E-Mailing Reports

GlobalWare enables you to e-mail reports directly to corporate accounts or anywhere else appropriate. Presently, only MAPI-compliant e-mail packages, such as Microsoft Outlook, are supported.

When you print a report, the Send to dialog box appears.

To send the report to an e-mail recipient:

1. For report destination, select Email to File.

2. In the unlabeled box to the right of Print to File, select the file format to use for the report (PDF, ASCII, or TXT).

   XLS (Microsoft Excel format) is also a file option for printing the following:

   • Invoice Query report from the Sorts & Subtotals dialog box. See Printing a Query in the Invoice File.
   • Preferred Provider Report (applicable to all report types – Ticket, Segment, and Agent). See Preferred Provider Report.
   • Accounts Receivable Reports (applicable to report types By G/L Account and By Age of Invoice; not applicable to report type Billing Notices). See Accounts Receivable Reports.
   • Travel Payables Reports (applicable to report types Standard Payables and GL Balancing; not applicable to report types By GL Account, By Age of Invoice, and By Booking Agent). See Travel Payables Reports.
   • Query results from the GL Edit & Query screen. See Printing a General Ledger Query.
   • General ledger financial statements. See Financial Statements.
   • General Ledger Report. See General Ledger Report / Journal Entry Register.
   • Trial Balance report. See Trial Balance.
   • CC Commission Receivables report. See CC Commission Receivables.
   • Corporate Reports. See Corporate Reports.

3. In the unlabeled box to the right of Email to File, type the full path to the location where you want to save the file and a name for the file. For example, C:\My Documents\ReportName. Alternatively, use the ellipsis () button to select a path and file.

   Notes:

   • If you do not specify a file path, or if you had previously typed a folder in the unlabeled box to the right of Email to File, the default folder for the next file you save will be the Gblware folder on your hard drive. If you browsed to a folder by using the ellipsis () button, it will be the default folder for the next file you save.
   • The file is NOT deleted after the e-mail message is sent.

4. Click OK. The Recipient's Email Address dialog box appears.

5. In the To box, specify the e-mail address of the person to whom you want to send the report. If an account ID was specified for the report, GlobalWare automatically provides the e-mail address for the account.

   Note: To search for an e-mail address by account ID or sort name, click the lookup () button.

   • On the Find an Account ID screen, select the appropriate account ID, and then click SELECT.

     Note: You can use the Name Contains, Acct. Type, Account ID, and Sort Name fields to quickly search for an account ID.

   • The e-mail address of the selected account automatically appears in the To box on the Recipient's Email Address dialog box.

6. If desired, use the Cc and Bcc boxes to specify additional e-mail recipients. This option is not available when you create a batch with the email option.

7. Click OK. If your e-mail client is running, it opens with the To: address of the person you specified and an attachment (the report).

   If your e-mail client is not running, the Choose Profile dialog box appears.

   To choose a profile or enter a new one:

   1. Select an e-mail profile name in the Profile Name box. The default profile is Outlook.
   2. Click Options >>.
   3. Select the Set as default profile check box to set the e-mail profile as the default profile.
   4. Click OK. An e-mail message opens with the To: address of the person you specified.
8. Type the text you want in the e-mail message.
9. To send the report and e-mail message, click Send.