Skip to Content

Having to send certain documents to various recipients is quite common. For example sending quotations to the purchase manager, invoices to the accountant, and a delivery to the storekeeper. Follow the steps below and see how SAP Business One enables you to simplify this process.

  1. Define e-mail group. The e-mail group is used as a distribution list.

From SAP Business One Main Menu choose: Administration > Setup > Business Partners > E-Mail Group. In the E-Mail Group – Setup window define the relevant e-mail groups. Based on the above example, we added two groups:

/wp-content/uploads/2016/05/pic1_948049.png

     2. Assign each e-mail group to the relevant contact persons.

Choose: Business Partners > Business Partner Master Data > Contact Persons tab. Display the relevant business partner, and click the required contact person. Make sure the e-mail address is defined in the E-Mail field and from the E-Mail Group drop down menu choose the relevant e-mail group. If required, you can define a new e-mail group by choosing Define New. Repeat this step for all relevant business partners and contact persons.

P2.png

    3. Prepare the list of documents to be sent.

In the Document Printing – Selection Criteria window (the Document Printing menu entry is available from Sales – A/R, Purchasing – A/P, Banking, and Inventory modules) set the relevant filters and choose OK to generate the list of documents to be sent.

P3.png

A window showing the list of documents appears. Mark the documents you want to send.

P4.png

      4. From the File menu at the menu bar choose Send > Outlook E-mail or SAP Business One Mailer (depends on your settings).

P5.png

The E-Mail Options window appears. Select the checkbox Use E-Mail Group, and choose the relevant e-mail group. Choose OK.

P6.png

    5. The e-mails are ready to be sent.

You can review them and see exactly which e-mails are sent to which e-mail address and make adjustments if needed. By default, the E-Mail column is selected for all of the e-mails. To avoid sending a specific e-mail, deselect the checkbox under the E-Mail column for that document.

P7.png

    6.  Choose Send.

NOTE: To enable sending e-mails with attachments, make sure that the Attachments folder is defined in Administration > System Initialization > General Settings > Path tab.

To report this post you need to login first.

1 Comment

You must be Logged on to comment or reply to a post.

Leave a Reply