Open Forum

Expand all | Collapse all

email statements

  • 1.  email statements

    Posted Jun 30, 2021 03:27 PM
    We are currently emailing statements and i am trying to figure out how to type wording in the body of the emails that are going out.  So I would want a standard phrase in the body of all of our statements that get emailed out monthly.

    ------------------------------
    Larry Carrethers
    Sr. System Admin/DBA
    Dolese Bros. Co.
    Oklahoma City OK
    ------------------------------
    Academy - Online Interactive Learning from Experts


  • 2.  RE: email statements

    GPUG ALL STAR
    Posted Jul 01, 2021 07:51 AM
    Hi @Larry Carrethers

    The emailing system in GP (If you are using it in the standard way), uses the Word Templates for the emailing.  Adding a standard phrase should be simple on the Word Template, as long as you put it in a 'free area'.  You see, the Word Templates are using xml formatting directly from the standard Report Writer reports.

    Here is an article on how to alter the Word Templates:  ​https://community.dynamics.com/gp/b/dynamicsthoughts/posts/modify-existing-word-template-in-dynamics-gp

    ------------------------------
    Jo deRuiter
    🌟 GPUG ALL STAR
    💫Granite Award Winner
    Atlanta Chapter Leader
    Aisling Dynamics Business Solutions
    Business Applications Practice Manager
    jo.deruiter@aislingdynamics.com
    9518674366
    aislingdynamics.com
    ------------------------------

    Academy - Online Interactive Learning from Experts


  • 3.  RE: email statements

    Posted Jul 01, 2021 08:10 AM
    Hi Larry,
    Along with Jo's reply, if you want it in the body of the email, Under Administration, go to Email Message Setup.  This is where you can create templates for your email messages.  You then set one of these default, and can change the message for certain customers (or vendors as this works for Purchasing and many other emails; statements, orders, remits, etc).  Based on the fact that you are already emailing statements (assuming you are emailing directly from GP, you should have a message setup.  So you can go find it and edit it.  Then once saved, the next emails going out will have the changes you made.



    ------------------------------
    Dave Magalen
    dmagalen@auroraplastics.com
    IT Manager - Aurora Plastics
    Streetsboro OH
    ------------------------------

    Academy - Online Interactive Learning from Experts


  • 4.  RE: email statements

    Posted Jul 01, 2021 09:45 AM
      |   view attached
    I'm not quite sure where to find the message setup. 


    ------------------------------
    Larry Carrethers
    Sr. System Admin/DBA
    Dolese Bros. Co.
    Oklahoma City OK
    ------------------------------

    Academy - Online Interactive Learning from Experts


  • 5.  RE: email statements

    Posted Jul 01, 2021 10:07 AM
    Ok so you are in the area to print/send statements.  These will use the messages previously setup, either default or custom per customer.

    To view what is setup, close both of these windows.  Go into a customer card.  In the bottom right click E-mail.  This will bring up the window to setup your email messages.  You will want to make sure the forms are enabled for what you want to send.  Clicking the hour glass will bring up choices for email message templates to choose from.  If you do not have any that match the type of form (sales vs purchasing), you can click New and create your template (my previous screen shot).  Then go back to the customer and make sure it is in the line with the format (most likely PDF).  Then if you have the option at the top enabled (Email Address based on Doc Type), then the ellipses on that form line will allow you to choose what email address to send this form to.




    We have ours setup so the order goes to the purchaser of the customer, and the invoices and statements go to AP for payment.


    ------------------------------
    Dave Magalen
    dmagalen@auroraplastics.com
    IT Manager - Aurora Plastics
    Streetsboro OH
    ------------------------------

    Academy - Online Interactive Learning from Experts


  • 6.  RE: email statements

    Posted Jul 01, 2021 10:19 AM

    Ok, that makes sense.   So I would like to put the body on all my emails statements.

    When I click on this particular customer, customer statement is greyed out.

     

     


    Larry E Carrethers
    Administrator, Sr. System Database
    Information Technology - Application Services
    Phone: +1-405-297-8383
    www.dolese.com


    NOTICE OF CONFIDENTIALITY: The information contained in this transmission including any attached documentation is privileged and confidential. It is intended only for the use of the individual or entity named above. If the reader of this message is not the intended recipient, you are hereby notified that any dissemination, distribution or copy of this communication is strictly prohibited. If you have received this communication in error, please notify Dolese Bros. Co. immediately by replying to this email,and please delete all copies of this message and any attachments immediately.




    Academy - Online Interactive Learning from Experts


  • 7.  RE: email statements

    Posted Jul 01, 2021 10:34 AM
    So it is disabled because you do not have a message template setup for that form (Customer Statement).  If you close that window, in the Sales area, under Setup,  Look for E-mail Settings.

    Click that.

    Check the box next to Customer Statement, and then you can click the spy glass to get tot he Message Setup window.


    Click New in the upper right corner.
    Create an ID, description, and then in Series and Doc Type Choose Sales and Customer Statement.
    Enter your subject, body and reply to information.
    Click Save

    Then back at the E-mail setup window, click the spy glass again, and choose your newly created message.  This will set that as the default message for anyone getting these emails.

    Then you should be able to get back to your Customer card and check that box for Customer Statement and have your message id show in there.

    ------------------------------
    Dave Magalen
    dmagalen@auroraplastics.com
    IT Manager - Aurora Plastics
    Streetsboro OH
    ------------------------------

    Academy - Online Interactive Learning from Experts


  • 8.  RE: email statements

    Posted Jul 01, 2021 10:38 AM

    Thanks

     




    Academy - Online Interactive Learning from Experts


  • 9.  RE: email statements

    Posted Jul 01, 2021 10:42 AM

    One more question

    If I want this message on all the statements, how do I do that without clicking on each and every customer?

     




    Academy - Online Interactive Learning from Experts


  • 10.  RE: email statements

    Posted Jul 01, 2021 11:00 AM
    The short answer is I am not 100% sure.  But I believe that since you are not specifying an email address based on the document type, as long as you set the default message id in setup, it will use that and send to the email address listed in the Statement To area of the Customer card.

    I would assume that since you do not have them checked for invoice and return specifically in this customer, it will grab the default message you have setup.

    For us, we want that statement to go to a specific email address, that is generally different from the other forms.  So we have to go in to each customer and set that (not too much work as we are setting up emailing now so we are already in each customer).

    I hope this helps.

    ------------------------------
    Dave Magalen
    dmagalen@auroraplastics.com
    IT Manager - Aurora Plastics
    Streetsboro OH
    ------------------------------

    Academy - Online Interactive Learning from Experts


If you've found this thread useful, dive deeper into User Group community content by role