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Turnkey Technologies, Inc.

Dynamics GP Tip – Emailing Documents from within Dynamics GP


Email | Print

While working on Dynamics GP implementations and other projects with our customers, the consultants and developers at Turnkey Technologies regularly come up with tips and shortcuts that can help simplify your workload. In this tip, written by our Dynamics GP Reporting Specialist, Sean Hunter, you’ll learn how to email documents right from within Dynamics GP!

If you are not a Dynamics GP user, you can learn more about Dynamics GP here.

Requirements for emailing documents from Microsoft Dynamics GP:

  • Microsoft Office 2007 or newer (32-bit only)
  • MAPI-compliant email application

A suggested prerequisite to emailing documents from Dynamics GP is to complete the Word Template Configurations.

The configuration for emailing documents falls into three categories:

  • Company Settings
  • Module Settings
  • Customer/Vendor Settings


Company E-mail Setup window

Microsoft Dynamics GP | Tools | Setup | Company | E-mail Settings

This window allows you to select whether to embed the message and/or send the message as an attachment. When selecting the allowed file formats, it is important to note the following:

  • The .docx, .pdf and .xps formats can be used to send a Word template.
  • HTML can be used to send a Report Writer report.

Once you have specified these settings, you can click the “Sales Series” or “Purchasing Series” link to open the module-level email settings.

Sales E-Mail Setup window

Sales > Setup > E-mail Settings

NOTE: The first time accessing these windows you may be prompted for your login information. After entering the information you will move to the next window.

Sales E-mail Setup Window

In this window, you can enable the specific documents to be emailed and then assign a specific message format. Different default message formats can be configured under Microsoft Dynamics GP | Tools | Setup | Company | E-Mail Message Setup. In addition, you enter one or more email addresses to be used as the “Reply To” on the emails that are generated.  When you enter a transaction in Dynamics GP, you can override some of the email settings for the document. Mark the appropriate options if you want to allow the “Reply To” address and/or email itself to be edited on transactions.

From the Sales E-mail Setup window, you can access the Customer list using the Customer Setup button, or you can navigate directly to the Customer Maintenance card and then click on E-mail Settings.

In the Customer E-Mail Options window specify which documents that the customer can receive via email. You can also select other configuration options.

Note: The below window is from Dynamics GP 2013 R2. We recommend using Dynamics GP 2013 and later versions for this feature (Dynamics GP 2010 support is ending).

Once the settings are completed in the Customer E-Mail Options you can then configure the customers email addresses that default during sales entry. Click on the Internet Information button on the customer maintenance window.

In the Internet Information window you will find new fields for Email Addresses. Enter the email addresses or click on the To… Cc… or Bcc… to access your Outlook Address book and select the email addresses from there. Separate email addresses with a semi-colon (;) for multiples.

With the configuration complete on the customer you will now have the ability to select emailing options from the Sales Transaction Entry window and printing windows.

The icon to the right of the Customer ID brings up the Sales E-Mail Detail Entry window where you can input the email addresses and message text of the email being sent. Default messages can also be configured.

The Email Icon in the upper right of the Sales Transaction Entry window will email the document immediately with no other printing options specified.

In the single document print you have the option to Send Document in Email.

In Print Sales Documents you have the option to Print and Email documents. Selecting both options will email what can be emails and print what cannot be email or customers that are not configured for email.

The resulting email message:

And the default format Word Template:

Purchasing E-mail Setup window

Purchasing > Setup > E-mail Settings

In this window, you can enable the specific documents to be emailed and then assign a specific message format. Different default message formats can be configured under Microsoft Dynamics GP | Tools | Setup | Company | E-Mail Message Setup. In addition, you enter one or more email addresses to be used as the “Reply To” on the emails that are generated.  When you enter a transaction in Dynamics GP, you can override some of the email settings for the document. Mark the appropriate options if you want to allow the “Reply To” address and/or email itself to be edited on transactions.

From the Purchasing E-mail Setup window, you can access the vendor list using the Vendor Setup button, or you can navigate directly to the Vendor Maintenance card and then click on E-mail Settings.

Vendor E-mail Options window

Cards | Purchasing | Vendor | E-mail button

Email settings are specified by vendor, including whether to send the documents as attachments or embed the document in the message body (if allowed in the company setup). You also can choose to allow multiple attachments in a single email and stipulate a maximum file size. The enabled forms and message IDs default from the series setup but can be modified for the specific vendor along with the format.

Email addresses can be entered for specific vendor addresses, using the Internet icon to the right of the Address ID in either the Vendor Maintenance or Vendor Address Maintenance window.

Internet Information window

Cards | Purchasing | Vendor or Vendor Address | Internet Information Icon

Once these settings are specified, you can begin to email the documents. For example, let’s look at a purchase order.

Purchase Order Entry window

Transactions | Purchasing | Purchase Order Entry

You can edit the email settings for this document using the “E-Mail Detail Entry” button to the right of the Vendor ID.

E-Mail Detail Entry button

Purchasing E-Mail Detail Entry window

From this window, based on the series settings, you can modify the email including the to addresses, message ID, message body and reply addresses. Click OK to save the changes. When you are ready to generate the email, you can click the printer icon in the upper right-hand corner of the Purchase Order Entry window (as you would normally to print a Purchase Order).

Printer icon

Purchase Order Print Options window

From the print options window, you can choose whether to print or email the selected document. Note that in purchasing, multiple documents can be emailed from the Print Purchasing Documents window (Transactions | Purchasing | Print Purchasing Documents).  Make your selections and then click Print. The email will generate and be sent automatically.

So now we can see the resulting email:

And the resulting attachment:

And that’s it!

Hopefully you found this Dynamics GP tip helpful. We understand the steps involved can be a bit technical in nature. If you have ANY questions regarding these steps or other enhancements for Dynamics GP, please don’t hesitate to reach out. We’re here to help!

Check out more Turnkey blogs

 

Written by Sean Hunter at Turnkey Technologies, Inc. - Microsoft Dynamics Gold Partner based in St. Louis, Missouri.

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