ABSS Books · Settings

Email and Whatsapp preferences

Email and Whatsapp preferences decides which documents Books sends to your customers and vendors for you. Each sales and purchase document has two switches, Email Send and WhatsApp Send. When a switch is on, the document goes out as it leaves Draft.

Who it's for: Admins who want customers and vendors to receive their documents without anyone sending them by hand
Where to find it: SettingsEmail and Whatsapp preferences
What you need: The Admin role. Email Send also needs a mailbox saved under Email config

Email and Whatsapp preferences walkthrough

Coming soon

What you can do here

Choose which sales documents are sent to the customer by email, by WhatsApp or by both.
Choose which purchase documents are sent to the vendor in the same way.
Set each document on its own: ten documents, each with two switches.
See at a glance when email cannot be turned on because no mailbox is connected.
Turn a document's messages off again at any time.

Before you start

The Admin role: Email and Whatsapp preferences is under Preferences and advance in Settings. Only admins see it.
How to open Settings: Choose the Settings gear icon in the top bar. It opens All settings, where you pick Email and Whatsapp preferences.
A connected mailbox, for email: Email Send can be turned on only after a mailbox is saved under Email config. WhatsApp Send does not need it.
An email address and a phone number on each party: An email goes to the Email on the customer or vendor record. A WhatsApp message goes to the Customer Phone Number or the Vendor Phone Number. Where one is missing, that message is not sent for that party.

Three Settings screens send messages. They do different jobs:

Screen	What it sends, and to whom
Email and Whatsapp preferences	Documents, to the customer or vendor on them, when the document leaves Draft.
Notifications	Push notifications in your own browser, to you.
WhatsApp config	Scheduled report summaries, to the admin phone numbers you list there.

Choose which documents are sent

Every switch starts Off. Turn on only the documents your customers and vendors should receive.

Go to Settings → Email and Whatsapp preferences
The screen shows two cards, Sales Documents and Purchase Documents.
Turn on Email Send, WhatsApp Send or both
Do this on the row of each document you want sent. The two switches work independently.
Choose Save
The new choices apply to documents that leave Draft from now on.

Sales Documents and Purchase Documents: The two cards on the screen. Each lists its documents, one to a row.
Email Send: A switch that reads On or Off. When it is On, Books emails that document from the mailbox in Email config.
WhatsApp Send: A switch that reads On or Off. When it is On, Books sends that document as a WhatsApp message.
Save: At the top right. Saves every switch on the screen together. Nothing changes until you choose it.

Warning: A message goes to the customer or vendor as soon as the document leaves Draft, with no further confirmation. Check the document before you choose Save & Sent, Save & Open or a Mark As option.

See who receives each document, and when

A sales document goes to its customer and a purchase document to its vendor.

Document	Card	Goes to	Sent when
Quotation	Sales Documents	The customer	The quote leaves Draft.
Sales Order	Sales Documents	The customer	The sales order leaves Draft.
Delivery Challan	Sales Documents	The customer	The challan leaves Draft.
Invoice	Sales Documents	The customer	The invoice leaves Draft.
Dispatch	Sales Documents	The customer on the invoice	Dispatch details are recorded on an invoice, or changed.
Credit Note	Sales Documents	The customer	The credit note leaves Draft.
Purchase Order	Purchase Documents	The vendor	The purchase order leaves Draft.
GRPO	Purchase Documents	The vendor	The GRPO leaves Draft.
Bill	Purchase Documents	The vendor	The bill leaves Draft.
Debit Note	Purchase Documents	The vendor	The debit note leaves Draft.

Dispatch is not a separate document. It is the Dispatch action on an invoice. Its message tells the customer the dispatch details you recorded.

Compare email and WhatsApp

The two channels reach the same person in different ways.

Question	Email Send	WhatsApp Send
Needs	A mailbox saved under Email config.	No set-up on any other Settings screen.
Goes to	The Email on the customer or vendor record.	The Customer Phone Number or Vendor Phone Number on the record.
Comes from	Your own mailbox, the Username in Email config.	An ABSS WhatsApp number, not a number of your own.
Contains	Your company name, the document number and its status, with the document attached as a PDF.	The document type, your company name, the document number, its date and its amount, with the document attached as a PDF.
For Dispatch	The dispatch details recorded on the invoice.	The dispatch details recorded on the invoice.

Fix an Email Send switch that will not turn on

The screen checks your mailbox each time it opens and shows one of two messages when email cannot be used.

Email configuration required: Shows when no mailbox is connected. Every Email Send switch reads Off and cannot be turned on. Set up Email config first, then come back. WhatsApp Send still works.
Unable to check email configuration: Shows when Books could not check the mailbox. All switches and Save are unavailable. Reload the page to try again.

Stop sending a document

Turn the switch Off on that document's row
Turn off Email Send, WhatsApp Send or both.
Choose Save
Books stops sending that document. Messages already sent are not withdrawn.

Rules to know

The rules behind this screen, in one place.

Topic	Rule
Who sees this	Admins only.
Company-wide	The switches apply to every user and every document of that type. They cannot be set for one customer, one vendor or one document.
When a message is sent	When the document leaves Draft: a new document saved straight past Draft with a button such as Save & Sent or Save & Open, or a Draft whose status you change. A document saved as Draft sends nothing.
Cancelled and rejected documents	No message is sent when a document is cancelled or rejected.
Who receives it	Only the customer or vendor on the document. Your own users do not get a copy.
Missing contact details	With no Email on the party, no email is sent. With no phone number, no WhatsApp message is sent. Books does not warn you on the document.
Email needs Email config	Email Send cannot be turned on, or saved as On, until a mailbox is connected under Email config.
Starting values	Every switch starts Off. Nothing is sent until you turn a switch on and save.
Only from now on	Turning a switch on does not send anything for documents that have already left Draft.
No sent log	This screen does not show which messages were sent or delivered.