There Are Multiple Tables in GP Containing Email Setup and Use Information Let’s Review Them: 

Emailing from within Dynamics GP is a game changer and can add a level of automation that is truly impressive. My previous posts have touched on how to set up email functionality and how to utilize email functionality in GP. In this post (Post # 3) we will discuss the table structure behind the setup and use of Emailing in GP.

Many of these tables refer to three small integer values which represent the various products, series’ and modules affected through email setup and use. For your reference, I have included a comprehensive listing of these values at the end of this post.

Let’s look at the main setup and use tables and what information they contain.

I will be avoiding using the physical names of columns to allow new users and non-technical users a better understanding and to allow for ease of reading. However, for a comprehensive listing of the physical and technical table names and columns you may do a search online. My favorite site for this information in Dyndeveloper.com, but there are many others.

SY04900 [Company Level] (Email Options):

This table contains information on how the emailing is setup for each company.

The information in this table includes:

1)    Whether to allow the embedding of emailed documents into the message

2)    Whether to allow attachments

3)    Whether to allow for Docx files to be used and attached

4)    Whether to allow for HTML files to be used and attached

5)    Whether to allow PDF files to be used and attached

6)    Whether to allow XPS files to be used and attached

SY04901 [Company Level] (Email Messages)

This table contains each message that has been created, the message type, the subject line and the body as well as who replies should be sent to, etc.

The information in this table includes:

1)    Email Message ID: The message ID users have assigned to the message

2)    Email Dictionary ID: Which “Product” it is looking at – for instance 0 is for Dynamics GP, 258 is for Project Accounting, 414 is Human Resources.

  1. See below for a comprehensive listing

3)    Email Series ID:

  1. See below for a comprehensive listing

4)    Email Document ID: A unique Identifier

5)    Workflow Type Name: The type of workflow it is assigned to (if any)

6)    Email Message Description: The description given to the Email Message ID

7)    Email Message Subject

8)    Email Message From

9)    Email Message Type

  1. 1 is a standard message
  2. 2 is a work-flow type message

10)  Email Reply To: This is the special reply to that can be used by this message instead of the default

11)  Email Message Body

SY04902 [Company] (Email Series Setup)

This table contains information on how each series is setup for emailing . The information here will correspond to the Series setup windows located at Purchasing>Setup>Email Settings and Sales>Setup>Email Settings.

The information in the tables includes:

1)    The Email Dictionary ID –

  1. See below for a comprehensive listing

2)    The Email Series ID

  1. See below for a comprehensive listing

3)    The Email_Series_GetMSG_ID: an identifier of the assigned message

4)    Email Message From – The email address that the email is sent from

5)    Email ACF

6)    Email Allow Change Reply To

  1. 1 = Yes, allow changing the email address for replies at the sending of emails
  2. 0 = No, do not allow

7)    Email Allow Update Entry

  1. 1 = Yes, allow changes to the “sent from” address at the sending of the email
  2. 2 = No, do not allow

8)    Email Reply To Address from the setup of the Email Message

SY04903 [Company](Email Series Documents)

This table contains further information on the Series Setup. This is the listing of the documents associated to which document type in each series. For instance, if you open the Purchasing>Setup>Email Setup you will see two Document Types: One for Purchase Orders and one for EFT Remittance.   The Sales Email Setup has even more Document Types.

The information in this table is as follows:

1)    The Email Dictionary ID:

  1. See below for a comprehensive listing

2)    The Email Series ID: This corresponds to the listing of Series ID’s given above

  1. See below for a comprehensive listing

3)    The Module ID:

  1. See below for a comprehensive listing

4)    Email Document ID:

  1. This number represents a unique identifier for the combination of Series ID and Module.

                                          i.    For instance, Series 3 (Sales) emails from Module 9 (Receivables Management) a total of 10 document types. Those fields have the unique identifiers of 1,2,3,4,5,6,7,8,10 to uniquely identify each line.

5)    Email Document Enabled:

  1. You don’t have to enable the sending of any of the document types

                                          i.    1 = Yes

                                         ii.    0 = No

6)    Email Message ID

  1. This is the message ID that corresponds to in table SY04901

SY04904 [Company](Email Card Setup)

Now we are getting granular – as we discussed in Post 1, the setup and use of emailing in GP is a pyramid type of setup. The bulk company-wide setup, then the series setup defaults and then finally at the bottom of the pyramid, each vendor or customer can be setup with individually customized email settings. This is the table that represents those settings. This table will have a listing of all of your customers or vendors whether or not you have setup email or not.

The information contained in this table includes:

1)    The email dictionary ID

  1. This is the product ID from the listing below

2)    The Series ID

  1. This is the series ID from the Series table below

3)    The email Card ID: This is either the vendor ID or customer ID in Dynamics GP

  1. Used in conjunction with the Series ID
  2. For instance, if the series is 3 (Sales) then the email Card ID is a Customer.

4)    Whether to allow embedding of the emailed document into the email or attach the document

5)    Whether to allow the attaching of other documents

6)    Whether to allow multiple attachments per email

7)    The maximum file size for each vendor

8)    Whether to allow a different email address based on the document type

SY04905[Company](Email Card Document Assignment)

This table is further information on how each vendor or customer is setup for emailing. This table is very similar to the above table SY04903. It contains all of the same information with the exception of the added Email Card ID (Vendor or Customer) column:

The information contained in this table is:

1)    The Email Dictionary ID:

  1. See below for a comprehensive listing

2)    The Email Series ID: This corresponds to the listing of Series ID’s given above

  1. See below for a comprehensive listing

3)    The Module ID:

  1. See below for a comprehensive listing

4)    The email Card ID: Vendor or Customer ID

5)    Email Document ID:

  1. This number represents a unique identifier for the combination of Series ID and Module.

                                          i.    For instance, Series 3 (Sales) emails from Module 9 (Receivables Management) a total of 10 document types. Those fields have the unique identifiers of 1,2,3,4,5,6,7,8,10 to uniquely identify each line.

6)    Email Document Enabled:

  1. You don’t have to enable the sending of any of the document types

                                          i.    1 = Yes

                                         ii.    0 = No

7)    Email Message ID

  1. This is the message ID that corresponds to in table SY04901

8)    Email Document Format:

  1. The format that the document will be sent in email as:

                                          i.    1 = .DOCX

                                         ii.    2 = .HTML

                                        iii.    3 = .PDF

                                        iv.    4 = .XPS

SY04906[Company](EmailCardAddress)

This table contains further information on the setup of emailing for individual customers or vendors. As discussed in prior posts, email addresses must be assigned to address ID in Dynamics GP and that address is to be used in the transactions that get emailed.

This table contains the link to those address IDs:

1)    Email Dictionary ID:

  1. See below for a comprehensive listing of product IDs

2)    Email Series ID

  1. See below for a comprehensive listing of series IDs
  2. Used to determine if the Email Card ID is a vendor or customer

3)    Module ID

  1. See below for a comprehensive listing of module IDs

4)    Email Card ID

  1. The Customer or Vendor ID

5)    Email Document ID

  1. The document ID from above

6)    Address Code ID

  1. Used in conjunction with the email card ID this is the Address ID from the vendor or Customer that contains the email information for this line item

7)    Email Card Address

  1. The address on the email card

8)    Email Recipient Type To: the “To” field for the email

9)    Email Recipient Type Cc: the “Cc” field for the email

10)  Email Recipient Type Bcc: the “Bcc” field for the email

SY04910[Company](Email Details)

Now it’s getting fun! This table contains the information on every document you have sent via email to a customer or vendor.

The information in this table includes:

1)    The Module Number

  1. See below for a comprehensive Listing
  2. For instance, Module 19 (is Payables Management)

2)    The Document Type

  1. Corresponds to the document type for the transaction from Purchasing or Sales
  2. For instance, For Module 19 (Payables Management) document type 6 means a payment

3)    The Document Number The document number that was emailed

  1. This is the PO number, Invoice Number or payment number that was sent via email
  2. Problems can arise if the same document number is used in various modules
  3. A field other than document number should have been used here – like a Transaction Source that is original to the document

4)    The Master ID: The vendor or customer ID

5)    The Address Code ID: The vendor or customer address ID that was used to send the email

6)    The email message ID that was used in the email sent to the vendor or customer

7)    The email subject that is on the email message ID that was sent

8)    The email Message From field related to this particular message

9)    The Dictionary ID

  1. This corresponds to the table below with Product ID information

10)  The email To Address: To whom at the customer or vendor was the email sent to

11)  The email Cc Address: To whom was the email copied to

12)  The email Bcc Address: To whom was the email blind compied to

13)  The information in the email body

14)  The email Reply to address associated to the message sent

SY04915[Company](Email History)

This table contains much the same information as the SY04910. However, this table gets even more granular as it contains the time stamps for every time the email was sent. For instance, if you emailed the same purchase order more than once you will see each time listed here and the date and time that it was sent:

1)    The GP User ID who sent the email

2)    The Module Number

  1. See below for a comprehensive Listing
  2. For instance, Module 19 (is Payables Management)

3)    The Document Type

  1. Corresponds to the document type for the transaction from Purchasing or Sales
  2. For instance, For Module 19 (Payables Management) document type 6 means a payment

4)    The Document Number The document number that was emailed

  1. This is the PO number, Invoice Number or payment number that was sent via email
  2. Problems can arise if the same document number is used in various modules
  3. A field other than document number should have been used here – like a Transaction Source that is original to the document

5)    The date the email was sent

6)    The time the email was sent (to the second)

7)    What appeared in the “Email From” on the email

8)    The email subject that is on the email message ID that was sent

9)    The Master ID: The vendor or customer ID

10)  The dictionary ID: See below for a comprehensive list of product IDs

11)  A sequence Number

12)  The email Message From field related to this message

13)  The email message ID that was used in the email sent to the vendor or customer

14)  The email address for replies

15)  The email address that “sent” the email

16)  The document date for the document sent

17)  The email To Address: To whom at the customer or vendor was the email sent to

18)  The email Cc Address: To whom was the email copied to

19)  The email Bcc Address: To whom was the email blind copied to

20)  The information in the email body

21)  The email Reply to address associated to the message sent

SY04930[Company](Workflow Lines)

Some workflow emails can have line items associated with them – such as a timecard approval that could have the date, department, pay code, etc. to make approvals easier from email. This table contains the information in email message LINES

1)    Email Message ID

2)    The line order

3)    The field name on the line

4)    The Workflow type name

5)    The email message type

6)    A unique sequence number

CO00105 Table (coAttachEmail):

Though this table contains all of your documents that have attachment, it also contains whether that document can be sent by email. The CP00105 table contains the following:

1)    The Series and Type of Window it was attached to

  1. Such as PM\Payables Transaction\0000000494

                                          i.    Meaning it comes from the Payables Module

                                         ii.    It is a Payables Transaction

                                        iii.    The last digits are the voucher number it is associated with

2)    The Record Number it is attached to

  1. Master Records such as Vendor/Customer/Item number
  2. Transaction Numbers from any transactions done
  3. If you attached through the Notes functionality it will include the Note ID Record

3)    The filename that was attached, including the file extension

4)    The attachment descriptions (This is a field that can be altered In the Document Attachment Window

5)    The system assigned Attachment ID

6)    The date that you attached the file

7)    The time of day that you attached the file

8)    The file type (PDF, DOCX) etc

9)    Whether or not the attachment is allowed and sent through email

I hope you have found this series useful for understanding setups, use and reporting on emailing in Dynamics GP.

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PRODUCT ID:

Product ID

Product Name

0

Dynamics

1

Dexterity

258

Project Accounting

309

Fixed Assets

346

Manufacturing

414

Human Resources

949

Field Service

1042

Interfund Management

1045

Revenue Expense Deferrals

1058

Cashbook (Bank Management)

1150

Scheduled Installment

1157

Collections Management

1235

Safe Pay

1428

Electronic Reconcile

1493

SmartList

1632

Cash Flow Management

1838

Technical Service Tools

1878

Excel-Based Budgeting

1911

HRM Solution Series

2150

Payment Document Management

2199

Business Activity Statement

2277

Purchase Order Enhancements

2416

Control Account Management

2547

Enhanced Commitment Management

2788

Enhanced Intrastat

2992

CopierSeries

3096

VAT Daybook

3104

Advanced Security

3180

Analytical Accounting

3258

Encumbrance Management

3278

Report Scheduler

3830

SmartList Builder

4067

ML Checks

4421

Grant Management

4522

Payroll Integration to Payable

4612

Advanced Go Tos

4621

Analysis Cubes for Excel

4933

Certification Manager

4955

Employee Health and Wellness

5597

HITB Report

5967

Fixed Assets Enhancements

5982

Export Financial Data

6499

Dynamics Online

6831

Date Effective Tax Rates

7131

Canadian Payroll

8811

Direct Debits & Refunds

 

SERIES ID:

 ID

Series

2

Financial

3

Sales

4

Purchasing

5

Inventory

6

Payroll

7

Project

10

3rd Part

99

All

 

MODULE ID:

Module ID

Module Name

1

General Ledger

2

AFA

3

Multicurrency Management

4

Bank Reconciliation

5

Project Accounting

6

Electronic Banking

7

[Reserved]

8

Fixed Asset Management

9

Receivables Management

10

Invoicing

11

Sales Order Processing

12

Purchase Order Processing

13

Account Level Security

14

Dynamics Process Server

15

National Accounts

16

Collections Management

17

Service Call Management

18

Contract Administration

19

Payables Management

20

Advanced Purchase Order Processing

21

Multidimensional Analysis

22

Intercompany Processing

23

PM

24

Magnetic Media

25

Integration Assistant for Excel

26

Inventory Control

27

Warehouse Management

28

Not sure but might be empty

29

Bill of Materials

30

Cash Flow Management

31

eService Center

32

IBIS: Depot Maintenance

33

IBIS: Returns Management

34

IBIS: Preventative Maintenance

35

US Payroll

36

US Direct Deposit

37

Payroll Connect

38

Explorer

39

.Order Tmp

40

.View Tmp

41

Magnetic Media

42

US 941 Magnetic Media

43

Human Resources

44

Project Tracking

45

Org Structures

46

Business Alerts

47

System Manager

48

Client Server System Manager

49

Integration Manager

50

Dynamics Modifier

51

Dexterity

52

Dynamics Linking Toolkit

53

Payroll Tax Service

54

SM CS+ SQL

55

Integration Manager FRx

56

Dynamics Continuum

57

Customization Site License

58

Requisition Management

59

eCommerce

60

eView

61

eOrder

62

eEmployee

63

.Customer

64

Dynamics SQL Chunk

65

[Reserved]

66

[Reserved]

67

[Reserved]

68

Manufacuturing

69

Safe Pay

70

Electronic Bank Rec

71

RM Electronic Fund Transfer

72

PM Electronic Fund Transfer

73

Small Business Suite

74

Resource Planning

75

Landed Cost

76

Auto PO

77

eTech

78

eService Class

79

eReturns

80

Language: English

81

Language: German

82

Language: French

83

Language: Spanish

84

Language: Portuguese

85

Language: Polish

86

Language: Czech

87

Language: Dutch

88

Language: French Canadian

89

Classic Features

90

GL Transaction Matching

91

Account Rollup Inquiry

92

Revenue/Expense Deferrals

93

Lockbox Processing

94

Refund Checks

95

Customer/Vendor Consolidations

96

Multi-bin

97

Language: Sweden

98

Language: Denmark

99

Language: Norway

100

Language: Finland

101

Language: Estonia

102

Language: Lithuania

103

Language: Latvia

104

Language: China

105

Extended Pricing

106

[Reserved]

107

Cashbook Bank Management

108

Electronic Bank Management

109

Electronic Reconciliation Management

110

Field Level Security

111

Field Level Security Scripting

112

Analytical Accounting

113

Bank One Commercial Card Integration

114

Bank One Direct Paychek Card Integration

115

Available to Promise

116

Business Alerts

117

MS SQL Server Desktop Engine

118

Advanced Distribution

119

Advanced Picking

120

Business Ready Licensing - Advanced Management
(GP10 and previous this is still Business Portal)

121

BP Employee Pay

122

BP Employee Profile

123

BP Recruitment

124

BP Skills and Training

125

BP Time and Attendance

126

BP Key Performance Indicators

127

BP Electronic Doc. Delivery

128

Project Time & Expense

129

SOX Accelerators

130

Demand Planning

131

Grant Management

132

Encumbrance Management

133

Extender

134

SmartList Builder

135

Analysis Basic Cubes

136

Analysis Cubes Library

137

Advanced Analysis Cubes Library

138

CGA Student Edition

139

Education and Evaluation Edition

140

Audit Trails

141

Electronic Signatures

150

Business Portal (GP11 Only)