How to Email Statements to Customers in Microsoft Dynamics GP

Are your RM statements driving you crazy? Here is some information that you may find helpful.

There are two ways to email Statements from Microsoft Dynamics GP to your customers.  Using the GP Receivables Statement e-mail tool OR using Word Templates.

We all think Word templates are awesome!  And if you have been using the GP Receivables Statement e-mail tool IT STILL WORKS!  On the other hand, when you upgrade to GP2013 you may be thinking of switching to using Word Templates to bring you in line with the latest and greatest.  GREAT!  And GOOD FOR YOU!

Here is Problem #1:  If you are using Multicurrency Statements they don’t currently work with Word Templates.  Or at least you can’t e-mail them.  So don’t spend all your time setting up the Multicurrency Statement in a Word template if you are planning on e-mailing them!

Which brings us to Problem # 2:  So you have faithfully upgraded and have decided you are happy with the GP Receivables Statement e-mail process OR can’t switch to Word Templates because of Problem #1.  So you are all set up, from before your upgrade, and are ready to e-mail your statement from GP.  When you click the e-mail button, everything may look OK.  However, the statements are being sent in text format!  Yuck!  OR you may receive the Status report that the statements have not been sent.

Here is the plan to fix it:

The problem is the Word document table is ‘stuck’.  I won’t get technical because this can all be done in GP.  (For you techies, the table we are concerned with is SY04905.)

1. Open the Company E-mail Setup window.

• From the Administration page go to Setup > Company > E-mail Settings
• Click the Sales Series Link

2. Tick the Customer Statement (should be the last one on the list).  Click OK > OK.

3. Open the Customer Navigation list

• From the Sales page, click Customers in the Navigation pane.

4. Mark ALL customer to use the Customer Statement

• Click the top information box to select ALL customers
• In the Modify section, in the ribbon, find e-mail settings

Note:  You may need to click the double arrow if this doesn’t show or you may need to customize the list and add the action to the ribbon.  The item is called E-mail settings.

• Tick the Customer Statement box.

Warning:  When you open this window ALL boxes are empty.  Make sure if you have already set up access to other Word Templates they are included in this window.  “OK” changes the Customer card to look exactly like this window.

Note:  Alternative is to open each customer individually and tick this box on their Customer Card.

 

5. Turn off the e-mail setting

• Re-open the Company E-mail Setup window.
• From the Administration page go to Setup > Company > E-mail Settings
• Click the Sales Series Link
• Un-tick the Customer Statement (should be the last one on the list).  Click OK > OK.

There!  You should now be able to e-mail your Receivables statements using the Historical GP function.

That wasn’t too bad!