The option to directly e-mail sales order documents has evolved in Dynamics GP since Version 2010. If you are using the document attachment functionality with e-mailing activated, GP’s built-in e-mailing now includes the specified document attachments as part of that e-mail to your customer. If you “print” the sales document to a printer, the attachments are not included; to get a hard copy you need to preview each attachment and print it individually from that window.
But as the developers responded to requests to increase the e-mailing flexibility, a somewhat overlapping, confusing set of options emerged. This posting begins to take you through those options assuming that all e-mail related configuration (company e-mail setup, message ID setup, Word template modifications, etc.) has already been done.
E-mail addresses are associated with individual customer address ID’s. One customer can have many different address ID’s; for each one you can specify e-mail addresses using the “globe” (figure 1):
(Why the icon that looks to me like a globe goes to an E-mail/Internet window and the icon that sort oflooks like an envelope with a red pin goes to a map is an answer for someone else to explain.)
From this window you can specify one or multiple e-mail addresses in any or all of the three address lines (To, Cc, Bcc). (Beneath this area of the window is a field actually named “E-mail” but this has nothing to do with e-mailing documents…I don’t think it is there just to confuse us but it does that pretty well.)
When creating a sales orders document (quote, order, invoice, etc.), once you enter the customer number GP brings in the default bill-to and ship-to addresses. You can then use the expansion arrow after the customer ID field to change the Bill-to address ID which in turn would have different e-mail address associated with it. To view/verify the e-mail addresses, you would drill down on the Bill To Address ID hyperlink and go through the Customer Address Maintenance card.
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