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Feature - HTML Credit Card Email Receipt Using PDF PostOffice

Release Date: 2/27/2023
Version: V8.5 (partial support), V8.6 & Up (full support)


Before this update, credit card receipts were text-only documents, like the one here, that could be printed on paper, sent to disk. While the receipt can be emailed, user still need to manually enter the email addresses:

Now, Elliott also provides the ability to automatically send this information in the text of an email, using PDF PostOffice and HTML to create a better looking message:
When this option is chosen, the email will be sent with or without an attachment (see next topic).  Because PDF PostOffice is used to send the email, the text-only receipt will also be sent to disk automatically.

If you use Elliott credit card interface feature, this feature greatly automate the credit card receipt email sending process. In addition, the credit card receipt look a lot more professional than before.

Configuring Elliott to Send HTML Credit Card Receipts

By default, printing a credit card receipt goes through the normal print processing procedure, where the user can send the text-only receipt to a printer, to disk and/or email the receipt.  In order to use this new feature, the company must be configured to allow it.  To do so, from the Elliott Control Center, Select Utilities / Global Setup and then select  the menu item System / PDF PostOffice:

Go to field 11 and enter "Y" (lower red box, above).  This turns on PostOffice processing for credit card receipts.  It also pops up a window where you can elect to not attach the original text receipt to the email (upper red box, above).  If you enter "Y" here, the original receipt will not be attached.  If you enter "N" (the default), the original text receipt will be attached to the email.

Now you can decide which contacts will get the credit card receipts automatically.  If field number 2, above, is set to "Y," the customer's primary contact will receive the email.  Whether or not field 2 is set to "Y," you can specify additional customer contacts to receive the credit card email receipt. This flag only affect if the PDF (the legacy text version) receipt will be attached to the HTML email.  You should consider the following factors to make a decision:
  • Since the HTML email already contains all information of the text version receipt, so you do not need to attach the PDF. In that case, you should answer "N".
  • On the other hand, if you do not want the default HTML receipt. You can simplify the email body with your own text. In that case, you should answer "Y" so the legacy text version of the credit card receipt will continue be sent out as PDF attachment.
  • Regardless whether you answer "Y" or "N" to this flag, the legacy text version PDF can still be printed to the disk (if the Print Option disk tab is checked) to serve as the proper audit trail.

Assigning Recipients to HTML Credit Card Receipts

From the Customer Maintenance or Customer File Inquiry screen, click on the toolbar button for eContacts (or press F12) to bring up a list of the customer's contacts.  If you hover the mouse over the Email Docs column for a particular row, any contact that can receive the credit card receipt automatically will show in the tooltip:

To set or unset that contact's ability to get the automatic credit card receipt, highlight it, then press the View/Edit button and select the Web tab. Make sure the "Accepts HTML content" check box is checked: 

Press the Email Docs... button to bring up the following screen:

As indicated above, click on the Credit Card Receipt / Yes radio button.  This specifies that any credit card receipt automatically will go to that contact if it is printed using PDF PostOffice. Note this flag is only available with user interface in Elliott 8.6 and up.

Creating the HTML Credit Card Receipt

Elliott provides a default HTML specification that looks like the above email.  In order to use it or reset to it, press the Clear Content button on the Email tab, then check the PDF PostOffice checkbox.  (If the checkbox is already checked, uncheck it then check it again to reset to the default HTML.):

When you do this, you will see that the body of the email starts with <html>.  That confirms that the email will be sent as an HTML email instead of as a plain-text email.

Inside the HTML text, there are variables that will be replaced with current values.  In the following example, $CustName$ in the Subject: field will be replaced by the customer's name and $CardHolder$ in the body of the message will be replaced by the name of the person on the credit card:

Variables that Can Be Used in the Email

If you create your own email content (either as an HTML or a plain-text document) or change any of the other email fields (Subject:, for example), you can use the following variables, surrounded by the "$" character, and they will be replaced in the email with values from the current credit card payment:
  • ContactEmail - Contact Email Address
  • ContactName - Contact Name
  • ContactFax - Contact Fax Number
  • ContactPhone - Contact business phone number
  • ContactHomePhone - Contact home phone number
  • ContactMobilePhone - Contact mobile phone number
  • CompanyName - Company Name from your company file setup
  • CompanyAddr1 - Company Address 1 from your company file setup
  • CompanyAddr2 - Company Address 2 from your company file setup
  • CompanyAddr3 - Company Address 3 from your company file setup
  • CompanyPhone - Company Phone # from your company file setup
  • CustNo - Elliott Customer Number
  • CustName - Elliott Customer Name
  • TranType - Transaction Type: SALES, REFUND, VOID...etc.
  • CardHolder - In many case, this is refer to the Bill to Address.
  • CardHolderAddr1 -  In many case, this is refer to the Bill to Address 1.  
  • CardHolderAddr2  - In many case, this is refer to the Bill to Address 2.  
  • CardHolderAddr3 -  In many case, this is refer to the Bill to Address 3 (City, State Zip.)  
  • InvNo - Invoice Number which is likely be the customer number.
  • PONo - Purchase Order Number. Limit to 10 digits.
  • CardNo - Credit Card#
  • CardType - Credit Card Type
  • TranAmount - Payment Amount
  • TranApprovalCode - Authorization#
  • CardReference - Reference Text
  • StatusMsg - Usually contains AVS info. Limit to 30 digits.
  • TranMethod - Charge Method, KEYED, FILE, SWIPE (POS), TROUT (Reuse of Previous CC Trx ID)
  • TranID - Transaction ID. This is a unique transaction ID that's 9 digits or longer from the payment gateway server. It can often be re-used for refund or additional charge.
  • TranTicketNo - Ticket#, limit to 13 digits  
  • TranDate - Transaction Date
  • TranTime - Transaction Time
  • UserName - Operator
  • WorkStation - Elliott 10 digits workstation ID
You can type these variables directly in the field, or you can position the cursor where you would like to insert the variable, then right-click and select the variable from a drop-down menu.

Sending PDF PostOffice Credit Card Receipts
After making a credit card payment in Elliott, the Report Output Options dialog will appear.  If you select Email output, Print to PDF and Use PDF PostOffice, the email will be sent to the qualified recipients.  Additionally, the Elliott-supplied text receipt will be saved to disk, and, if there are no qualified recipients, to the Spooled Reports ToBePrinted folder.

Compatibility with Elliott V8.5

It is only possible to select specific eContacts to receive the HTML PDF PostOffice in Elliott V8.6.  However, once you have everything set up in Elliott V8.6, you can use V8.5 to send these emails.



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