Send document in E-mail (GP)

By using this functionality, you can send documents in e-mail. You can send single document or send multiple documents using lists.

You can send documents in e-mail if the following conditions are met:

 Setup Customer Emails

 –          Open Customer Maintenance window (Cards >> Sales >> Customers)

–          Select one customer, click on Address button and select the Address ID.

–          Click Internet Addresses button.

–          Enter e-mail address for this customer/address combination and click Save. 

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 Setup Customer E-mail Options

–          Open Customer Maintenance window (Cards >> Sales >> Customers)

–          Select one customer, click E-mail button.

You can either send documents as attachments or embed documents in the message body. If you send documents as attachments, you can select to send multiple attachments to the customer and set the maximum file size of the document. Mark the documents you want to send in e-mail. You can select a default message ID for each document and select the format that you want to send the document in.

Word templates for Microsoft Dynamics GP must be enabled in the Template Configuration Manager window (Reports >> Template Configuration) before you can send documents as DOCX, PDF, or XPS attachments.

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You also can specify message IDs and the document format to use for the customer. A message ID is a predefined message that you can assign to a document that you want to send in e-mail.

Message Setup window

You can customize your messages by adding fields that are associated with a document type. A message can be personalized to address each customer or vendor by name. You could add the due date for a sales invoice in a message or the PO number for a purchase order.

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 You can send the following documents: 

Purchase Order Receivables Invoice
Vendor Remittance Receivables Return
Sales Quote Receivables Debit Memo
Sales Order Receivables Credit Memo
Sales Fulfillment Order Receivables Finance Charges
Sales Invoice Receivables Service/Repairs
Sales Return Receivables Warranty

 Table Definitions

SY04904 (Email Card Setup) – This table is populated with values from the “Select Document Options” section from the Customer Email options (or) Vendor Email options window.

SY04905 (Email Card Documents) – This table is populated with values from the “Send Forms as E-mail” section from the Customer Email options (or) Vendor Email options window.

SY04910 (Email Details) – This table contains the details of the emails captured at the various transaction levels in the Email Detail Entry window.

Written By: Shyam Nath (Dynamics GP Team, Cipher Dynamics)

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