Emails not picking up email addresses specified in Customer Document Layouts

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Posted on by CU30011020-0

Hi there,

We have a Customer who has multiple sites, but one bill to address. So each site has an individual 'Customer Card', but the bill-to Customer remains the same across them all. One reason for setting up individual sites was that the invoices are emailed to the individual sites as well as the bill to Customer, so I was hoping it was going to save having to type in two or three email addresses every time using the Document Layout function.

In each sites Customer Document Layout, I have specified the three or four email addresses for the invoice should be emailed to however when we go to email a posted sales invoice, it is only picking up the email address on the individual Customer Cards. The Document Layout doesn't seem to be overriding the Customer email.

Can anybody help why this might be happening?

Thanks!

Sarah

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Dynamics 365 Business Central

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Valentin Castravet 31,505 Super User 2025 Season 2 on at

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This is standard behavior. When you have different Sell-to and Bill-to customers, the system determines where to send the email based on whether document layouts are set up on the Bill-to customer card.

If no document layouts are set up on the Bill-to customer for the posted sales invoice, the system sends the email to the Sell-to customer card email (not the Sell-to customer document layout email).

If document layouts are set up on the Bill-to customer, the system sends the email to the Bill-to customer document layout email.

In your post, you mentioned that you only have document layouts set up on the Sell-to customer. Since the Bill-to customer doesn’t have document layouts, the system is correctly using the Sell-to customer card email. I'm not sure why the system doesn't use the document layouts for the Sell-to customer, but to fix your issue you can simply enter the multiple email addresses on the Sell-to customer card rather than under document layouts.

Valentin Castravet
Work: Zander ERP Services
Blog: Dynamics 365 Business Central Insights
LinkedIn: www.linkedin.com/in/valentin-c-0500a247/

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Suggested answer

YUN ZHU 95,748 Super User 2025 Season 2 on at

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Hi, hope the following helps as well.

https://yzhums.com/31281/

Thanks.

ZHU

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Gerardo Rentería Ga... 25,373 Most Valuable Professional on at

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Hi, good day
I hope this can help you, and give you some hints.

Emailing posted sales invoices in Business Central? Here's the email used

Best Regards
Gerardo

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Ben Baxter 6,620 Super User 2025 Season 2 on at

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Valentin provided the best solution to your question. I wanted to make you aware of "Ship-To Addresses" for Customers. This may simplify your requirements and data management. If these are simply other locations and not separate businesses, the Ship-To functionality is likely a better option. You can still maintain unique address/contact information for the locations, but all of the billing goes to the main Customer, without the need to manage separate customer records. Now that everything is emailed, this is even less of an issue.

I would encourage you to look into this functionality in your Sandbox environment first.

If the other sites are separate businesses, each placing their own orders, but all the billing goes to the parent company, then your current setup is correct for that scenario.

Best Regards,

Ben Baxter

Accent Software Inc

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CU30011020-0 14 on at

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Thank you very much for all for your responses! Very helpful.

Valentin, thank you very much and I understand the issue now and you're right to say 'I'm not sure why the system doesn't use the document layouts for the Sell-to customer, but to fix your issue you can simply enter the multiple email addresses on the Sell-to customer card rather than under document layouts'.

This leads me to ask if you know whether you can extend the number of characters the Sell-To Customer's email address box allows? We are required to email four or five different people with the posted sales invoice for each sell-to-Customer attached to the same Bill-to Customer but currently, the box won't allow the number of characters.

Many thanks!

Sarah

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