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One component of workflow is sending email messages to notify users of pending approvals or tasks. While the new workflow feature has been a great improvement, the new email notifications for the Batch Approvals (GL, RM, PM Batches) was not ideal. You weren’t able to get the detail for each journal entry in the email messages without doing a lot of rework with the Workflow engine.
In Microsoft Dynamics GP 2016, it is now possible to attach a word template to the Batch Approval email notifications! The word template will include detailed information from each associated batch edit list (GL, RM and PM batches). This way the approvers will be able to have a complete view of the batch that they are approving and would allow them to do the approval outside of GP since it would all be included in the email.
To enable the templates, the Enable Report Templates checkbox must be marked and the templates must be enabled in the Template Configuration Manager window (Administration – Reports – Template Configuration).
There will be Five new Word templates will be available under Financial.
General Posting Edit List Template*
Multicurrency General Posting Edit List Template*
Budget Trx Edit List*
Clearing Edit List*
MultiCurrency Clearing Edit List*
Four new Word templates will be available under Sales:
RM Sales Posting Journal Template*
MC RM Transaction Posting Journal Template*
RM Cash Posting Journal*
MC Cash Receipts Posting Journal*
Six new Word templates will be available under Purchasing
Computer Checks Posting Journal Template*
Manual Payments Posting Journal Template*
MC Computer Checks Posting Journal Template*
MC Manual Payments Posting Journal Template*
PM Transaction Posting Journal Template*
MC PM Transaction Posting Journal Template*
The new report templates will function as the other reports/templates do including the ability for users to create a new template from the existing one.
Once you have the templates activated in Template Configuration, the ‘Include Word Templates’ option is enabled in Workflow Maintenance window (Administration >> Setup >> Company >> Workflow >>Workflow Maintenance). This option is only visible for General Ledger Batch Approval, Payables Batch Approval and Receivables Batch Approval workflow types.
With this option marked, the approver will receive the batch edit list attached in the approval email. Below is an example of the default General Ledger Edit List template.
Click HERE for more detailed documentation for Application features.Click HERE for Application feature VIDEO!!
Also, be sure to check back to the Microsoft Dynamics GP 2016 New Feature Blog Series Schedule page to review upcoming blog posts to help you gear up for What's New in Microsoft Dynamics GP 2016 with great content, documentation, and videos.
Kelsey Koep | Microsoft Dynamics GP | Support Engineer
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