Etelligent Solutions

Bookmark and Share

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.

image

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.

                  image                              image 

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.

Delay Feature

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.

                                          Delay Delivery command on the ribbon

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.

  • Going on holidays? Have reports to send out by a certain date?  If the reports are for information for a date up to when you leave, create the report and delay the delivery until the required date.
  • Do you send monthly statements to certain clients on a specified date?  Create the statement and email it with DELAY DELIVERY until the appropriate date.
  • One of your accounting team is on vacation.  When he returns, you want him to do a small project for you to analyse some numbers.  Knowing that he has two weeks of email to review, you want him to receive it on the day he gets back so that it is at the top of his email pile.  Write up the project, taking screen shots from GP, and send it to him using DELAY DELIVERY to schedule it for the day he returns.

Judy (jhirst@esicanada.com)

Contact Etelligent Solutions for more information about Dynamics GP and CRM. See www.esicanada.com

Etelligent Solutions - Edmonton, Calgary ERP and CRM