How to automate customer and vendor communications with Dynamics GP email

Microsoft Dynamics GP offers email capabilities that can help automate communications with customers and vendors. Since introducing email capability in 2010, Dynamics GP has continued to develop this functionality. Recently, Microsoft transitioned to multi-factor authentication (MFA) for email capabilities, and users must be on a compliant version of Dynamics GP (version 18.3 or later) to enable this functionality.

In this article, we’ll explore how to use Dynamics GP to streamline your email processes, including creating custom email messages and sending emails directly from transaction screens. We will highlight different scenarios in which Dynamics GP can be leveraged to automate communications including the ability to set up custom email messages using free text and fields from within GP.

Dynamics GP allows users to create custom email messages using free text and fields from within the software. The Message Setup screen is used to create custom layouts for emails. To access the Message Setup screen in Dynamics GP, navigate to Administration >> Setup >> Company >> Email Message Setup. In this setup window, users can design the subject line and body of the email.

Additionally, email message formats can be created and used in different configurations, including Document Type by Customer or Vendor Group, or by specific Customers or Vendors. To configure the email message based on different document types such as Quotes, Orders, or Invoices, navigate to Sales >> Setup >> E-mail Settings.

If your business requires specific message formats to be created for certain customers or vendors, or groups of them, Dynamics GP can be configured with a custom email message, which can then be assigned to the appropriate external party.

Dynamics GP allows users to send emails directly from transactions screens, as well as for batches of documents. To send an email from GP, open the item you wish to email, such as a Receivables Transaction Entry, and click the Email button. Dynamics GP will automatically generate an email with the item attached, using the email account and template that you configured.

Email functionality in Dynamics GP can be a valuable tool for businesses looking to streamline their processes and improve communication with customers and vendors. By setting up email functionality and configuring document formats, businesses can save time and money while also improving accuracy and customer service.

Are you ready to further leverage Dynamics GP to automate your business processes? Do you need an upgrade to take advantage of email capabilities, or are you experiencing issues with email functionality after the move to MFA? Contact Rand Group’s team of software engineers and industry experts today to discuss your options.