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Email Templates

Email Templates

The Email Templates allow users to create, edit, view, and delete templates used when emailing AR Bills. This replaces the configuration setup under the menu System>Configuration> Accounts Receivable Billing Email Setup. USAS will use the information entered in the selected Email Template when creating the email to send the AR Bill. This is available on the menu for users with Standard access or higher.

Default Email Template

USAS automatically populates the Default template with all the information previously configured in the AR Billing Email Setup, which is currently removed from the System>Configuration menu. The information entered in the Default will be used when the User selects a Billing to email and chooses the Default Email Template. The TO: field will be populated with the Customer’s email.

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Blank Email Templates

USAS automatically creates a Blank template, populating only the FROM address. When the User selects a Billing to email and chooses the Blank Email Template, they can populate the remaining required fields indicated by a red *.

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When the user chooses the Blank Email Template when emailing a Billing, the user must populate the remaining information.

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Create Email Templates

  1. From the Accounts Receivable menu, select "Email Templates" to display the email template grid.

  2. Click CREATE. 

  3. Enter the following information:

    1. Name: Only required field. Enter a unique name for the new email template.

    2. From Address: Enter the email address the AR Bill is being sent from.

    3. CC: Optional. Additional email addresses may be entered, separated with a comma.

    4. Subject: Enter a subject line for your email.

    5. Body: Enter text to be included in the body of the email. Max of 3000 characters.

    6. Custom Bill Form: Allows users to select the default or custom Billing form from the dropdown menu if custom forms have been created under the Report Manager.

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    7. Default Template: Allows the ability to designate the Email Template as the default template.

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Email Templates Grid

The Email Template grid allows you to view templates that are currently created. By default, the Email Template grid displays the Name of the Email Template, the FROM email address, and the CC email address(s). Using the image-20250815-172942.png button on the grid, other fields are available to be displayed on the grid. These additional fields include the Subject, Body, Default Template, and the Default Billing Form. A report may be generated using the grid’s results by clicking the REPORT button.

  • image-20250815-173554.png - View the email template to edit and/or clone.

  • image-20250815-173630.png - Edit the email template.

  • image-20250815-174005.png - Delete the email template.

  • image-20250815-173717.png - Click to make the template the default template.

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View an Email Template

  1. Locate the Email Template you wish to view.

  2. Click Viewimage-20250815-174404.png  to display the Email Template’s details.

    1. Available options when viewing include the option to Edit or Clone.

  3. Click the + to enlarge the pop-up window. image-20250815-174642.png

  4. Click the X image-20250815-174609.png to return to the email template grid.

Edit an Email Template

By editing an Email Template, the user has the choice of Editing or Cloning the email template.

  1. To edit an Email Template, click on Edit image-20250815-174820.png next to the template on the grid, or select View image-20250815-174941.png and then click image-20250815-174928.png to edit any details on the email template.

  2. Make any changes.

  3. Click  to save desired changes. Click CANCEL to return to the email template grid without posting the changes.

Clone an Email Template

The clone function may be used to copy all of the information from an existing Email Template into a new one, with the option to make changes before saving the new template.

  1. To Clone an Email Template, click View image-20250815-181202.png.

  2. Click image-20250815-181235.png.

  3. Make any changes to the New email template.

    1. Name - the name of the new/cloned email template must be unique.

  4. Click  to save desired changes. Click CANCEL to return to the email template grid without posting the cloned template.

Delete an Email Template

The Delete function can be used to delete an Email Template.

  1. Search for the Email Template you wish to delete.

  2. Click on the Delete icon image-20250815-190354.png.

  3. A pop-up will appear to confirm that you want to delete. Click image-20250815-191546.png or click CANCEL to return to the Email Template grid without deleting the template.