Tip: Email Functionality in Microsoft Dynamics GP

by the TrinSoft Dynamics GP Team

The ability to email has come a long way in Dynamics GP 2013 since it was initially offered with Dynamics GP 2010. Here we will take a look at several of the email functions currently available.

The first thing that a user needs do is to ensure that email functionality is setup and ready within their GP version.

Next, it is important to know what type of forms/transactions that can be emailed from within the system please see these listed below:

Sales QuoteSales OrderSales Fulfillment OrderSales Invoice
Sales ReturnSales Back OrderPacking SlipReceivables Invoice
Receivables Debit MemoReceivables Finance ChargesReceivables Service/RepairReceivables Warranty
Receivables Credit MemoReceivables ReturnCustomer StatementStandard Purchase Order
Blanket Purchase OrderDrop-ship Purchase OrderDrop-ship Blanket Purchase OrderVendor Remittances

The user will also want to be aware of the email formats available depending on the file format selected, version of Microsoft 2010 or later, Word template, and if available through Web Client as shown below:

File FormatWord 2010 or LaterWord TemplatesWeb Client
XPSRequired for MAPIEnabledNot available
PDFRequired for MAPIEnabledNot available
DOCXNot requiredEnabledAvailable
HTMLNot requiredNot requiredAvailable

Now that the user understands the types of transactions available to email and what file format and requirements are needed let’s go over in a bit more detail how to actually use the email functions within GP.

Users have the ability to create predefined messages that can be assigned to documents so that all customers or vendors receive the same message for selected documents. However, there is also the option for a specific email message to be created for an individual customer or vendor. A message can be personalized to include fields that are associated with a specific document type, as an example, the message could be changed to include a customer or vendor name, due date, or purchase order amount, etc.

To access the email message setup click along the following path:

Dynamics GP >> Tools >> Setup >> Company >> Email Message Setup

From the Message Setup window select or enter a Message ID name and description. Next, select a Message Type, Series, and Doc. Type as needed. Finally, edit the subject and body of the email as needed (note you can add additional fields from the drop down as needed). Provide a reply to email if desired. Once the user is done and happy with the email select save.

Once a user has the email message complete they can then select which document types to link with the Message ID. To do this navigate to the following path

Dynamics GP >> Tools >> Setup >> Company >> Email Settings

From the Company Email Setup window select either the Sales Series or the Purchasing Series to apply the proper Message ID to the desired document type.

From within the Sales Email Setup (or Purchasing) window the user can place a check mark next to the applicable Document Type. Next, select the magnifying glass to then pick the specific Message ID needs to be associated with the proper document type. At the bottom a user can again specify a specific email or email addresses to have replies sent to directly. Finally, there are a couple of check boxes related to a couple of options the user has regarding allowing a change to the “reply to” address and update to email at entry of the document. Save once complete.

Email settings and message id/document type combinations can also be set from within the Customer Maintenance or Vendor Maintenance windows.

From within the Customer Maintenance window select the “E-mail” button on the bottom right corner.

From with the Customer E-mail Options window a user can set or change many options. Initially, the user will need to determine the Attachment Options, if multiple attachments can be added per email or set a maximum file size. Next, determine if the customer needs to have different document types sent to different email addresses within their company. Next, they user will check/un-check any of the document type options that a message can or can’t be emailed. Next set the proper Message ID that related to the specific document type and select the format for the attachment to be sent in. Finally, if the “Email Address based on Doc Type” option is enabled then the ellipsis button will highlight and a user can select the button and assign specific email address to specific document types. Once satisfied with the setup, save.

A user has the ability to email documents directly from a transaction screen or from within batches. For the Sales Invoice example navigate to the Sales Transaction Entry window. Enter the type, customer id, etc. Highlighted below are two buttons from where the email can be accessed.

Once the Email detail entry comes up, depending on prior selections you may be able to make any additional changes to the email at this time.

The user now has the option of how they want to send out the invoices. Option one is from the “Print Sales Documents” window from the Sales home page, transactions, Print Sales Documents.

From the Print Sales Documents window the user can select the document type, then make sure the “Send Document in Email” is enabled and then finally select print.

Option two for emailing the document is from the Sales Batches window under Transactions on the Sales area page. From the Sales Batch Entry window select your batch and then select the Print icon.

The Sales Document Print Options window will appear and the user can then select what to include and then make sure the “Send Document in E-mail” option is selected. Finally, hit print and then post the batch

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