delivery method is E-Mail, use the Email field to enter the recipient's email address or accept the defaulted email address (AR Customer or Service Site recipients only).
      Note: You can enter multiple email addresses if applicable; however, you must separate them with a semi-colon (for example, jane.doe@email.com; johnd@email.com; joe.smith@email.com). The system will send an email to each address specified here.
    7. If the delivery method is P-Print, use the Address fields to enter the recipient's mailing address or accept the defaulted address (AR Customer or Service Site recipients only).
    8. Save the record.
  4. To edit an existing recipient:
    1. Select the recipient to edit.
    2. Change the Delivery Method, Delivery To, Name, Email, and/or Address fields as needed.
      Note: You can enter multiple email addresses if applicable; however, you must separate them with a semi-colon (for example, jane.doe@email.com; johnd@email.com; joe.smith@email.com). The system will send an email to each address specified here.
    3. Save the record.
  5. To delete an existing recipient:
    1. Select the recipient to delete.
    2. Click Delete Record ().
Once you are satisfied with the modifications to your recipient list, you can deliver the invoice to the recipients by clicking the Deliver button. The system delivers the invoice to each recipient based on their delivery information, and then updates the Delivery tab with the recipient information.
Note: The system does not retain modifications to the Recipients list. Once you close the SM Invoice Review form, the system deletes any recipients you added and resets the delivery information for the default recipient to the original settings (from SM Customers). If you deleted the default recipient, it will be re-added to the list.