Uuendatud 20. mai 2026

KUIDAS SISESTADA KLIENDIKIRJA?

Moodul Kliendihaldus > Registrid > Kliendikirjad.

Avaneb aken ‘Kliendikirjad: Sirvi’, milles näed varem sisestatud kirju.
Uue Kirja sisestamiseks vajuta Koosta menüüst “Uus kliendikiri” või kasuta Ctrl+N klahvikombinatsiooni. Võid ka valida kirja, mille sarnast soovid sisestada ning teha sellest koopia osutades “Koopia“.
Avaneb uue kirja aken, mis on tühi (või kopeeritud andmed, kui valisid Koopia).

Kuna kogu Kliendikirjale sisestatav informatsioon ei mahu korraga ekraanile ära, on kaart jaotatud viieks vaheleheks. Igal lehel on nähtav kirja ülemine osa ning viis nimetusega lehte, millele vajutades saad liikuda kirja erinevate osade vahel.

Nr. – Vali numbriseeria (kasuta Ctrl+Enter)
Kliendikirja number. Uue Kirja koostamisel annab programm sellele esimese vaba numbri seadistusest ‘Numbriseeriad – kliendikirjad’. Seda numbrit saad vajadusel muuta, aga mitte juba kasutatud numbri vastu. Mitmekasutaja süsteemi puhul antakse Kirjale number kaardi salvestamise hetkel.
Kp. – Hetke kuupäev ehk Kirja kuupäev (võid kasutada Ctrl+Enter kalendri valimiseks).
Aeg – Kirja koostamise kellaaeg. The current time will be placed here automatically when you create the new record, aga seda saad vajadusel muuta ja ka Kirja mallile välja trükkida.
Nimekiri – Sul on võimalik luua valmis eelkirjeldatud nimekirjad klientidest, kellele tihti kirju saadad. Vali Ctrl+Enter või koosta uus. Mailing Lists allow you to send Customer Letters to the same selection of Customers, Suppliers and/or Contact Persons more than once. You can use Mailing Lists in Customer Letters that you will print and in Customer Letters that you will send by email.

To send letters to recipients listed in a Mailing List, specify the Mailing List in this field. Any selection criteria that you enter on the ‘Customer Selection’ and ‘Cat/Class Selection’ cards of the Customer Letter will be ignored.

If you will print a Customer Letter and need to send it to every Contact Person working for a particular Customer or Supplier, you may find that using a Mailing List will be more effective than using the fields on the ‘Customer Selection’ and ‘Cat/Class Selection’ cards. If you will send the Customer Letter by email, there will be no need to use a Mailing List for this purpose.

Note that if a Mailing List includes a Contact in which you have ticked the No Mass Letters and/or No Mass Emailing boxes, that Contact will be included in the mailing (i.e. they will receive a letter).

Loe Nimekirja koostamisest täpsemalt SIIT

HTML – Kui soovid kirja kujundust muuta, siis märgi see valik. Valiku märkimisel ilmuvad Teksti sisestamise osale kujunduse funktsioonide ikoonid. To be able to use HTML formatting (i.e. to be able to tick this box), you must be using the Use HTML Formatting in Customer Letters option in the Global CRM Settings setting in the CRM and Technics modules. If you are using this option, the HTML box will be ticked by default in new Customer Letters.

If you specify an HTML Standard Text in a Customer Letter (on the ‘Header’ card), the HTML box in that Customer Letter will be ticked automatically.

Kinnita – Kui Kiri on kontrollitud, tuleb see kinnitada. Kinnitatud Kirja ei saa muuta, kuid kinnituse linnukese saab alati eemaldada.

When you are ready to print letters from a Customer Letter record, tick the OK check box and save. Any letters that you print before doing this will be marked with a “Test Printout” watermark (providing you are not using the No Test Printout option in the Optional Features setting in the System module).

After marking a Customer Letter as OK and saving, you will no longer be able to modify the record. This allows you to return to the Customer Letter at a future date to review the text and the recipients. Before marking a Customer Letter as OK, you should ensure the list of recipients is correct and check the letter text contains no errors. One tool that will help with both of these tasks is the ‘Letter List’ function on the Operations menu.

If you need to change a Customer Letter after marking it as OK, remove the tick from the OK box and then make the modifications.

If you will be sending letters from the Customer Letter by email using the ‘Send email’ function on the Operations menu, there is no need to check the OK box. The OK box has no effect on this function, although you may still wish to use it to preserve the list of recipients and the text.

You can choose to have Activities created automatically when you mark Customer Letters as OK and save. Use the Activity Types, Subsystems setting to activate this option and to specify the Activity Type to be used in the new Activities. Only a single Activity will be created from a particular Customer Letter, even if you have entered * or a range of Customers or Suppliers in the Customer field on the ‘Customer Selection’ card.

KLIENDIVALIK
Seda osa kasutatakse koos Klientide ja Kontaktisikute määramiseks, kellele Kiri saadetakse.
Use this card in combination with the ‘Cat/Class Selection’ card to select the Customers, Suppliers and Contact Persons to whom the letter is to be sent.

The selection criteria that you enter on these two cards will not be used if you have specified a Mailing List in the header of a Customer Letter. The recipients will be taken from the Mailing List instead as that has priority.

If you have not specified a Mailing List, the process of choosing the recipients of a Customer Letter will have two steps. The first step is to select the Customers and Suppliers, which you can do using the following fields on the ‘Customer Selection’ and ‘Cat/Class Selection’ cards: Customer, Category, and Cust. Class. The second step is to select the Contact Persons within those Customers and Suppliers that will receive emails, which you can do using the Email Address options and the Contact, Contact Class and Job Title fields.

The criteria that you specify on the ‘Customer Selection’ and ‘Cat/Class Selection’ cards will be used when you send letters by email (which you can do by selecting ‘Send email’ from the Operations menu (Windows/Mac OS X) or Tools menu (iOS/Android). The criteria will not all be used if you will print letters from the Customer Letter record. If you will print letters, use a Mailing List to draw up a list of recipients.

Klient – Enter the Contact Number of the Customer or Supplier to whom the letter is to be addressed. If you need to mail an individual Contact Person who works for a Customer or Supplier, enter the Customer or Supplier here and specify the Contact Person in the Contact field immediately below.  You will not be able to save the Customer Letter if this field is empty. If you need to mail every Customer and Supplier, enter * in this field.

Usually when you enter * here, you will also enter a Category or Cust. Class on the ‘Cat/Class Selection’ card to reduce the number of mails that will be sent. As a precaution against sending too many mails, you can make it mandatory to specify a Cust. Class when you enter * in this field: to do this, select the Require Customer Classification on Letters option in the CRM Settingssetting.

You can mail a range of Customers and Suppliers. To do this, enter the lowest and highest Contact Numbers of the range, separated by a colon. For example, to report on Contacts 001 to 010, enter “001:010”. Note that an alpha sort is used, not a numeric one. Thus a range of 1:2 would also include 100, 10109, etc.

If you tick the No Mass Letters box in the Contact record for a Customer or Supplier, this will prevent letters from being emailed to that Customer and Supplier and to all connected Contact Persons. The No Mass Letters box is on the ‘Terms’ card of the Contact record.

By default, the ‘Paste Special’ list will show the Customers in the Contact register. Click the [Suppliers] button if you need to see Suppliers.

Nimi – If you specified a single Customer or Supplier in the Customer field immediately above, you can mail a particular Contact Person at that firm by entering their name here and selecting the All Contact Persons option below. The ‘Paste Special’ function will only list Contact Persons belonging to the specified Customer or Supplier.

Closed Contact Persons and Contact Persons whose Customer Relations records have been marked as Invalid will not be shown in the ‘Paste Special’ list and therefore mails cannot be sent to them.

f the Customer field contains * or a range of Contact Numbers, you should leave this field empty. If you do not, only a single letter will be printed, addressed to the Contact Person in this field.

Kontaktisik – Kui Kiri saadetakse ühele Kliendile, on see võimalik adresseerida konkreetsele Kontaktisikule. Ctrl-Enter valides näed vaid selle kliendi Kontaktisikuid.
Kui siin ei ole Kontaktisikut määratud ning valik ‘Kõik kontaktisikud’ on märkimata, koostatakse igale Kliendile üks Kiri, mis adresseeritakse Kontakti kaardi 1. osal määratud peamisele Kontaktisikule.

E-maili aadress – The process of choosing the recipients of a Customer Letter has two steps. The first step is to select the Customers and Suppliers, which you can do using the various fields on the ‘Customer Selection’ and ‘Cat/Class Selection’ cards. The second step is to select the Contact Persons within those Customers and Suppliers that will receive emails from the Customer Letter. Use these options for the second step.

Note that these options are check boxes, so you can choose more than one. If the result is that a particular email address will theoretically receive more than one email, only one will be sent.

You must select at least one of these check boxes, otherwise no letters will be emailed. If the HTML box is ticked in a Customer Letter, these check boxes will not be visible. You will need to untick the HTML box, save, select the appropriate Email Address check box(es), save, tick the HTML box and save again in order to be able to send letters.

Customer Main email

Emails will be sent to the email addresses in the Contact records for the Customers or Suppliers that meet the mailing criteria (e.g. the Customers or Suppliers in the range specified in the Customer field above, or the Customers or Suppliers belonging to the Category specified on the ‘Cat/Class Selection’ card).

Emails will not be sent to Contact records that meet the mailing criteria but that are not marked as Customers or Suppliers. Emails will not be sent to Customers or Suppliers in which the No Mass Emailing box has been ticked.

All Contact Persons

If you have specified a single Customer or Supplier in the Customer field above and a single Contact Person connected to that Customer or Supplier in the Contact field above, an email will be sent to that Contact Person, providing that Contact Person has their own Contact record.

Otherwise (e.g. if you have specified a single Customer or Supplier in the Customer field above but left the Contact field above empty, or if several Customers or Suppliers meet the mailing criteria) emails will be sent to every Contact Person connected to the Customers or Suppliers.

If you need to mail Contact Persons with a particular Classification or Job Title, select this option and specify the Classification or Job Title on the ‘Cat/Class Selection’ card (using the Contact Class field in the case of the Classification).

Primary Contact Person email

This option is similar to the Customer Main email option described above in that a single email will be sent to each Customer or Supplier that meets the mailing criteria. The difference is that the email will be sent to the email address in the Contact record for the Customer or Supplier’s Primary Contact. If the Primary Contact doesn’t have its own Contact record, no email will be sent to that Customer or Supplier.

In all cases, no attempt will be made to mail Customers, Suppliers or Contact Persons who do not have email addresses.

If you select the All Contact Persons and/or Primary Contact Person email options, emails will not be sent to individual Contact Persons in which the No Mass Emailing box has been ticked. Emails will also not be sent to any Contact Person that is connected to a Customer or Supplier in which the No Mass Emailing box has been ticked (unless you have specified a range of Customers or Suppliers in the Customer field above, in which case the No Mass Letters box in the Customer or Supplier will prevent the emailing of Contact Persons).

KATEGOORIA/KLASSIVALIK
Use this card in combination with the ‘Customer Selection’ card to select the Customers, Suppliers and Contact Persons to whom the letter is to be sent.

The selection criteria that you enter on these two cards will not be used if you have specified a Mailing List in the header of a Customer Letter. The recipients will be taken from the Mailing List instead as that has priority.

If you have not specified a Mailing List, the process of choosing the recipients of a Customer Letter will have two steps. The first step is to select the Customers and Suppliers, which you can do using the following fields on the ‘Customer Selection’ and ‘Cat/Class Selection’ cards: Customer, Category, and Cust. Class. The second step is to select the Contact Persons within those Customers and Suppliers that will receive emails, which you can do using the Email Address options and the Contact, Contact Class and Job Title fields.

The criteria that you specify on the ‘Customer Selection’ and ‘Cat/Class Selection’ cards will be used when you send letters by email (which you can do by selecting ‘Send email’ from the Operations menu (Windows/Mac OS X) or Tools menu (iOS/Android). The criteria will not all be used if you will print letters from the Customer Letter record. If you will print letters, use a Mailing List to draw up a list of recipients.

Klass – If you need to mail the Customers and Suppliers that belong to a particular Customer Category. You can enter several Customer Categories separated by commas. Letters will be mailed to Customers and Suppliers belonging to any of the Categories specified. You can also enter a range of Customer Categories separated by a colon. Letters will be mailed to Customers and Suppliers belonging to any of the Categories in the range.

If you specify a Customer Category here and have entered a range of Customer or Supplier Numbers in the Customer field on the ‘Customer Selection’ card, letters will be mailed to Customers and Suppliers in that range who also belong to the specified Category.

Keel – When you print letters from a Customer Letter record, the selection of the Form Template (i.e. the letter template) will be determined using one of two methods. You can enter a Form Template in the Form Template field above or, if that field is empty, you can use the ‘Form Definition’ window for the Customer Letter form. The second method allows letters to be printed using different Form Templates depending on the Language of the Customer Letter. Specify that Language here.

If you are using the second method (i.e. if the Form Template field above is empty), you can override the Language specified here when you print letters from the ‘Forms’ list window. This can be useful if, for example, you have a standard letter that is sometimes printed and sometimes faxed. In this case, enter separate rows in the ‘Form Definition’ window for printing and faxing. The fax row should have a dedicated Language (e.g. “FAX”) in the Lang field. When you create the Customer Letter, enter the appropriate Language in this field to use the default printer (usually you can leave the Language blank in both the Customer Letter and the ‘Form Definition’ window). When you need to fax the letter, open the ‘Specify Customer Letter’ window from the ‘Forms’ list in the normal way, and enter the Language for the fax server. This will override the Language in the Customer Letter record.

Kliendiklassif. – If you need to mail every Customer and Supplier that has a particular Classification, specify that Classification here. If you enter a number of Classifications separated by commas, letters will only be mailed to the Customers and Suppliers that have been assigned all the Classifications listed.

If you specify a Classification here and have entered a range of Customer or Supplier Numbers in the Customer field on the ‘Customer Selection’ card, letters will be mailed to every Customer and Supplier in that range with the specified Classification(s).

If you have entered * in the Customer field on the ‘Customer Selection’ card, you will be required to specify a Classification here if you are using the Require Customer Classification on Letters option in the CRM Settings setting. Entering * in the Customer field means that all Contacts will be mailed, subject to their satisfying any requirements entered to other fields, so using this option to make it mandatory to enter a Customer Classification is a precaution you can take against the risk of printing too many letters by mistake.

Kont.is.klassif. – If you wish to mail every Contact Person with a particular Contact Classification, specify that Classification here. You must also select the All Contact Persons option on the ‘Customer Selection’ card. If you enter a number of Classifications separated by commas, letters will only be mailed to the Contact Persons that have been assigned all the Classifications listed.

For example, the Customer field on the ‘Customer Selection’ card contains “001:010”. The Cust. Class field contains “A” and the Contact Class field contains “B”. The letter-mailing routine will find the Customers and Suppliers in the range 001:010 with Classification A. It will then find Contact Persons with Classification B who are connected to those Customers and Suppliers. Letters will be mailed to these Contact Persons.

Amet – Kui soovid saata Kirjad kõigile teatud ametikohal olevatele Kontaktisikutele, sisesta siia vastav Ametikirjeldus. You must also select the All Contact Persons option on the ‘Customer Selection’ card.

PÄIS
Seda osa kasutatakse koos TEKST lehega Kirja teksti määramiseks. Nii päis/teema, tervitused, allkirja kui allakirjutanu nime saad ka kirjale trükkida. Allkirja väljal saad kasutada Ctrl-Enter klahvikombinatsiooni Isiku valimiseks.

Dokumendimall – You can print letters from a Customer Letter record using the [Forms] button in the Navigation Centre, by clicking the Printer icon in an individual Customer Letter record or by selecting ‘Print’ from the File menu, again from an individual Customer Letter record. However, the selection of the Form Template (i.e. the letter template) is determined in a slightly different manner to that used by other forms in Standard ERP.

The most basic method of selecting the Form Template is simply to enter its Form Template Code in this field. However, it may be easier to use a single Form in most circumstances and to override that default only on special occasions.

Standardtekst – If appropriate, use this field to select a Standard Text record. The text from the Standard Text record will appear in the Text field on the ‘Text’ card. If the HTML box is ticked in the Standard Text record, the equivalent HTML box will be ticked automatically in the Customer Letter as well, if it wasn’t ticked already. Any HTML Templatespecified in the Standard Text will also be copied to the Customer Letter.

If any files have been attached to the Standard Text record, these will be attached to the Customer Letter when you save it. If you will be sending the Customer Letter by email using the ‘Send email’ Operations menu function, these files will be attached to the emails. This can be useful when sending brochures, price lists, product sheets, etc.

TEKST
Siia sisesta kirja tekst, sisu.

The ‘Text’ card contains the text of the letter. You can bring this in from the Standard Text register using ‘Paste Special’ (in which case you can modify it here for this mailing only) or you can write it here as a one-off letter.  If you will send a Customer Letter by email, you can place the following expressions in the Text if you want the mail text to include information taken from the relevant Customer or Supplier record:

For example, you can include some of these expressions in a mail asking for confirmation of address details, as follows:

Dear ?CUr.Person?

Please can you confirm your company’s address as ?CUr.InvAddr0?, ?CUr.InvAddr1?, ?CUr.InvAddr2?, ?CUr.InvAddr3?, ?CUr.InvAddr4? and the telephone number is ?CUr.Phone?.

Sincerely

If you send the letter to Contact Persons (i.e. you have selected the All Contact Persons option on the ‘Customer Selection’ card), these expressions will take information from the Contact record for the Customer or Supplier to which a Contact Person is connected, not the record for the Contact Person.

AADRESS
If you entered a single Customer or Supplier in the Customer field on the ‘Customer Selection’ card, its Invoice Address, fax number and email address will appear here. If the Contact Person specified in the Contact field has a different Address, fax number and email address, these will be shown instead of those from the Customer or Supplier.

These fields will only be used if you entered a single Customer or Supplier in the Customer field and selected the Customer Main email option. In this case, the address entered here will be printed on the letter. If you will be sending the letter by fax or email, the fax number or email address entered here will be used. In other words, you can use these fields if you need to change the address, fax number or email address to which a particular letter will be sent, when you do not want the change to be fed back to the Customer or Supplier.

If you entered * or a range of Customers or Suppliers in the Customer field on the ‘Customer Selection’ card, the address, fax number or email address will be taken from the Contact record for each Customer or Supplier at the time of printing, faxing or emailing. If you selected the All Contact Persons or Primary Contact Person email options, they will be taken from the Contact record for each Contact Person.

Enne Kirja kinnitamist on soovitav kontrollida adressaatide nimekirja ning Kirja teksti. Selleks saad kasutada Kirja operatsioonide menüü funktsiooni ‘Kirja saajad’. Loe sellest rohkem SIIT