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How to Email Invoices and Statements out of Great Plains

  • 1.  How to Email Invoices and Statements out of Great Plains

    Posted 11 days ago

    We're testing the emailing of invoices and statements from GP. I have email working successfully but cannot get the statements emailed. I have added a Word Template, but did not make changes to it. I receive an unknown error. After further research I'm not sure it's possible the way we are entering the invoices. Currently we have GP on a terminal server, but are looking to install locally on users' machines. Will this make a difference? We also import the invoice data directly into Sales > Transactions > Invoice Entry.  Should we be using Sales > Transactions > Transaction Entry? Any insight would be greatly appreciated. We're currently on 2015 R2, but in the middle of an upgrade to 2018 R2.

    Thank you in advance.



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    Angela Morehouse
    CC Industries
    Chicago IL
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    Academy - Online Interactive Learning from Experts


  • 2.  RE: How to Email Invoices and Statements out of Great Plains

    Posted 11 days ago
    Hi Angela,

    Are you attempting to send invoices in GP 2015, or 2018?  Can you also share the print screen of the error message?

    I had some struggles when attempting to set this up in GP2016 - so maybe I can help.


    ------------------------------
    George Kuntz, MSc
    Calgary Canada
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    Academy - Online Interactive Learning from Experts


  • 3.  RE: How to Email Invoices and Statements out of Great Plains

    GPUG ALL STAR
    Posted 7 days ago
    Hi Angela,
    The fundamental question is: how is your e-mail currently setup in GP preferences ? by using the 'MAPI' client or as 'Exchange' ?
    This makes the whole difference, as one will require for each user on the Terminal Server to a working Outlook client with a default profile setup.. if not, it's going to fail.
    If you select the 'Exchange' mode for e-mail, than a user will be prompted for credentials every time he/she logs into GP to send an e-mail. The credentials will last only for the duration of the GP session and are not stored anywhere.
    Depending on your answer, it might drive the rest of the question's reply :-)

    ------------------------------
    Beat Bucher
    Business Analyst, Dynamics GP SME
    Montreal QC/Canada
    @GP_Beat http://www.gp-geek.com
    Montreal QC GPUG Chapter Leader
    MBS MVP (2015-2018)
    All-Star 2013
    ------------------------------

    Academy - Online Interactive Learning from Experts


  • 4.  RE: How to Email Invoices and Statements out of Great Plains

    Posted 7 days ago
    @Beat Bucher @George Kuntz, MScThank you for your replies. We are testing in GP 2015. I have the following setup for email and the error is below.

    Screenshot

    Screen shot

    ​​

    ------------------------------
    Angela Morehouse
    CC Industries
    Chicago IL
    ------------------------------

    Academy - Online Interactive Learning from Experts


  • 5.  RE: How to Email Invoices and Statements out of Great Plains

    GPUG ALL STAR
    Posted 7 days ago
    Thank you Angela,
    This is actually your Workflow e-mail setup.. not the GP preferences to tell what method you're using to send out e-mails..
    Check under Administration > Setup > System Preferences  and check what's selected in the 2nd section.

    This blog post from Microsoft refers to the common problems in GP when it comes to e-mail setup and there is a link for Word document to download.
    https://community.dynamics.com/gp/b/dynamicsgp/posts/common-email-errors-in-gp
    This proved to very helpful in many cases to me.

    ------------------------------
    Beat Bucher
    Business Analyst, Dynamics GP SME
    Montreal QC/Canada
    @GP_Beat http://www.gp-geek.com
    Montreal QC GPUG Chapter Leader
    MBS MVP (2015-2018)
    All-Star 2013
    ------------------------------

    Academy - Online Interactive Learning from Experts


  • 6.  RE: How to Email Invoices and Statements out of Great Plains

    Posted 6 days ago
    @Beat Bucher My apologies. We're using Exchange. Thank you for the document. I have went through it and do not see our specific issue, however I tried many of the solutions to no avail. I noticed I did not capture the 'status' in the screen output. The status is where 'Unknown Error' is listed as well. I can email a report out with success, but I do get prompted for the login with password. I have a feeling this issue is related to Exchange. We are currently using a shared local email address and password as we've moved to Exchange online and our email functionality for workflow stopped working once the users were switched. I'm going to dig more, but I feel this process needs the email address and password somewhere to make this happen. Any other insight would be great. I'm going to dig through the entire Word doc to see if there are any items that might give me a clue. I looked at several but not all.

    Thanks in advance for any and all assistance.

    ------------------------------
    Angela Morehouse
    CC Industries
    Chicago IL
    ------------------------------

    Academy - Online Interactive Learning from Experts


  • 7.  RE: How to Email Invoices and Statements out of Great Plains

    GPUG ALL STAR
    Posted 6 days ago
    Edited by Beat Bucher 6 days ago
    Thank you Angela for the confirming that you're using the "Exchange" method..
    So the prompt for the credentials is expected every time a GP sessions is started new and requests e-mail the 1st time. As stated, the creds are not stored and only valid for the duration of the session normaly.
    Now your issue remainded me some case I had last year which was similar and it turned out that his helped :
    https://community.dynamics.com/gp/f/microsoft-dynamics-gp-forum/393980/there-were-errors-sending-statements-invalid-recipients
    Also, check your 'Reply-to" e-mail address, which often is inserted the wrong way when using Exchange, as it creates an entry that looks like an LDAP address, but cannot be used by GP. :
    https://support.microsoft.com/en-us/help/2981992/unknown-error-when-sending-e-mail-in-microsoft-dynamics-gp
    This happens more often than you'd like..

    PS: this blog post describe the issue in detail: Error messages when you email RM Statements in Microsoft Dynamics GP: Unknown Error or Insufficient Memory
    Dynamics remove preview
    Error messages when you email RM Statements in Microsoft Dynamics GP: Unknown Error or Insufficient Memory
    Hello Community! We have seen several cases recently where you are unable to email RM statements, and the Exceptions Reports shows a status of either Unknown Error or Insufficient Memory. In this blog, I will describe what we have found to be the cause and a few solutions you can consider.
    View this on Dynamics >


    ------------------------------
    Beat Bucher
    Business Analyst, Dynamics GP SME
    Montreal QC/Canada
    @GP_Beat http://www.gp-geek.com
    Montreal QC GPUG Chapter Leader
    MBS MVP (2015-2018)
    All-Star 2013
    ------------------------------

    Academy - Online Interactive Learning from Experts


  • 8.  RE: How to Email Invoices and Statements out of Great Plains

    Posted 6 days ago
    Thank you for all of your assistance and resources. It was the duplicate email (semi-colon type issue) in the email for reply to field. It took a decent amount of playing with it to get it to not have the duplicate email or semi-colon.  I initially thought the manual entry of the email address, which does not appear to have a semi-colon was entered fine and moved on with my testing. Once I looked at the table via SQL again, I realized the email was actually duplicated in the field, however, it did not appear this way from the GP window where it was entered. For others' information. I manually typed the email address in the field, selected ok and then went back to the field and at the end of the email started deleting what appeared to be, nothing or blank space after the email address. Once I hit the delete key the duplicate email address showed up and it allowed me to delete it. Once selecting OK after this deletion, it appeared correctly with no duplicate or semi-colon in the field via SQL.

    ------------------------------
    Angela Morehouse
    CC Industries
    Chicago IL
    ------------------------------

    Academy - Online Interactive Learning from Experts


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