SOP Document-Specific Email Address

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It is not uncommon for us to modify a ship-to address on the fly when entering a sales order. When doing so, we would like ability to enter an email address for the customer that would specific to that document. No user-defined fields remain as they have all been assigned and we are looking for other options. We would like to be able to send order acknowledgements, status updates, order completion notices, etc. to the customer using the order-specific email address.

Thanks,

Pete P.

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Dale Coulthard 3,055 on at

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RE: SOP Document-Specific Email Address

I posted a suggestion on Microsoft Connect about this issue. You can vote for it in hopes that they will work to enhance the email ability by allowing different document types have different email addresses.

connect.microsoft.com/.../gp-email-addresses-based-on-address-id-and-document-type

Best regards,

Dale

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Community Member on at

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RE: SOP Document-Specific Email Address

Thanks, Dale. Though your suggestion would be helpful, I'd like to emphasize that my inquiry goes further - to the actual document-level. In our case, when we change Ship-To addresses on the fly, we don't necessarily save those changes as an address ID or create a new address ID.

Thanks,

Pete

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Community Member on at

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RE: SOP Document-Specific Email Address

Hi Pete,

We have a browser based sales management (SOP) add-on called BluWare for GP that handles this feature you are talking about.

We allow for pre-set email addresses at the customer and/or address level and we also let you override email addresses at the time of order entry.

Combined with these features, we can automate the distribution of order acknowledgements or almost any other report based on workflow or status updates of the order.

If I can get you any other information send me an email and I can provide you with some more details.

Thanks,

Adam

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L Vail 65,271 on at

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RE: SOP Document-Specific Email Address

You've always got the document level user-defined fields that you could use for the e-mail address.

Leslei

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Community Member on at

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RE: SOP Document-Specific Email Address

Thanks, Leslie. Unfortunately, we're already using all the document level user-defined fields. Trying to identify and evaluate other options.

Pete

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L Vail 65,271 on at

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RE: SOP Document-Specific Email Address

Hi again,

If you had the Extender module, you could add an Extender window with an e-mail address at the document level. It would even be a hyper-link to launch your Outlook. Heck, with Extender you attach a different e-mail address for each line item if you wanted to.

I almost feel silly offering up these:

You've always got the Notes attached to the document number. No hyperlink, but you can copy and past. You could keep the e-mail address at the top of the notes window.

You also have the Comments field (another notes button) at the bottom of the window, but this prints on the SOP document, no hyperlink either.

If you are not using all of the address lines (I'm really reaching here) you could hijak one of those to use as an email address. The email address would need to be pretty short, probably not a good option, no hyperlink either.

You've got the GL reference field at the top of the Sales Document Detail Entry window (hit the blue arrow next to document number). With modifier/VBA magic, you can move this field to the main window.

You could hijak the country field on the Sales Ship to Address Entry window, it's not hyperlinked, but cut and paste works (hey, it's something :))

That's about all I can think of. I haven't looked to see if there are any hidden fields we might use.

Kind regards,

leslie

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Dave Dusek on at

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RE: SOP Document-Specific Email Address

On GP 2010, there is an email detail address expansion button. You can put whatever email address you want in there and it stays with that document and it doesn't roll down to the address. I think to get access to that button, you need to enable emailing in GP, but that would be about it. I think that should work for you.

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L Vail 65,271 on at

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RE: SOP Document-Specific Email Address

Wow Dave,

This is pretty sad, do you see me hanging my head in shame????

It's a good thing you monitor this site; the perfect solution was there all along. That kind of tells you how popular that particular feature is. We really need to use it more.

In an attempt to dig myself out of the ditch, I shall expand on your wonderful answer for the benefit of others (I hope, anyway).

As you suggested, you do need to enable company email. Using the Company E-mail Setup Screen. Open it using Administration | Setup | Company | E-mail settings

Choose your selections on the Company E-mail setup window and then zoom back on the 'Sales Series' label at the bottom of the window to open the Sales E-mail Setup window.

On the Sales E-mail Setup window, check off the document types you want to enable, also select a message ID

Once you have enabled a customer, you'll have a couple of extra icons on you SOP entry window. At the top right of the SOP entry window (in the Control area) you'll see a little envelope Icon. To the right of the customer ID field, also on the SOP entry window, you'll see another little envelope icon.

Clicking the envelop icon next to the Customer ID will open the Sales E-mail Detail Entry window wherein you can record an email address married to that specific document.

I hope this helps!

Kind regards,

Leslie

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Community Member on at

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RE: SOP Document-Specific Email Address

Thank you both!

We had actually looked at that functionality several months ago when we were considering automating vendor notiifcations of purchase order activity. Because some of our users access GP via Citrix, IT had some concerns about email capabiltiy for them so we put it on the back burner. I had forgotten about the availability of additional fields. This should work fine for the current need.

Thanks again!

Pete

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