PowerPM v7.00 provides support for creating Invoices and Statements in PDF format. These PDF documents may contain graphical elements in the documents header and footer areas which are saved as part of the actual document. The PDF files may be automatically emailed to Clients using the email address specified in the Client’s PowerPM record. In addition, PowerPM v7.00 has several key applications that have been made larger to enhance readability.
This update is available to both Hosted Solution and on-premise users contingent on having an up-to-date PowerPM license.
Implementing this feature is done by checking an option box indicating that a PDF Invoice and/or Statement should also be created when the Invoice or Statement document is created . If the intent is to send these PDF documents via email, an optional email subject text may be defined for both Invoices and Statements. Only Clients for which an Email preference has been explicitly indicated will get the automatically emailed documents. Invoices may also be emailed as needed on a Client by Client basis.
Viewing of PDF files requires the use of a PDF document reader application such as Adobe Reader.
To enable the creation of PDF Invoices and Statements, check the appropriate box on the General tab of Invoice & Statement Preferences. Email subject line text may be entered and will appear on the subject line of the automatic emails. PM date variables may be embedded in this text to make it reflect the date of the current document.
PowerPM supports 2 automated email protocols. Users may opt to use their own MS Outlook accounts or an SMTP mail server. An SMTP mail server service is provided by Commercial Logic or users may use their own SMTP provider. Selection of this option is done from the General Preferences application General tab. Make the email provider selection (SMTP or Outlook) in the Email Settings section. For an SMTP provider, enter the SMTP server, user and password. If required by the firm, a misdirected email notice may be defined. If entered, this notice will appear in the body of each email sent with an Invoice or Statement attachment. A new client name variable ( *CLIENT-NAME* ) may be inserted in the text to cause the name of the intended client recipient to be included in the notice.
In order for Clients to be sent an Invoice or Statement automatically by email, a valid email address must be entered for the client on the Client tab of Client Inquiry. In addition, the Client prefers Invoices to be sent by Email box, must be checked if that client should receive an automatic Invoice email. Likewise, the Client prefers Statements to be sent by Email must be checked if that client should receive an automatic Statement email.
When printing invoices through the Bill Printing application, a runtime option is available that directs the application to send automatic emails. This option must be checked at runtime to activate the automated emailing of Invoices. Only clients with the Invoice preference checked as mentioned above will be eligible to receive an automatically emailed Invoice.
Individual clients may be sent a copy of an invoice by email through the Bill Entry, Bill Inquiry, or Client Inquiry applications regardless of the preference setting in Client Inquiry, but those clients must have a valid email address entered in the Client record or one must be provided at runtime and a PDF copy of the Invoice must exist in the default PowerPM location.
Bill Entry/Bill Inquiry/Client Inquiry
When creating a bill transaction in the Bill Entry application the user may create the Invoice text file containing the graphic header and footer designated by the firm. A firm logo graphic is shown in the example below. The graphic, supplied through the invoice and statement header file may be in a bitmap, jpeg or png file format. Invoices with multiple pages include a page header containing the client name, client ID, Invoice number and date and a footer containing a page number on all second and subsequent pages.
Invoices may be emailed to a client as they are created by clicking the send email button in the text entry toolbar. The button is only enabled if a PDF version of the Invoice has been saved. To save a PDF invoice, click the Save file icon on the toolbar.
When the send email icon is clicked, the Email Invoice dialog is displayed. The dialog shows the Mail From and Mail To values that will be used to send the Invoice. The user may modify the mail to and subject line as appropriate and provide optional text for the email.
Clicking the Default button will insert the firms default misdirected email notice into the optional email text box or the user may type any text of their choosing. The user may also view the PDF Invoice file prior to emailing the Invoice to the client by clicking the View button.
When satisfied that the email information is complete, click the Send button. A typical email with attached invoice will appear in the recipient’s inbox something like the sample below.
When printing statements through the Statement Printing application, a runtime option is available that directs the application to send automatic emails. This option must be checked at runtime to activate the automated emailing of Statements. Only clients with the Statement preference checked as mentioned above will be eligible to receive an automatically emailed Statement.
Individual clients may be sent a copy of a Statement by email through the Client Inquiry application if a PDF copy of the Statement exists in the default PowerPM location. To email a Statement previously saved to PDF format, click the View button on the Project tab of the Client Inquiry/Update application to view a list of statement documents associated with the client. If the application used to view the PDF file (such as Adobe) has an email feature, the PDF Statement may be emailed through that application.
Inserting graphics into Invoices and Statements
To include a graphic element such as a company logo as part of all Invoice and Statement documents, a graphic image needs to be inserted into the Header.rtf file used by PowerPM. The image types supported by PowerPM include bitmaps, jpeg and png file formats. Use the CLI Editor application, accessed from the Standard Text item in the PowerPM File menu, to edit the Header.rtf file. Open the Header.rtf file located in the \PMD folder of the PowerPM installation. In the editor’s File menu, select the Insert Image option and browse to the file to be inserted. A graphic element may also be inserted into the footer file used for Invoices and Statements. The specific file use for Invoices (bill footer) and Statements (statement footer) needs to be specified in General Preferences on the Bill and Statement tabs. The footer files should be saved to the \CLI\PMD\STX folder.
(Sample Header.rtf )
(Sample Billfoot.rtf )