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Have you ever promised a client that you would send them an invoice copy in a day or two? Then, after you have hung up the phone, you realized that you have the information at your fingertips, however, you do not want to condition the person into thinking that you respond immediately to all requests. What do you do?
The easy answer, is, that you use the wonderful feature “Delay Delivery” that is available in Microsoft Outlook 2010.
Here is how you do it.
In Dynamics GP
1. In Dynamics GP, find the invoice that is in discussion. I use Receivables Transaction Inquiry for the customer, and then find the invoice. In this case, the customer is Nova Systems, and the invoice is INVS3009 as in Figure 1 below.
Figure 1 – Nova Systems has an open invoice that they say they have not received a copy of.
2. I select to send the document in E-mail when I hit the print icon in the upper right hand corner of the invoice, as well as to print the document to the screen, in case I want to attach it to my notes in Dynamics CRM. Note that I have set the print for this invoice to print to template.
Figure 2 - Use PRINT to send the invoice to email and to print to screen.
3. If your email information is set up correctly in Dynamics, then an email window should pop open to allow you to add a message.
4. If a window does not open, you can always send your email through the SAVE & SEND function in Word, from the invoice itself. Choose the option “Send Using Email”. Then select, “Send As Attachment”.
5. When you hit the last button, an email window pops open, and shows you that your invoice is attached.
6. Now, type in any message, and put in the TO recipient’s address.
7. At this point, you can set up the DELAY feature.
8. In the message, on the Options tab, in the More Options group, click Delay Delivery.
Figure 3 – Find the DELAY DELIVERY option in Outlook
9. This pops open a PROPERTIES box that gives you more options.
10. Under Delivery options, select the Do not deliver before check box, and then click the delivery date and time that you want.
11. After you click Send, the message remains in the Outbox folder until the delivery time. Remember, every time that you shut down Outlook, you will get a message that there are unsent messages in your out box, until the message is released.
12. That’s it! You have created a delayed email to deliver the invoice to your customer.
Other Reasons To Use The Delay Feature
There are several other good reasons to use the DELAY DELIVERY tool as part of your Dynamics GP toolkit.
Contact Etelligent Solutions for more information about Dynamics GP and CRM. See www.esicanada.com
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