Send an e-mail with the PDF file of an adjusted contract invoice form attached

The PDF file of an adjusted contract invoice form can be e-mailed from the Adjust Contract Invoices screen only if the adjusted contract invoice is currently in draft stage.

When you create the e-mail from the Adjust Contract Invoices screen, the PDF file of the document form and any binder item attachment that has the Attach when E-mailing checkbox selected are attached to the e-mail, and ProContractor records the activity on the Activity/History tab.

  1. Open the Adjust Contract Invoices screen.

    Note the active company. If you want to change it, click in the header and select the appropriate company.

  2. In the Project field, do one of the following:

    • Enter the code of the project for the contract invoice.

    • Click to select the project for the contract invoice from a Lookup List.

    • Tip: You can set this field to default to the most recently used project. See the Remember Last Project field on the Users screen or User Groups screen for details.
  3. If the selected project has a single billing format, the Billing Format field is disabled and the project's billing format is selected. If the selected project has multiple billing formats, the Billing Format field is enabled. In the Billing Format field, do one of the following:

    • Enter the code of the billing format for the contract invoice.

    • Click to select the billing format for the contract invoice from a Lookup List.

  4. If the selected project has a single billing format, the Customer field is disabled and the customer for the project's billing format is selected. If the selected project has multiple billing formats, the Customer field is enabled. In the Customer field, do one of the following:

    • Enter the code of the customer for the invoice.

    • Click to select the customer for the invoice from a Lookup List.

  5. In the Application Number field, do one of the following:

    • Enter the application number of the invoice adjustment and press Tab.

    • Click to select the application number of the invoice adjustment from a Lookup List.

  6. In the On Save of Document area, if you haven't created the PDF file or if you want to recreate it, select the Create PDF checkbox.
  7. Select the E-mail checkbox.
  8. Based on the stage you want to assign to the adjusted contract invoice, click Save as Draft or Save as Ready to Post.
    Note: If the save takes more than a few moments, ProContractor may perform it as a background task. In this case, the background task icon appears at the upper right of the screen (next to the Help menu). Click the icon to view the current background tasks. You can continue working during this time, but you can’t log out of ProContractor until all background tasks are complete.
    Note: You must have MAPI-compliant e-mail software—such as Microsoft Outlook—installed on your computer to send an e-mail message with an attachment.
    Tip: You can also send the PDF file in an e-mail from the Binder tab, but ProContractor will not record the activity.