Wednesday, March 6, 2019

Automatic Sending of the Invoice once the record is reviewed

As of the moment there is no supported Invoice Approval Process unlike that of the Sales Order.

As an alternate solution, using Workflow, if the user would simply like to be able to search unreviewed Invoices and then once reviewed, automatically send out an email to the customer where the Invoice is attached, then this article may be of help.

Below are the steps:

1)  Create a custom transaction body field which is a checkbox

Below is the link in SuiteAnswers on how to create custom transaction body fields:


2) Create a search which will search Invoices where the custom checkbox in step 1 is unchecked

Below is the link in SuiteAnswers on how to create transaction saved searches:


3) Create a Workflow

Record Type: Transaction
Sub Types: Invoice
On Update: checked
Trigger Type: After Record Submit
Release Status: Released
Enable Logging: checked
Execute as Admin: checked

3.1 Create a State
   > Action : Send Email
       - Condition : <checkbox from step 1> = T
       - Attachment > Include Transaction: checked
       - Set Sender, Recipient and Content as desired, in accordance to the business need

Below are the links in SuiteAnswers that may guide you in creating the Workflow:



4) Run the search and edit the desired Invoice

5) Review the Invoice and check the checkbox in step 1 if and only if the invoice is already reviewed and reviewer already wishes that the email in the Workflow be sent

If the following steps is to be followed, the email containing the Invoice transaction will be sent once the Invoice is saved, provided that the said checkbox is checked.

Note that the To Be E-mailed checkbox under the Communication subtab > Messages sub-subtab of the Invoice should be unchecked.


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