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Microsoft Dynamics GP (Archived)

Emailing invoices

Posted on by Microsoft Employee

A year or so ago I was trying to test emailing invoices (via sales transaction entry) to customers. I went through the set up process for one customer and tested it by emailing the invoice to myself. It worked as I believe it should have except the PDF it sent me contained an old invoice layout (my employer's previous logo, old name, etc.) and I never found out where it was pulling from.  I imagine somewhere in Report Writer but I'm not familiar with working in there enough to troubleshoot.  I do know, however, that if I'm in the invoice window and I print to PDF that it pulls the correct layout there. Somehow there are 2 different invoice layouts stored, one for emailing as an attachment and then one to print and save myself or physically print. I've already just printed to PDF, saved on my desktop, then emailed to a customer.

This is all being done in GP 2015. Unfortunately, I can't get to the testing right now as my GP is giving me the error "Either there is no default mail client or the current mail client cannot fulfill the messaging request. Please run Microsoft Outlook and set it as the default mail client" and our IT is looking into now that because I verified Outlook is in fact the default; I just can't seem to find where GP isn't recognizing that.

My question is, once I can begin setting customer email addresses up again, I suspect the wrong invoice layout will continue to be pulled upon emailing. Is there some place specific I can look to fix the old layout? Any idea where it could be hidden? Any tips on using Report Writer in general? I do not know how to use SQL.

Thanks for any help!

*This post is locked for comments

  • L Vail Profile Picture
    L Vail 65,271 on at
    RE: Emailing invoices

    Hi,

    Harry has provided some excellent instructions, but if you've never done it before I believe there are some great YouTube videos out there that can help. Also, I think there have been some blog articles that list step-by-step instructions (with screen shots!) on how to edit a Word template. I do not think it's something that's easy to do without some 'show me' kinds of instructions. It wasn't easy for me anyway.

    Kind regards,

    Leslie

  • Suggested answer
    Redbeard Profile Picture
    Redbeard 12,931 on at
    RE: Emailing invoices

    The Report Template Maintenance window can be opened by going to Reports > Template Maintenance (near the bottom of the Reports menu list).  Once this window is open, you need to use the Report Name drop down list to identify the report that is using the current template (old template).  Once you select it in the drop down you'll see versions in the top section below with names and dates created and modified.  They can be opened for modification from here.  They can only be modified meaningfully when you have the Word Add-in installed on your machine.  In the bottom section of this window, you can see what template is assigned to what company for use with email, when the template is selected in the top section.  We typically use the old template as a starting point for the new one, and add the new one to the top section using the green plus sign in the top section, then use the Assign button in the menu to assign the new template to the company for use with email.

  • Community Member Profile Picture
    Community Member Microsoft Employee on at
    RE: Emailing invoices

    Where can I view the Word Templates at and how do I edit them?  You're correct in that if I print an invoice as a Template Report Type that it's printing the old layout, the same format/layout that was being emailed to me.  I either need to find where and how to edit the Template in Word or find how the emailed document can be the Standard Report Type instead of the Template....any ideas?

  • Suggested answer
    L Vail Profile Picture
    L Vail 65,271 on at
    RE: Emailing invoices

    Hi,

    I think the e-mail feature uses the Word Templates. Check your Word Templates for the 'old' format. When you print your invoice to the window, are you printing it using the Report Type as 'standard'. The 'Standard' report type is using Report Writer, if you change the Report Type as Template, does this yield the report format that was e-mailed?

    Kind regards,

    Leslie

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