How to Setup and Utilize Email Functionality Tracy Jo Dance

Using Email Functionality Works with both Receivables Management and Sales Order Processing (SOP) Same setup and functionality applies to vendors and purchase orders Uses Word Templates Recommended: setup a generic reply to account and give all users in that department access (e.g. accountsreceivable@company.com or accountspayable@company.com

Enabling Email Functionality Administration >> Setup >> Company >> E-mail Settings Enable E-mail – select a series NOTE: 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.

Enabling Email Functionality Administration >> Setup >> Company >> E-mail Settings First time setup requires email address and password

Sales e-mail setup Administration >> Setup >> Company >> E-mail Settings >> Sales Series Sales >> Setup >> E-mail Settings Mark which sales documents can be sent in e-mail select a default message ID for the documents The options you select in this window are available when you set up or modify e-mail options for individual customer records.

Sales e-mail setup (cont.) Administration >> Setup >> Company >> E-mail Settings >> Sales Series Sales >> Setup >> E-mail Settings Enter email address for replies (e.g. accountsreceivable@company.com) Select Customer Setup which will take you to the Navigation List of all customers

Update customer email settings Sales >> Navigation List >> Customers >> Modify >> Email Settings Select a customer, multiple customers or all customers from the list Select the E-mail settings button (Modify >> E-mail Settings) to go to the Mass Customer E-mail Settings window Check the Enable box Select OK

Update customer email settings Sales >> Cards >> Customer >> E-mail button Select one customer at a time via Customer Maintenance

Update customer email address Sales >> Cards >> Customer >> Internet Information Icon OR Update in mass using Integration Manager Enter customer email address

Setting up messages Administration >> Setup >> Company >> E-mail Message Setup Customize your email by assigning fields such as Customer Name, Invoice Number and Due Date within the body of the email Use the copy button to copy existing messages to a new message

Enable report templates Reports >>Template Configuration Select which report formats will be using a word template

Choosing the correct default format Sales >> Setup >> Sales Order Processing >> Sales Document Setup >> Fulfillment Order/Invoice Assign a default format or check to see which format you are already using (e.g. Blank, Short, etc.) for each Invoice ID

Choosing the correct default format Sales >> Setup >> Sales Order Processing >> Sales Document Setup Assign a default Invoice ID or check to see which Invoice ID you are already using

Assigning a word template to a company Reports >>Template Maintenance Select the template corresponding to the SOP format you are using or just assigned as the default.

Assigning a word template to a company (cont.) Reports >>Template Maintenance Assign the format to the company or customer(s)

Emailing an invoice Sales >> Transactions >> Sales Transaction entry Create an invoice per the usual method Select the Email button

Emailing an invoice (cont.) Sales >> Transactions >> Sales Transaction entry

Emailing a range of invoices Sales >> Transactions >> Print Sales Documents Select Document Type = Invoice Print: Documents Include: Document – choose format Destination: Send document in email Check the Reprint Previously printed box if applicable Insert Range: Document Number, Date or Batch ID NOTE: You will get an error log for invoices that were not emailed

Emailing a range of invoices Sales >> Transactions >> Print Sales Documents

Sample email with invoice attached

Sample invoice using Word Template

Other considerations Modifying an invoice – Word Templates are VERY FINICKY! Copying report format to a new format Modify format Delete format from Dynamics GP Insert modified format Assign to company or customer(s) Update security to give access to modified formats Adding a logo to the invoice