Output Profiles

  • 22/09/2023
  • 5 minutes to read

An Output Profile defines how Document Output sends documents to a specific customer or vendor. In the Document Output FactBox, which is attached to all customers and vendors, you can see how Document Output will distribute documents for that customer/vendor. Each customer/vendor can only have one Output Profile.

As default it's possible to select Print, Email, or Peppol as distribution method. If this field has no value, Document Output will ignore documents intended for this vendor or customer

Creating an Output Profile

You can create your own Output Profiles, or edit existing ones of course, to suit the needs of your organization, and this process is described below. You could, for example, create an Output Profile that won't send emails or electronic invoices but will send PDF files directly to a printer in addition to the existing Output Profiles.

To create a new Output Profile, follow these steps:

  1. Choose the Search icon, enter Output Profile, and then choose the related link.
  2. In the action bar, select New.
  3. Fill out the fields as necessary. Profile Code is mandatory, but the rest are optional. Below you'll find an explanation of the most important fields.

Important fields in Output Profiles

There are a number of important fields when you create or edit an Output Profile, and below you'll find a description of them so you can set up profiles in the exact manner you want to.

  • Profile Code: Defines the Send Code. It is possible to have identical profile codes if they are combined with different setup options in the Template field.

  • Template: If this field is left empty, it means that this profile code defaults all enabled Templates. If the only value in the field is Statement, it will only apply when statements are sent.

  • Email: If this field has a value other than Skip, the email template will be used and emails will be generated and sent. PDF means that emails will be generated, and a PDF, based on the report selection in the designated email template, will be attached to the email. XML(e-doc), will generate an XML file and attach this as well. This requires that another field (E-Document Setup Code) is defined to determine the XML format that will be generated. If Email is configured with PDF and XML(e-doc), two files will be attached to the email: A PDF file based on the report selection in the email template and an XML file based on the format that's been selected in E-Document Setup Code.

  • E-Document Setup Code: This field defines the type of XML file that will be generated for electronic invoicing. The available format types may vary depending on the country the XML is intended for. E-Document Setup Code refers to another setup page, E-Document Setup, which is configured with the Codeunits for generating the XML files and also configuration of export file folders or link to the Continia Delivery Network through which electronic document are sent.

The rest of the setup fields are configuration fields that are used in connection with special setups required for supporting the ZUGFeRD/Factur-x formats.

Excluding recipients with no Output Profile from being serviced by Document Output

Instead of having to create and apply an Output Profile with Skip as the only setting, the option to exclude recipients with no Output Profile from being serviced by Document Output can be found in the Document Output Setup in the form of a toggle.

If you wish to exclude recipients with no Output Profile from being serviced by Document Output, here's how you do it:

  1. Choose the Search icon, enter Document Output Setup, and then choose the related link.
  2. In the General FastTab, toggle the switch Skip Email if no Output Profile to enable/disable the feature as desired.