Way to email Payment Advice - ACH from AX

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Posted on by daxin

Is there a way you can auto email payment advice from AX to the contact for the Vendor. For example an ACH payment notification. I know this is in The New AX, but we are still on AX 2012 R3 CU8 and will be a while before we upgrade. Thanks for your help.

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Ludwig Reinhard Microsoft Employee on at

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Hi cvandy23,

Once you select "generate payments", AX will open a form that allows you specifying the payment format, etc. In this form there is a small checkbox at the bottom ("Show Format Dialog") which opens another form once you click OK.

Once this form opens you should be able to select whether an attending note, etc. should be printed or not. At the same time you should see some buttons on the right (control report, attending note, payment advice). If you select payment advice you should be able to define an email like e.g. "Accountant", etc. which should sent out the payment advice to the contact "accountant" of your vendor.

Have you already tried using that?

Ludwig

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Kristi Slininger 66 on at

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Hi cvandy23,

You can use the email option as Ludwig described, but please be aware that this is only advised if you are generating one payment at a time (which is obviously not very useful). The report in AX 2012 is one report for ALL vendor payments, so if you include an email address here, it will email the payment advices for all vendors to the email address you enter.

For the new Dynamics AX, we changed the report to generate a separate report per payment.

Hope this helps.

Kristi

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daxin on at

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Thank you. Is there a way to do this in AX 2012 R3?

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Ludwig Reinhard Microsoft Employee on at

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Hello cvandy23, Please see the feedback of Kristi. For AX7 this works out of the box but for AX2012 systems you would need to make an adjustment. Ludwig

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daxin on at

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Hello. What kind of adjustment?

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Ludwig Reinhard Microsoft Employee on at

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Hi cvandy23,

Please see what Kristi mentioned for AX2012 systems further above:

...The report in AX 2012 is one report for ALL vendor payments, so if you include an email address here, it will email the payment advices for all vendors to the email address you enter.

So, you would make an adjustment that allows sending out the payment advice for individual vendors.

Hope this helps,

Ludwig

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Community Member on at

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I have tried the @Account@ in the new Dynamics AX and if I put that in the To field, it gives me an error that the To Address is invalid. Can you give more details on how I would send multiple payment advice emails at once out of a payment journal...or do I still have to do a separate send to each vendor?

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Ludwig Reinhard Microsoft Employee on at

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Hello Chuck Schroeder,

For AX2012 its still a separte send to each vendor.

Best regards,

Ludwig

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Kristi Slininger 66 on at

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Hi Chuck,

For the New Dynamics (AX7), we did this capability, which I believe is what you are asking. But, it's also important to note that there are two different options you need to be aware of. All checks and US/CAN electronic formats still go through the 'old' payment generation code in AX, while all the other electronic format types go through GER.

If you are using GER for the electronic payments, we did NOT support a separate payment advice per vendor initially for RTW. It was added AFTER AX7 RTW, as a HF. The KB for the HF is 3160213 The setup using GER is very different. Here's a link to some documentation:

ax.help.dynamics.com/.../using-electronic-reporting-destinations

If you are using a US/CAN electronic format or checks, then here are the basic steps to complete for setting it up:

1. Set up print management to send emails

a. Accounts payable > Setup > Forms > Form setup

b. Click 'Print management'

c. Right click 'Payment advice'

d. Click New

e. Name = Test

f. Click the printer destination arrow > Printer setup

g. Select E-mail

h. Click the Edit drop down next to the To field

i. Select a Purpose of Business OR you can use the Primary address by choosing Primary contact = Yes

j. Click OK

k. Click OK

l. Click to the Original print setting to save the current one. Validate that your changed were saved.

2. Vendor setup

a. On each vendor, open the vendor Contact information fast tab.

b. Add a new record or use an existing record, making sure the Type = Email address.

c. Make sure the contact information matches the Purchase or Primary that you defined on the report in Print management. For example, if you said to send the report to the Primary address, make sure the email is marked as Primary.

3. Create a payment journal

a. Create your vendor payments, using the method of payments I mentioned above.

b. Mark some invoices for settlement, so you have data to show on the payment advice.

c. Generate the payments. Pick the appropriate method of payment and select the bank account.

d. Click OK.

e. Payment advice = Yes

f. Use Print management = Yes (NOTE: If you don’t see this option in the dialog, then you’re not using Check or US/CAN electronic payments)

g. Check will generate to the screen (unless you change the destination).

h. Now the payment advice dialog opens, and it should use the Print management settings.

Hope this helps.

Kristi

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Sunil 755 on at

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Hi Kristi,

Just to confirm: this feature is only available in AX7. If we want this feature in AX 2012 R3, then we need to either customize the software of buy an ISV solution / add-on.

Thanks,
Sunil

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