Table of Contents

Document Handling per Contact

After you configure Document Handling Setup, you can customize document generation for each contact. This lets you send different reports, use specific templates, or apply unique formatting for individual customers and vendors.

When to use per-contact settings

Use Document Handling per Contact when you want to:

  • Send different report formats to different customers (for example, PDF to one customer, Excel to another)
  • Apply customer-specific letterheads or branding
  • Use different email templates based on the recipient
  • Control when documents are generated and sent for specific contacts
  • Combine multiple documents into a single file for certain customers

Set up contact-specific document handling

To configure settings for a contact:

  1. Open Document Handling Setup and select the setup line you want to customize.
  2. Choose Per Contact to open the Document Handling per Contact page.
  3. Choose New to add a contact-specific configuration.
  4. Fill in these key fields:
    • Contact No. - The customer or vendor for this configuration
    • Object ID - The report or XMLport to generate
    • Output Type - File format (PDF, Excel, Word, CSV, HTML, or XML)
    • Schedule (Create) and Schedule (Mail) - Control when documents are created and sent
    • Letterhead Code - Apply branding or watermarks to PDF documents
    • Suffix Code - Add pages at the end (like terms and conditions)
    • Appl. E-Mail Template - The email template to use

Key concepts

Process sequences

Use Process Sequence to control the order when multiple configurations exist for the same contact. This is useful when you need to send both a PDF and an Excel version.

Document subtypes

Use Table Subtype to filter by document type (for example, Receipt or Shipment for WMS documents).

Combination ID

Assign the same Combination ID to merge multiple documents into a single file (for example, combine an invoice with terms and conditions).

Tips

Use process sequences for multiple outputs

When you need to send both a PDF and an Excel version to the same contact, create two lines with different process sequences. The system processes them in order.

Combine documents with Combination ID

To merge multiple related documents (like an invoice with attached terms and conditions), assign the same Combination ID to all documents you want to combine.

Control timing with schedules

Use different schedules for creation and mailing. For example, create documents immediately after posting but send emails in a batch once per hour.

Apply custom branding

Use the Letterhead Code to add your customer's logo or branding to documents, or add terms and conditions pages using the Suffix Code.

Edit this page