There are a lot of document delivery solutions for Dynamics GP 2010. But before you go searching for a product, you might want to take a look at the standard functionality that comes with Dynamics GP 2010. It only takes a few minutes to configure and can be an easy way to begin electronically delivering business documents to your customers and vendors.
Before we dive into the configuration of this feature, we should highlight the requirements for emailing documents from Microsoft Dynamics GP:
- Microsoft Office 2007 or 2010 (32-bit only)
- MAPI-compliant email application
The configuration for emailing documents falls into three categories:
- Company Settings
- Module Settings
- Customer/Vendor Settings
So let’s take a look at these options, starting with the company 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.
Purchasing E-mail Setup window
Microsoft Dynamics GP | Tools | Setup | Purchasing | 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).
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:
For more information on configuring and using the email functionality within Dynamics GP, contact-us.