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Microsoft Dynamics GP Tip: How To Set up E-mail Document Options in Dynamics GP

Note: This tip is taken from the Microsoft Dynamics GP Help Center and republished for your convenience.

Use the Company E-mail Setup window to select options to use when sending documents in e-mail. You can select to embed documents, attach documents, or both. If you select to send documents as attachments, you can specify which type of file formats you want to attach the documents as. The options you select in this window are available for customer and vendor records.

If you selected to use an option, such as the DOCX file format, and then decide not to use the option, you must update the customer and vendor records that were set up to use the DOCX file format.

To set up e-mail document options for a company:

  1. Open the Company E-mail Setup window.
    (Administration >> Setup >> Company >> E-mail Settings)
  2. Mark whether to embed documents into the body of e-mail messages.
  3. Mark whether to send documents as attachments in e-mail messages.
  4. If you are attaching documents in messages, select the formats to send the documents in.

Before you can send documents as DOCX, PDF, or XPS attachments, the Word template for the document must be enabled in the Template Configuration Manager window. Standard reports (reports generated by Report Writer) are sent when you send documents as HTML attachments.

  1. Choose one of the following options.
    • Choose OK to save your changes and close the window.

Setting up e-mail options for sales documents

Use the Sales E-mail Setup window to mark which sales documents can be sent in e–mail and select a default message ID for each of those documents. You also can enter an e–mail address where customers can send replies to and select options to change the reply to address and change the message when you enter a sales document. The options you select in this window are available when you set up or modify e-mail options for your customer records.

To set up e-mail options for sales documents:

  1. Open the Company E-mail Setup window.
    (Administration >> Setup >> Company >> E-mail Settings)
  2. Click the Sales Series link to open the Sales E-mail Setup window.
  3. Mark the documents you want to send in e-mail to your customers. If a document is unmarked, it can’t be sent in e-mail. To select all documents, mark the Enable option.
  4. Enter or select the message ID you want to send for each document type you want to send in e-mail. A message ID isn’t required when sending documents in e-mail.
  5. Enter or select an address that a customer can use to send a reply e-mail for the document type. The address you enter in this field is the default reply to address if you created a new message for the sales series.
  6. Mark to change the address used as a reply to address when entering a sales document. If you mark this option, you can edit the message in the Sales E-mail Detail Entry window or the Receivables E-mail Detail Entry window.
  7. Mark to change the e-mail message when entering the sales document. You can edit the message in the Sales E-mail Detail Entry window or the Receivables E-mail Detail Entry window.

If you don’t mark this option, you wont be able to edit the subject and message body of the Sales E-mail Detail Entry window or the Receivables E-mail Detail Entry window.

  1. Choose OK to save your changes or choose the Customer Setup button to update multiple customer records with e-mail options. For more information about updating multiple customer records with e-mail options.

Setting up e-mail options for multiple customers

Use the Mass Customer E-mail Settings window to assign e-mail settings to multiple customers. You can select which documents you want to send to the customers. You also can specify message IDs and the document format to use for the vendor. A message ID is a predefined message that you can assign to a document that you want to send in e-mail. For example, you can send a promotional message to your customers when sending sales quotes in e-mail.

If you want to set up an individual customer, you can use the Customer E-mail Options window. For more information, see the Receivables Management documentation.

To set up e-mail options for multiple customers:

  1. In the navigation pane, choose the Sales button, and then choose the Customers list.
  2. Mark the customers you want to set up e-mail options for.
  3. In the Modify group or its overflow menu, and then select E-mail Settings to open the Mass Customer E-mail Settings window.
  4. Select to send documents as attachments or embed documents in the message body. The options available depend on your selections in the Company E-mail Setup window.
  5. If you are sending documents as attachments, you can mark to send multiple attachments for documents of the same document type with the same subject, message body, address to send replies to, To, Cc, and Bcc address in one e-mail.
  6. If you are sending documents as attachments, mark to set a maximum file size limit for attached documents sent to the customers and enter the file size. If this field is unmarked, there isn’t a size limit.
  7. Mark the documents you want to send in e-mail. If a document is unmarked, it can’t be sent in e-mail. The documents available to send depend on the documents you selected in the Sales E-mail Setup window. To select all documents, mark the Enable option.
  8. Enter or select the message ID to use with the document type. If you didn’t select a message ID for the document type in the Sales E-mail Setup window, the Message ID field is blank. A message ID isn’t required when sending documents in e-mail.
  9. Select the file format to send the documents in as attachments. The files formats available to send attachments depend on the formats you selected in the Company E-mail Setup window.

Before you can send documents as DOCX, PDF, or XPS attachments, the Word template for the document must be enabled in the Template Configuration Manager window. Standard reports (reports generated by the Report Writer) are sent when you send documents as HTML attachments.

  1. Choose OK to update the selected customers with the options you entered.

Setting up e-mail options for purchasing documents

Use the Purchasing E-mail Setup window to mark which purchasing documents can be sent in e-mail and select a default message ID for those documents. You also can select an e-mail where vendors can send replies to and select options to change the reply to address and the message when you enter a purchasing document. The options you select in this window are available when you set up or modify e-mail options for vendor records.

To set up e-mail options for purchasing documents:

  1. Open the Company E-mail Setup window.
    (Administration >> Setup >> Company >> E-mail Settings)
  2. Click the Purchasing Series link to open the Purchasing E-mail Setup window.
  3. Mark the documents you want to send in e-mail. If a document is unmarked, it can’t be sent in e-mail. To select all documents, mark the Enable option.
  4. Enter or select the message ID you want to send for each document type you want to send in e-mail. A message ID isn’t required when sending documents in e-mail.
  5. Enter or select an address that a vendor can use to send a reply e-mail for the document type. The address you enter in this field is the default reply to address if you created a new message for the purchasing series.
  6. Mark to change the address used as a reply to address when entering a purchase order. If you mark this option, you can edit the message in the Purchasing E-mail Detail Entry window.
  7. Mark to change the e-mail message when entering the purchasing document. You can edit the message in the Purchasing E-mail Detail Entry window.

If you don’t mark this option, you won’t be able to edit the subject and message body of the Purchasing E-mail Detail Entry window.

  1. Choose OK to save your changes or choose the Vendor Setup button to update multiple vendor records with e-mail options.

For more info read: GP Tip: Which Predefined Word Templates Are Included in Dynamics GP?

For more Microsoft Dynamics GP Tips visit www.calszone.com/tips

By CAL Business Solutions, Connecticut Microsoft Dynamics GP Partner, www.calszone.com

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