Email Address Book

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Level III Feature

Included among the various email features found in AnyPO is an address book.

To enter names and addresses in the address book, select OTHER TASKS >> EDIT/VIEW EMAIL ADDRESS BOOK (shown below):

POAddBook

 

To access the address book when working from one of AnyPO's email screens (other than the email screen that is used for vendors), double-click in any address field.

POAddBook2

 

AnyPO's internal address book is not meant to replace the address book that you use with your regular email program; rather it's there primarily from a convenience standpoint when working within AnyPO.

The address book is particularly useful when making contact with other co-workers.  For example, let's say you are working on a purchase order within the program and need the advice of another individual within your company.  Using the internal email program, AnyPO can make a copy of the PO, automatically attach it to an email and send it, all within the program.  The process of sending the email in AnyPO is made much easier, of course, when you can select the co-worker's email address from an address book.

You can do this quite naturally with your regular email program, but it requires that you first export a copy of the PO and then manually attach it to an email.  If you use AnyPO's internal email client, however, that's all done for you in one step.

AnyPO's internal email program is only needed for this first email.  After that, everything occurs in the regular email program.  Your co-worker will receive it and review the attached PO in their regular email program - and any further correspondence between you and the co-worker will occur in your normal email programs.

The address book can also be used in conjunction with the electronic approval system.  You'll find it invaluable during the configuration stage when when setting up the email addresses of approvers and originators - and it's useful during the approval process when approvers need additional information on a particular purchase order.

When you select OTHER TASKS >> EDIT/VIEW EMAIL ADDRESS BOOK, you find a spreadsheet with columns for the individual's name, email address and other information.  "Other information" is optional but it can be used to identify an individual's department or position at your company.  To add a new name to the list, click the "Add New Row" button.   To remove an individual, click the "Delete Row" button.