Vendor automated Emails sent when payment is processed

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Posted on by Napolo

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Hi-

We are working on GP2013, R2. Is there a way to send vendors an automated email notification, when a payment has been made on their account?

I seen something online, however I don't have the same settings. I might be missing something.. So, I thought I would start here:)

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Tom Cruse 1,477 on at

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Nicole have you setup the email settings in GP yet?? I'm not sure if that's where you're stuck or if you've already done that and now want to know how to set it up to email based on payment processing.

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Lyn Barr 1 on at

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Yes, you can email vendor remittances. You have to enable Word Templates, and you have to set up all the email settings (company & vendor). Once the configuration is done, you just need to mark a checkbox to send separate remittances during the AP checkrun process.

That checkbox is in the Print Payables Checks window. It's labeled "Separate Remittance." If you mark that during the check run process, you'll print & post your checks, as usual. However, before posting, you'll get a Process Payables Remittance window. In that window, you can mark another checkbox to send the remittances via email.

Enable Templates by going to Reports >> Template Configuration.

For help setting up the Word Templates, check the Report Writer User's Guide, Part 9: Word Templates. This the most detailed info you'll find pertaining to them. You can download that here: http://www.microsoft.com/en-us/download/details.aspx?id=36228

The email settings are under Microsoft Dynamics GP >> Tools >> Setup >> Company >> Email Settings, and also Microsoft Dynamics GP >> Tools >> Setup >> Company >> Message Setup. In the Company E-Mail Setup window, there are links to the email settings for both Sales and Purchasing. You'll need to use those links & make the necessary configurations in those two windows, also.

Here's a good blog post that gives some details about how to set up the email functionality: http://dynamicsgpinsights.com/2012/05/08/emailing-documents-in-microsoft-dynamics-gp-2010/

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Napolo 766 on at

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Hi Lyn,

I have confirmed that the email settings under company are setup. I have confirmed that the Template Configuration is setup.

When I go to Tools >Setup > Company > Message setup, I get the "please run Microsoft outlook and set it as the default mail client", which I have done. Once I click Ok, I get "Connection to the MAPI server not available. unable to send email or select addresses".

Can you help me identify which piece I a missing?

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Ian Grieve 22,784 on at

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MAPI is only available with 32-bit versions of Microsoft Outlook; the error suggests you don't have this version installed.

In System Preferences you can change the email type from MAPI to Exchange which does not require Outlook on the PC.

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Napolo 766 on at

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Thank you Ian!!

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Napolo 766 on at

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I am close(I believe), I am in the testing phase. Trying to print checks, but do not see the remittance process option. See below. It does not look the same as your above screen shots. I have the message ID setup, I have the emails attached to a few test vendors.

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Ian Grieve 22,784 on at

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You're not using the standard Print Payables Checks window; you're using the Mekorma add-on version.

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Napolo 766 on at

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Thank you Ian. I should still be able to utilize the auto email feature, correct?

I have completed the following steps, and my testing failed :( Not sure what I could be missing...?

Email Setup:

Message Setup

Vendor Email setup

Vendor Email setup

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