Sending Advice by e-mail
To send generated notifications by email, the following prerequisites apply:
Customer/Vendor Setup
In the respective OPplus Customer/Vendor card the Advice Shipping Type "E-Mail" must be entered in the Payment Export tab. "E-Mail" as well as a corresponding Advice Shipping Address from a created contact.
| Field name | Description |
|---|---|
| Advice Shipping Type | The options are: Blank - corresponds to a printout of the advice Letter - corresponds to a printout of the advice Fax - corresponds to a printout of the advice incl. the fax number Email - corresponds to sending a PDF via e-mail This advice shipping type is automatically transferred to the payment proposal header when the payment proposals are created. In the payment proposal header you have the possibility to override this default setting again. |
| Advice Shipping Address | In this field you can select a contact to whose e-mail address the advice should be sent. If you do not select a contact here, the address of the customer/vendor will be used when sending an e-mail. |
Payment Export Setup
In the payment export setup, the following fields must be maintained in the Advice tab if the payment advice is to be sent by mail.
| Field name | Description |
|---|---|
| Email Sender | Enter the sender e-mail address that will be used later for e-mail creation. |
| Rem. Terms Code for Advice-Mai-Text Vendor | Enter the reminder method code from which the texts for the e-mail to be created are to be taken when sending vendor advices. If no code is entered here, no text will be generated in the e-mail to the vendor. |
| Rem. Terms Code for Advice-Mai-Text Customer | Enter the reminder method code from which the texts for the e-mail to be created are to be taken when sending customer advices. If no code is entered here, no text will be generated in the e-mail to the customer. |
| BCC Recipient Email | In order to be able to track the successful sending of a advice by mail from the OPplus payment export, it is possible to enter an e-mail address here, to which a copy of the mail will be sent. |
| Advise Shipping Automatic | At this point you select the automatic that should be executed on the payment proposal in the "Create Payments" function when it comes to the advice creation. Run Report - report generation "Advice" call starts automatically Print Only - printing of all configured print advices starts automatically. Fax Only - printout of all configured fax advices including the fax number is started automatically. Send Email Only - sending of all configured e-mail notifications is started automatically. **Print+Fax+Email - all advices are started automatically one after the other according to the personal account setup. In all set up cases of the automatic notification dispatch, there is no possibility for the user to intervene in the process before execution. |
Setting up the texts for sending advices by mail
The reminder methods from Microsoft Dynamics 365 Business Central are used to store the texts that are used in the outgoing e-mails when sending advices. For this purpose, new reminder methods are created with associated beginning texts.
When creating the reminder method, please note that the desired beginning text (incl. signature) is defined as reminder level 1. In the reminder level text you can use placeholders, which are described below.
If you have English contacts, define reminder level 2 within the reminder method. If the customer/vendor or the corresponding contact set up there has a language code that is not blank or "DEU", the English text from reminder level 2 will be used (if set up). In the text of the dunning level for the advice dispatch you have the possibility to use placeholders:
| Placeholder | Description |
|---|---|
| %1 | Execution date of the payment proposal |
| %2 | Payment Amount |
| %3 | Payment Amount (LCY) |
| %4 | Currency Code |
| %5 | Name of Cust. / Vend. |
| %6 | Payment Type |
| %7 | Mandate ID |
| %8 | Mandate Status |
| %9 | Mandate Date |
| %10 | Our Account No. |
| %11 | Address |
| %12 | Address 2 |
| %13 | Post Code |
| %14 | City |
| %15 | Country/Region Code |
Advice Shipping - Payment Proposal Headers
When creating payment proposal headers, the "Advice Shipping Type" field in the Advice tab is automatically pre-populated with the setting made from the customer/vendor. If no setup has been made, then "Print Advince" and shipping type "Letter" will automatically be pre-populated. This corresponds to the standard setup. It is therefore possible to define a different variation of the dispatch option at the payment proposal header at any time.
Information is also shown to whom the advice would be sent according to the setup. These values are always calculated at runtime and can only be changed in the corresponding master data.
SMTP Setup
In order to be able to send the advices by e-mail, the SMTP mail setup of the standard must be carried out and the corresponding rights of the users for sending mail via the SMTP server must be ensured. The SMTP mail setup can be checked by generating a test e-mail.
Email accounts
In current Business Central versions (as of 11/2020), extended e-mail functions will be integrated in addition to the previous SMTP mail setup. This is indicated by a message when the SMTP mail setup is called up within Business Central.
These advanced email features can be found under the term "Email Accounts" within Business Central. A wizard guides you through the setup of the email accounts to be used. The SMTP setup used so far can also be managed via this, although there is no synchronization with the SMTP setup already made.
The OPplus advice sending by e-mail uses the setups made here in Business Central.
For troubleshooting in the area of sending notifications by e-mail from OPplus we have created a checklist that should help you to set up the mail dispatch. If you need support in this area, please contact support.
E-mail / Print / Disk / Electronic Document
Manual procedure for sending advice
The following options are available for sending invoices in the standard system:
- Email attachment
- Disk
- Electronic document
These options are also available for sending advices. However, there is a deviation in the area of the electronic document. In the standard system, an appropriate format must be selected here.
For sending advices there is a deviation that no corresponding format can be selected. The format is fixed here: HTML. So if you manually create an electronic document from a payment proposal header of a payment proposal, an HTML file is automatically created in the correspondingly set path for advices.
If you select the e-mail sending with Yes (Promt for Settings) at this point, the corresponding e-mail details for the advice sending will be displayed in an e-mail editor. The text of the e-mail corresponds to the configured reminder method codes for sending the advices. Placeholders are translated into the corresponding text.
You can find the attached PDF document (advice) in the corresponding "Attachments" tab of the e-mail editor.
After checking, the generated e-mail can be sent directly from the mail editor according to the SMTP server or e-mail accounts setup including the attachment.
Sending advices automatically
From the payment proposals or the registered payment proposals, you can trigger the advice shipping or advice printing automatically.
Even after triggering the "Create Payments" function on the open payment proposal, the automatic system for printing and/or sending the advices is triggered, provided that an advice is created.
If you confirm this query with "Yes", the setup for the advice shipping is automatically evaluated in the payment export setup.
Depending on the setup, processing now starts for the applicable payment advice dispatch types at the payment proposal headers of a payment proposal. These are transferred from the person accounts to the payment headers as described above.
