KB How to use e-mail messages to send letters, statements, and invoices to customers in Microsoft Dynamics GP

Applies to: Dynamics GPDynamics GP 2010

INTRODUCTION


This article describes how to use e-mail messages to send letters, statements, and invoices to many customers in Microsoft Dynamics GP and in Microsoft Business Solutions - Great Plains 8.0. You can set up a query and then use the query to send these items.

More Information


To use e-mail messages to send letters, statements, and invoices, follow these steps:
  1. Create a letter, statement, or invoice.

    Note If you intend to send letters, statements, or invoices in Portable Document Format (PDF), Adobe Acrobat and Adobe Reader must be installed.
  2. Set up Microsoft Dynamics GP to send e-mail messages to the status recipient. To do this, follow these steps:
    1. In Microsoft Dynamics GP 10.0, point to Tools on the Microsoft Dynamics GP menu, point to Setup, point to Sales, and then click Receivables.

      In Microsoft Dynamics GP 9.0 and in Microsoft Business Solutions - Great Plains 8.0, point to Setup on the Tools menu, point to Sales, and then click Receivables.
    2. In the Receivables Management Setup window, enter an e-mail address in the Status Recipient box, and then click OK.

      Note This e-mail address belongs to the person who will use e-mail messages to send statements to customers.
    3. Point to Sales on the Cards menu, and then click Customer. In the Customer ID field, type a customer ID.
    4. In the Customer Maintenance window, click Options.
    5. In the Customer Maintenance Options window, click to select the Send E-mail Statements check box, and then enter an e-mail address in the To box. The CC and BCC boxes are optional.
    6. Click OK.
  3. Set up a query for all customers. To do this, follow these steps:  (In GP 2013 and later versions, you need to purchase and install 'Collections Management' to do build queries and query letters. This is a 3rd party add-on product.) 
    1. Point to Sales on the Transactions menu, and then click Build Query.
    2. In the Collections Management Build Query window, enter the required information in the Query ID and Description boxes.
    3. On the Customer tab, click to select the type of query in the Customer box, and then select the range by using the From and the To boxes.

      For example, if you want to select all customers, click to select the first customer in the From box, and then click to select the last customer in the To box.
    4. Click Insert to insert the range.
    5. Repeat steps 2a through step 2d if you want to add other ranges for this query.
    6. Click Save.
  4. Use the query to send the letters, statements, or invoices. To do this, follow these steps:
    1. Point to Sales on the Transactions menu, and then click Query Letters.
    2. Click to select one or more of the following check boxes:
      • Print Letters
      • Print Statements
      • Print Invoices
    3. Click Print.
    4. In the Collections Management Query Actions window, click Email.
The third-party products that this article discusses are manufactured by companies that are independent of Microsoft. Microsoft makes no warranty, implied or otherwise, regarding the performance or reliability of these products.