Stationery Email: Placeholders

March 1, 2018 in Library

When sending out documents such as Invoices and Purchase Orders to Customers and Suppliers via email, the email ‘subject’ and ‘body’ requires some politely worded text. Within that ‘fixed’ text you often want to insert some ‘variable’ words pertaining to the document being sent. For example you may want to highlight your invoice number and the customer’s order number for reference purposes: ‘Please find attached invoice. Our Reference: 1234. Your Order Number: ABCD.’

To achieve this, a special syntax is used where you enter a ‘placeholder’ in the email text that signifies the point where ‘data’ should be inserted. When the email is sent, the placeholder is replaced with the relevant data within the fixed text defined for the particular document email.

The placeholder terms must be surrounded by two sets of brackets so that the system can identify them and replace them entirely with the data when required. For example, to show the document number being emailed you would include the syntax ((DOCNO)) in the subject, body or attachment name section.

Below is the list of ‘placeholder’ terms that can be used for each type of document:

AR Debtors Statement

  • CUSNO – the customer code/number who’s statement is being sent
  • DATE – the date of the statement
  • DOCNO – the statement number
  • USERCODE – the user code of the user sending the statements
  • USERNAME – the user name of the user sending the statements
  • BRANCHNAME – the name of the branch the customer is associated with

AR & Order Management – Invoice/Credit Reprints

  • DATE – the date of the invoice/credit being sent
  • DOCNO – the reference number of the invoice/credit being sent
  • ORDNO – the original Sales Order/Docket number of the invoice/credit being sent
  • USERCODE – the user code of the user sending the invoice/credit
  • USERNAME – the user name of the user sending the invoice/credit

Order Management – Order Dockets – individually submitted

  • DATE – the date of the order docket being sent
  • BRANCHNAME – the Name of the Branch the Customer on the order docket belongs to
  • DOCNO – the reference number of the order docket being sent
  • ORDNO – the reference number of the order docket being sent
  • CUSORDNO – the customer’s order number of the docket being sent
  • USERCODE – the user code of the user sending the order docket
  • USERNAME – the user name of the user sending the order docket

Order Management – Order Dockets – a batch run

  • DATE – the date of the order docket being sent
  • DOCNO – the reference number of the order docket being sent
  • ORDNO – the reference number of the order docket being sent
  • USERCODE – the user code of the user sending the order docket
  • USERNAME – the user name of the user sending the order docket

Order Management – Back Order Statement

  • CUSNO – the customer code/number who’s statement is being sent
  • DATE – the date of the statement being sent
  • DOCNO – the reference number of the statement being sent
  • USERCODE – the user code of the user sending the statement
  • USERNAME – the user name of the user sending the statement

AP Remittance Advice

  • CRNO – the Supplier code/number who’s being paid
  • DATE – the date of the remittance
  • DOCNO – the remittance number
  • USERCODE – the user code of the user sending the remittance
  • USERNAME – the user name of the user sending the remittance

e-Commerce – Order Confirmation

  • CUSNO – the customer code/number from the order docket being sent
  • CUSNAME – the customer name from the order docket being sent
  • CUSORDNO – the customer order number from the order docket being sent
  • DATE – the date of the order docket being sent
  • DOCNO – the reference number of the order docket being sent
  • ORDNO – the reference number of the order docket being sent
  • USERCODE – the user code of the user sending the order docket
  • USERNAME – the user name of the user sending the order docket
  • SUBMITTEDBYNAME – Contact name as entered for the e-commerce order
  • SUBMITTEDBYPHONE – Contact phone as entered for the e-commerce order
  • SUBMITTEDBYEMAIL – Contact email as entered for the e-commerce order

e-Commerce – Price List

  • CUSNO – the customer code/number related to the B2B user requesting the price list
  • DATE – the date of the request to send the price list
  • USERCODE – the user code of the B2B user who requested the price list to be sent
  • USERNAME – the user name of the B2B user who requested the price list to be sent

e-Commerce – B2B User Registration

  • ACCNUM – the customer code/account number requesting user registration
  • ACCNAME – the customer/account name of the customer requesting user registration
  • PASSWORD – the user password automatically allocated to the user to allow them to login to the B2B portal
  • USERCODE – the user code of the B2B user allocated by the user registration process
  • USERNAME – the user name of the B2B user allocated by the user registration process

Use Standard Stationery Messages to set up the email text for each document.

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