Updated: April 28, 2020 2:01pm

Email Receipts

You can email an electronic copy of the receipt to the customer's email address or an email address of your choosing. Email receipts are sent in HTML format to the email address assigned in the customer's record.

To email receipts to customers, you must:

  • Configure Prism preferences and enter your email server information
  • Add email addresses to customer records

When one or more email addresses are entered in a customer's record, the customer's primary email address is automatically entered in the Print dialog displayed when printing/updating a transaction. You can add or edit an email address at time of printing. If using the email feature, be aware that it is the end user's responsibility to enter the correct SMTP server information in the RP Prism Admin Console.

Basic Steps for using Prism Email Services

  1. Configure email server settings in the Preferences & Settings > Hardware > Email Server area of the Admin Console.
  2. Assign a default print design for Email in the Hardware > Print Preferences area of preferences. You can optionally make Email the default action to take when updating documents.
  3. At POS, when the transaction is complete and the user clicks the Print/Update button, select the Email option in the displayed Print dialog. Confirm the user's email address is correct, if necessary. If you will be using the SSL option for sending email (recommended), be sure to use port 587. In addition, you must enter a valid username/password for authentication on the SMTP server.

Sample print dialog with Email button:


Prism Email Server Preferences

Email Server Preferences
Refer to the following table for information about configuring the fields in the Email Server Preferences area.

Field Description
Email Host Name Enter the IP Address or domain name of the machine used as the email server.

Simple Mail Transfer Protocol Port. Used for secure email using Secure Socket Layer (TLS/SSL). Make sure the Secure Socket Layer checkbox is selected. Enter 587 as the port number.

(For unsecured email, clear the Secure Socket Layer checkbox. Enter 25 as the port number.)

Username Enter a valid username/password for authentication by the SMTP server.
Password Enter a valid password for the Username entered. Used for authentication by the SMTP server defined in the Host Name field.
Sender Email Enter the email address that will appear in the "From:" line of the email.
Use SSL If selected, Secure Socket Layer (TLS/SSL) communication is used. Default = Not selected
Default Email Subject Line This enables you to define the default subject line and the sender's email address that is displayed in the From: field of the email
Document Email Subject Line By default, the Email Subject Line will read: "Your receipt # " followed by the document number of the transaction. You can configure preferences to use different text and/or a different database field. See the "Customizing Document Email Subject Line" section. Maximum number of characters = 80

Customizing Document Email Subject Line
You can customize the Document Email Subject Line. By default, the Email Subject Line will read: "Your receipt # " followed by the document_number of the transaction.
Notice the format of the Email subject Line in preferences: Your receipt #{{Document_Number}} The database field inside the double-brackets is an example of data-binding. When the email is generated, whatever value is bound to the field specified in preferences will be inserted into the generated email receipt.
Here are typical fields that can be used to customize the email subject line parameter:

Field Notes
{{Document_Number}} Transaction Number (Default)
{{Transaction_Total_Amt}} Transaction Total
{{Discount_Amount}} Transaction Discount Amount
{{Discount_Perc}} Discount percentage
{{Store_Name}} Store Name
{{Store_Number}} Store Number
{{bt_first_name}} Bill To Customer First Name
{{bt_last_name}} Bill To Customer Last Name
{{st_first_name}} Ship To Customer First Name
{{st_last_name}} Ship To Customer Last Name
{{lty_lvl_name}} Name of customer loyalty level
{{So_Deposit_Amt_Paid}} Transaction Deposit paid
{{Employee1_Full_Name}} Transaction Associate 1 Name
{{Tracking_Number}} Transaction Shipping Tracking Number
{{NOTES_GENERAL}} Transaction notes
{{Sold_Qty}} Transaction Sold Quantity