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

This article describes how to set up a query and use it to send letters, statements, and invoices by using e-mail messages.

Applies to:   Microsoft Dynamics GP
Original KB number:   903690

Introduction

This article describes how to use e-mail messages to send letters, statements, and invoices to many customers in Microsoft Dynamics GP. You can set up a query and then use the Collections Management query letters (third party product) to send these items.

Note

You do not need Collections Management installed in order to send letters, statements and invoices to customers in Microsoft Dynamics GP.

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 select 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 select Receivables.

   2. In the Receivables Management Setup window, enter an e-mail address in the Status Recipient box, and then select 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 select Customer. In the Customer ID field, type a customer ID.

   4. In the Customer Maintenance window, select Options.

   5. In the Customer Maintenance Options window, select 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. Select 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 third-party add-on product.)

   1. Point to Sales on the Transactions menu, and then select Build Query. (If you have the Collections Management module installed. This is a third-party module.)

   2. In the Collections Management Build Query window, enter the required information in the Query ID and Description boxes.

   3. On the Customer tab, select 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, select to select the first customer in the From box, and then select to select the last customer in the To box.

   4. Select Insert to insert the range.

   5. Repeat steps 2a through step 2d if you want to add other ranges for this query.

   6. Select 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 select Query Letters. (If you have the Collections Management module installed. This is a third-party party module.)

   2. Select to select one or more of the following check boxes:

      • Print Letters
      • Print Statements
      • Print Invoices

   3. Select Print.

   4. In the Collections Management Query Actions window, select 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.

For more information about emailing in Dynamics GP using Word Template functionality, see Email RM customer statements in Microsoft Dynamics GP.