Have Replies Sent to Address in E-mail Message Setup with Exchange Server Type Doesn't Work

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Posted on by Ross Carlson

Dynamics GP 18.3.1200 (2020): We have setup EFT for Payables using the Exchange Server Type, and we would like all emails to come from a common address in the AP department. However, the "Have Replies Sent to" field on the Admin/Setup/Company/E-Mail Message Setup window doesn't work, as well as the same field on the Admin/Setup/Company/Purchasing E-mail Setup window. Does anyone know if there is a workaround for this bug?

Also, is it possible to customize the Exchange Log On window so the users don't have to enter credentials each time an EFT process is run? Our workaround is to have the AP users enter the common mailbox credentials so the emails come from the common address, but if they enter the wrong password the account gets locked, and if they enter the wrong address we lose visibility to the sent emails.

Thanks in advance.

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Isaac Olson on at

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Hello,

The "Have Replies Sent To" field does not control which account sends the email. It controls which email address is used if a user replies to the email that you sent. For example, if you logged into exchange as ISAAC@companyname.com and your Reply Sent To was set to REPLY@companyname.com. The email would still send FROM my ISAAC@companyname.com account, however when the user receives the email, if they click 'reply' the message will be sent to REPLY@companyname.com, so all email replies will go back to the REPLY account. This does not control who the email is sent from, only who gets the replies.

As far as what address the email is sent from in GP for Templates, there isn’t a field within GP that can be changed. GP determines who the email will be sent from depending on the Server Type selected in setup (Tools>>Setup>>System>>System Preferences).

1. With MAPI, GP will use outlook on the client’s machine to send the email. Therefore whatever email account 'on the computer itself' is set up as default in (Control Panel>>Mail – Email Accounts ) will be the email address that the email is sent from. (In this window, BOTH the E-mail tab and the Data Files tab must be the desired email address)

With MAPI you could set up a general account such as remittance@microsoft.com and set that as their default profile on the computer, and GP will use this to send out the emails. (They can still have their own profile in Outlook as the secondary account.) Keep in mind that MAPI is designed for 32-bit Office.

2. With Exchange, GP actually contacts the Exchange server and does it’s emailing through that, so it does not look to you default mail profile in Outlook. For Exchange when that the user tries to send an email in GP, they are prompted to log in to Exchange. Whatever credentials you log in with, are going to determine what email address is sending the remittances.

With Exchange you could create a general account such as remittance@microsoft.com and have a generic password so all of the users sending these out could log into exchange using that account in GP when sending emails. Exchange works with both 32 and 64-bit Office.

I hope this helps clarify how emailing works with Microsoft Dynamics GP.

Thanks!

Isaac Olson

Microsoft Support

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Ross Carlson 24 on at

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Thanks for the reply Isaac, your response had a lot of helpful information!

The "Have Replies Sent To" field unfortunately does not affect which address is used when we click "reply" to the generated email. We were hoping it would work that way, but it is not. In fact, it doesn't seem to matter what we enter in that field, it doesn't seem to have any impact on the email. Could this be a bug?

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Isaac Olson on at

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Hi Ross,

It will not appear to visually have an impact on the email when you receive it, it is in the back end of the email. Try sending one of the emails to yourself as a vendor or customer in GP, and click Reply to the email that you received in Outlook. You will notice that it will address the email to the Reply To email address that you assigned in GP. That is what this setting controls.

There aren't any bugs with this at this time.

Thanks!

Isaac Olson

Microsoft Support

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Ross Carlson 24 on at

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Thanks again Isaac,

I have tried this, and I've had my client try this as well, but it is not working. My guess is that is may work for MAPI, but it is not working for Exchange. No matter what I put in the "Have Replies Sent To" field, a reply always goes back to the "From" address of the email.

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Isaac Olson on at

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Hi Ross,

I just tested and confirmed that it works for me when using Exchange. I used a generic @outlook.com account for my exchange login in GP, and had a have reply sent to that was a different email address, and when I clicked reply on the email in Outlook, the reply displayed the other email in the To field properly.

Is it possible that you are using the new MFA feature in Microsoft Dynamics GP 18.3.1173 and higher? Because I am not I am using the normal Exchange method under system setup.

I am not sure what you might be doing different than me, or if maybe the exchange server that that the customer is stripping it out or not allowing it. You could try setting up a free test @outlook.com account like I did to see if that works as well.

Another thing to consider, is I am testing the reply directly in Outlook. I am not testing on a mobile device, as there could potentially be a difference in this functionality if you were using a different application or mobile application to reply to the email.

I hope this helps!

Thanks!

Isaac Olson

Microsoft Support

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Ross Carlson 24 on at

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Hi Isaac,

The new MFA feature is not in use, and we have tried using both Outlook 2019 desktop as well as OWA to reply. I've spoken with my client's IT Director on what could be preventing this in Exchange, and they don't know.

My local Outlook client under [Options/Direct Replies To] is working when I test entering a different address from there on any email; however, I still can't get it to work in GP outside of the Outlook client.

I've created a test on my local GP install using a free Outlook account as you suggested, and I get the same results as I do even in a different environment on my client's server. The reply is generated to the "From" address of the original email each time.

Unfortunately, your environment and mine must somehow be different since we are not getting similar results using the free Outlook account.

Thanks again for keeping up with this!

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Joseph Markovich 3,976 on at

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Hi Ross-

Here is another idea that avoids all of the built-in emailing in GP and the report writer/Word template reports.

Use a third-party application to harness the power of SSRS for all your GP forms.

There's two out there I recommend:

- Forms Printer from Accountable Software

- Dynamics Report Manager from Rockton Software

I've used the Rockton software extensively, so my opinion is a bit biased...but both will let you send everything out using a catch-all email address or shared mailbox. You also don't have to use MFA with MS365 either.

On my blog, I've posted all about this (except the last part -- automating it all) -- plus there are samples of the reports I've created along with the SQL views that grab all of the GP data.

Joe

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Isaac Olson on at

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Hi Ross,

I just wanted to update you and let you know that I tested again in both the Sale Module and with Remittances specifically and both of mine are using the proper Have Reply Sent To address when I attempt to reply to them through Outlook. I would check to see if they have any Third Party products already installed and test with those removed and a good test also would be to do this with a Sales Invoice too to make sure its not a module specific issue for you.

In my tests the SY04910 table showed the correct reply to address as well, so that would be something to check.

select EmailReplyToAddress,* from SY04910

At the same time check to see if the Reply To email looks good in the SY04901 table for the message id that you are testing with.

select EmailReplyToAddress,* from SY04901

I have seen where the SY04901 gets all jumbled and updating it manually in SQL fixes it as well.

Otherwise at this point I think we would need to look at this first hand through a support case for further troubleshooting.

I hope this helps!

Thanks,

Isaac Olson
Microsoft Support

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Ross Carlson 24 on at

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Hi Joe,

Thanks for the 2 new options; I have implemented Forms Printer several times with great success in the past. The best part about it is that it works with Project Accounting!

However, for this client we are going to stick with core GP as it covers their needs. Our next best option is to use a generic email account and share the credentials with our AP dept users. We'd like for each AP user to log in to Exchange with their network credentials and have replies sent the generic email account, but that doesn't seem to be working.

Ideally, GP would have an option to setup a "From" account and "Reply To" account for each Message ID, and let GP pass the network credentials to Exchange so each user doesn't have to login separately. But this unfortunately isn't yet possible. :(

Thanks again for the third party options though.

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Joseph Markovich 3,976 on at

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Hi Ross-

No problem and you're welcome. I have such a severe dislike of Report Writer and the Word Templates that I make sure to bring up Forms Printer or DRM as much as a can.

Put that suggestion in the Ideas for GP here!!! I'll vote for it as often as I can!

Joe

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