Settings > Documents & emails controls everything Krak Stack sends to your customers and depots: email wording, sender, copies and the numbers printed on your documents.
Krak StackFig. 1
Steps
- Open Settings > Documents & emails.
- Templates tab: System templates exist for each document type (release, return, invoice, reminders, transport order…). To change a wording, click Duplicate system template, or create a New template, then tick Default Template.
- Numbering tab: enter the Company document code (2 to 4 uppercase letters), choose the Year in the number and the Counter length, then check the Next number column.
- Sending tab: for each family (Release (operations), Return (operations), Invoice (billing)), fill in From email, From name and CC emails with Add email.
- Depot stock reports tab: enter the Ingestion address communicated to depots and the Mailbox connection (server, username, password), then Test the connection.
Good to know
- System templates cannot be edited: duplicate them to customise. Variables such as {{deal_number}}, {{contact_first_name}} or {{user_signature}} are replaced when sending.
- Number format: document prefix, company code, year and counter, without dashes. Example of an invoice with code AB: INVAB202600001.
- If the year is in the number, counters restart at 1 every January 1. Without a year, they never restart.
- Leasing and trading share one counter. A release made from a deal reuses the deal number.
- An invoice number is assigned when the invoice is issued, never on the draft.
- The document code must be unique: if another company already uses it, choose another one.
- At the top of the Sending tab, the status tells you whether document sending is active. If it is inactive, no document can be sent: follow the steps shown to set up the sending key.
- The stock report mailbox stays yours: Krak Stack reads it without deleting, moving or marking anything as read. Nothing changes in your operations until an operator validates a line.
Frequently asked questions
I come from another tool: how do I continue my numbering?
In Numbering, Continue an existing numbering section, enter the Next number of each document.
Can I change the number format during the year?
Yes, but documents already issued keep their number. Better change the format before your first documents.
How do I copy a colleague on every invoice sent?
Add their address in CC emails of the Invoice (billing) section.
Are my emails sent from my address?
Yes, once sending is set up on your domain. The From email address must belong to that domain.
Does a custom template replace the system template?
Yes, if it is marked Default Template for that type. Other templates of the same type then stop being the default.
Do depots have to change how they send stock reports?
They send their reports to the address you give them. Krak Stack then polls that mailbox.