1. How to Setup and Utilize Email Functionality
Tracy Jo Dance

2. 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. or

3. Enabling Email Functionality
Administration >> Setup >> Company >> Settings
Enable – 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.

4. Enabling Email Functionality
Administration >> Setup >> Company >> Settings
First time setup requires address and password

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

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

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

8. Update customer email settings
Sales >> Cards >> Customer >>
button
Select one customer at a time via Customer Maintenance

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

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

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

12. 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

13. 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

14. 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.

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

16. ing an invoice
Sales >> Transactions >> Sales Transaction entry
Create an invoice per the usual method
Select the button

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

18. Emailing a range of invoices
Sales >> Transactions >> Print Sales Documents
Select Document Type = Invoice
Print: Documents
Include: Document – choose format
Destination: Send document in
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 ed

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

20. Sample email with invoice attached

21. Sample invoice using Word Template

22. 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