In what sequence the Customer Emails are used to send the SO-related Emails?

Effective communication ensures that customers are informed and engaged throughout the sales process. In the XoroERP, various customer emails such as "Main Email," "CC Email," "Billing Email," and "Shipment Update Email" are utilized to keep customers informed about their orders, shipments, invoices, and other important updates. In this guide, we'll explore the sequence in which they're used to send SO-related emails.

Defining Customer Emails

In the Customer module, under the "Contact Info" section, you can define the customer emails. These emails will be used to update the customer regarding shipment releases, sending invoices, shipment updates, and more. These emails include:

• Main Email

• CC Email

• Billing Email

• Shipment Update Email

Additionally, you can define the "Bill To Address Email" and "Ship To Address Email" under the "Address Info" tab.

Please note: The "Bill To Address Email" and "Ship To Address Email" are initially picked from the customer details but can be modified when creating an order. The emails specified in the order or invoices will be used for subsequent communication with the customer.

Default CC Email

A default “CC Email” can also be set from the “Email Template Configuration” module to receive all the information regarding different entities in Xoro such as SO/PO/Invoice, etc.

Priority and Flow of Customer Emails

The system uses a specific sequence to send emails to customers for different SO-related events, as mentioned below.

Please Note: "**" indicates that the email will always be sent to this email address.

In other cases, the emails will only be sent to the first priority email address available.

Ship Confirmation Email

The system sends the Ship Confirmation email in the following sequence:

1. Ship To Address Email

2. Shipment Update Email

3. Main Email of the Customer

**Template CC Email

Payment Links

1. Deposits:

The system sends the Deposit Links email in the following sequence:

1. Billing Email

2. Main Email

**Template CC Email

2. Invoice Payment Link:

The system sends the Invoice Payment Link email in the following sequence:

1. Billing Email

2. Main Email

**Template CC Email

Release SO Email

The system sends the Release SO email in the following sequence:

1. Main Email

2. Customer CC Email

B2B Orders

The system sends the New Sales Order notification for B2B orders in the following sequence:

1. Main Email

2. Customer CC Email

**Selected Sales Rep

**Template CC Email

**Emails added in the "New B2B order - Additional notification emails" app config.

Overdue Invoice

The system sends the Overdue Invoice email in the following sequence:

1. Bill To Address Email (of the invoice)

2. Billing Email

3. Main Email

4. Customer CC Email

Estimate

1. Approval Email:

The system sends the Estimate Approval email in the following sequence:

1. Main Email

**Template CC Email

2. Add to Email Queue:

1. User Email.

Payment Success Email

The system sends the Payment Success email in the following sequence:

1. Main Email

2. Emails added in the "Payment receipt notification - Additional emails" app config

   

Decline Payment Email

1. Main Email.

By following this defined sequence, the Xoro system ensures that all necessary SO-related emails are sent to the appropriate customer email addresses, maintaining efficient and accurate communication.