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Separate email sender for Purchase Order & Purchase Invoice

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Posted on by Van032

We have set up a generic email for sending purchase orders in our MSD365 Business Central which is working as expected. The only problem is this is causing confusion with the approvers since we have scenarios that an approver is assigned to approve a purchase invoice as well.

Upon checking on email assignments, there is no purchase invoice available. is there any other way that this can be done?

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Dynamics 365 Business Central

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CU25040250-0 8 on at

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Have you looked into the Email Scenario Setup page? You should be able to assign different email accounts to specific document scenarios. If 'Purchase Invoice' isn't appearing as a default option, you might need to check if the specific report ID for invoices is correctly mapped.

Helpful References
Set Up Preferred Methods of Sending Sales Documents - Business Central | Microsoft Learn
Solved: How do I assign Purchase Invoice to my email address in Email Scenario ?
Send documents and emails- geometry dash world - Business Central | Microsoft Learn
Set up email in Business Central - Business Central | Microsoft Learn

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OussamaSabbouh 11,024 Super User 2026 Season 1 on at

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Hello,

Email Scenarios don’t apply to approvals, so Purchase Invoices won’t appear there. Approval emails (for POs, Purchase Invoices, etc.) are always sent via Workflows + Notification setup, using the same system email account, which is why approvers get confused. The only supported way to improve this is to adjust the approval workflow email content (subject/body) so it clearly states whether the request is for a PO or a Purchase Invoice; using different sender addresses for different approval types is not supported out of the box and would require custom AL, which Microsoft generally discourages.

References:

https://learn.microsoft.com/dynamics365/business-central/admin-setup-approval-workflows

https://learn.microsoft.com/dynamics365/business-central/admin-email-setup

Regards,

Oussama Sabbouh

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YUN ZHU 98,062 Super User 2026 Season 1 on at

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Try setting this user as Approval Administrator?

Thanks.

ZHU

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Van032 21 on at

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Hi All,

Seems it's really not possible aside if we are to customize. Thank you everyone for the suggestions.

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Dhiren Nagar 2,784 Super User 2026 Season 1 on at

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Hi,

There is some ambiguity in your question.

However you can use Email scenarios to define that for a specific email scenario an email will be sent from which email account.

If you have setup approvals on multiple document then all the approvals will be sent from single email only as approval email is single scenario even for multiple document.

I hope this helps or you can give more details on your question.

Regards,

Dhiren.

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Jeffrey Bulanadi 9,106 Super User 2026 Season 1 on at

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HI,

You can only assign email addresses to Document Sending Profiles for specific document types that BC supports. Purchase Orders are supported, but Purchase Invoices are not available by default in the Document Sending Profile setup, that’s why you don’t see it in the list.
To achieve separate email senders, you have two options:

Use Multiple Document Sending Profiles

Create one profile for Purchase Orders with the generic email.

Create another profile for Purchase Invoices with a different email e.g. iamsooooawesome@kupsy.com

Assign approvers/users accordingly.

Customize with Extensions
If Purchase Invoice is not available for Document Sending Profile in your version, you need a small extension to add that document type or route emails differently.

Helpful References
Set Up Preferred Methods of Sending Sales Documents - Business Central | Microsoft Learn
Solved: How do I assign Purchase Invoice to my email address in Email Scenario ?
Send documents and emails - Business Central | Microsoft Learn
Set up email in Business Central - Business Central | Microsoft Learn

If you find this helpful, feel free to mark this as the suggested or verified answer.

Cheers
Jeffrey

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