Emailing Documents in Microsoft Dynamics GP 2010

There are a lot of document delivery solutions for Dynamics GP 2010. But before you go searching for a product, you might want to take a look at the standard functionality that comes with Dynamics GP 2010. It only takes a few minutes to configure and can be an easy way to begin electronically delivering business documents to your customers and vendors.

Before we dive into the configuration of this feature, we should highlight the requirements for emailing documents from Microsoft Dynamics GP:

  • Microsoft Office 2007 or 2010 (32-bit only)
  • MAPI-compliant email application

The configuration for emailing documents falls into three categories:

  • Company Settings
  • Module Settings
  • Customer/Vendor Settings

So let’s take a look at these options, starting with the company settings.

Company E-mail Setup window

Microsoft Dynamics GP | Tools | Setup | Company | E-mail Settings

This window allows you to select whether to embed the message and/or send the message as an attachment. When selecting the allowed file formats, it is important to note the following:

  • The .docx, .pdf and .xps formats can be used to send a Word template.
  • HTML can be used to send a Report Writer report.

Once you have specified these settings, you can click the “Sales Series” or “Purchasing Series” link to open the module-level email settings.

Purchasing E-mail Setup window

Microsoft Dynamics GP | Tools | Setup | Purchasing | E-mail Settings

In this window, you can enable the specific documents to be emailed and then assign a specific message format. Different default message formats can be configured under Microsoft Dynamics GP | Tools | Setup | Company | E-Mail Message Setup. In addition, you enter one or more email addresses to be used as the “Reply To” on the emails that are generated.  When you enter a transaction in Dynamics GP, you can override some of the email settings for the document. Mark the appropriate options if you want to allow the “Reply To” address and/or email itself to be edited on transactions.

From the Purchasing E-mail Setup window, you can access the vendor list using the Vendor Setup button, or you can navigate directly to the Vendor Maintenance card and then click on E-mail Settings.

Vendor E-mail Options window

Cards | Purchasing | Vendor | E-mail button

Email settings are specified by vendor, including whether to send the documents as attachments or embed the document in the message body (if allowed in the company setup). You also can choose to allow multiple attachments in a single email and stipulate a maximum file size. The enabled forms and message IDs default from the series setup but can be modified for the specific vendor along with the format.

Email addresses can be entered for specific vendor addresses, using the Internet icon to the right of the Address ID in either the Vendor Maintenance or Vendor Address Maintenance window.

Internet Information window

Cards | Purchasing | Vendor or Vendor Address | Internet Information Icon

Once these settings are specified, you can begin to email the documents. For example, let’s look at a purchase order.

Purchase Order Entry window

Transactions | Purchasing | Purchase Order Entry

You can edit the email settings for this document using the “E-Mail Detail Entry” button to the right of the Vendor ID.

E-Mail Detail Entry button

Purchasing E-Mail Detail Entry window

From this window, based on the series settings, you can modify the email including the to addresses, message ID, message body and reply addresses. Click OK to save the changes. When you are ready to generate the email, you can click the printer icon in the upper right-hand corner of the Purchase Order Entry window (as you would normally to print a Purchase Order).

Printer icon

Purchase Order Print Options window

From the print options window, you can choose whether to print or email the selected document. Note that in purchasing, multiple documents can be emailed from the Print Purchasing Documents window (Transactions | Purchasing | Print Purchasing Documents).  Make your selections and then click Print. The email will generate and be sent automatically.

So now we can see the resulting email:

And the resulting attachment:

For more information on configuring and using the email functionality within Dynamics GP, email

34 thoughts on “Emailing Documents in Microsoft Dynamics GP 2010

  1. avatarTim Farrell

    Hi Christina,

    I noticed in your requirements section for GP you mention 32 bit mode. Are you saying that GP in 64 bit mode will not support this functionality?

    Thank you for your post and comments.

    Kind Regards,

  2. avatarPam Robertson

    Christina, is there a place to tell GP that I want to send all purchase orders in a particular format, such as docx or pdf, without going into each vendor?


    1. avatarChristina Phillips

      Go to Tools>>Setup>>Company>>Emailing Settings. Click on the Purchasing Series link, then click on Vendor Setup. In the Vendor Navigation List, click on the vendors you want to change to mark them (click multiple) then click the Email Settings choice in the Modify section of the task pane at the top (if you don’t see it, click the >> to see more options in that section). This will apply the settings to all marked vendors.

  3. avatarSaras

    Hi Christina,
    My user wants to be able to email the documents thru Outlook. But I don’t see Email Settings under Tools->Setup->Company. How do we go about doing the setup?

    Thanks in advance.


  4. avatarKim Viskoe

    Hi Christina,

    I am new to using Dynamics GP 2010. I want to start using the Email Statements feature to send our monthly account statements to customers.

    To accomplish this, I understand that the Company Email Setup must get taken care of. Each Customer Card must have the “Email Statement” box checked and the email address to send it to needs to be entered. When I try to test it I am getting “unable to create status directory. stements will not be emailed.”…..what am I missing?

    Thank you!


    1. avatarChristina Phillips

      It’s not GP that would be in 32 bit mode. It would be your version of Office installed, which you can check from the File menu.

  5. avatarTania Mofflin

    Hi, we have noticed that the default email signature within Outlook is removed.

    Dyanmics GP only offers a text based signature and as a larger company we have policies about logos on emails.

    Have you come across this issue and found any solutions?


  6. avatarDavid Bujnovsky

    Is there a way to “TEST” the email integration without having to create some sort of transaction or document? What errors would be expected if it does not work? Does it affect the GP workflow if it does not work?

  7. avatarJohn

    Do you know if there is a way to format an amount field in the email body when you insert (insert another field option) the amount field into the Email MessageID form of PO and Remittance. Example it shows as 123.00000 is there a way to format it to Currency $123.00



    1. avatarChristina Phillips

      Not that I am aware of. Although if you were sending through the Outlook client (as opposed to Exchange) you could set it to offline.

  8. avatarandrew

    Is there a way to format the attached statement? For instance on my statement the title is “Check Remittance” and then the fields are “Check Name”, “Check Date”, “Check Number” etc. and I would like to change all of the words “check” to “EFT”.

  9. avatarChristina Phillips

    If you are sending a word template, yes you can modify the template using the MS Dynamics add-in for Microsoft Word. If you are sending a report writer report, standard report, then you would use Report Writer to make the modifications.

  10. avatarDean Abrahams

    Is thee a limitation on the number of emails that you allowed to send via outlook as we are having a problem where we can only send 200 invoices at a time to clients via Outlook 32 bit, we are using Outlook 2016 32-bit and GP 2013, we were able to send out 1000 at a time previously. in GP is looks as if it is running but it never moves to Outlook to start sending and eventually GP would crash. I would just like to confirm where the problem is.

    1. avatarChristina Phillips

      Not to my knowledge, but these sorts of things can be tough to troubleshoot without some review of your environment. I would suggest getting with your partner, or with Microsoft so that they can engage and take a look at your specific situation.

  11. avatarChristine

    We have customer statements setup in GP but when I ran my first month, several customer files came back with an error “install Microsoft Word”. Am I missing a setup in my customer file somewhere? Since this did not show up on ALL statements, I assume it is not a company setting but something specific to each customer file???? Thanks

  12. avatarRobyn Evans

    Anyone have an issue that once you have e-mail statements setup that you can send them via e-mail in HTML and DOCX but not PDF? We can print to PDF in GP without an issue. When we try to generate e-mails with PDF it just says Generating PDF and locks us up. To exit we have to go to task manager and kill the Dynamics.exe task.

    1. avatarBKD Technologies

      It depends on if you’re using Word templates. If you’re using Word templates, then you can send them as HTML, DOCX, XPS, and PDF. But if you’re using the customer statement native functionality of sending via e-mail, then you can only send via PDF.

  13. avatarKevin Harrison

    I just setup a user to be able to e-mail EFT remittances, everything works but she gets a report permission error when processing, I figure there must be a report that it is trying to display that shows which e-mails where sent but I’m not sure where to give her the permissions for that. She never had any issues when doing the EFT batches without the e-mail.

  14. avatarRay O'Connor

    Hi, I see in GP that there is an e-mail section under our sales rep codes. I want to see if we can send sales invoice copies out to our sales reps using these e-mail addresses.

    1. avatarChristina Phillips

      Yes, often it is because another process is running during the creation. I would suggest engaging with your partner, or the community forum for assistance in troubleshooting.

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