Email Setup

Further information:

• Set up email in Business Central (includes a video) - Business Central | Microsoft Learn
• Send documents and emails - Business Central | Microsoft Learn

Functional Description

Automatic email sending is handled via the BE-Fashion module in Microsoft Dynamics 365 Business Central. When an invoice or credit memo is posted, an email document entry is generated. This is then sent automatically in a separate process. The customer card must specify whether documents should be sent by email. Note: Default texts for invoices and credit memos can be stored centrally in the Fashion setup. For test purposes, a test email address must be configured.

Setup

Basic steps:

1. Set up report selection (MS standard)
   • Define the reports to be used (e.g. sales invoices).
2. Set up custom report layouts (MS standard)
   • Define the layout for the email body.
3. Configure the mail account + scenario (MS standard)
   • Example: a shared mailbox such as invoice@be-terna.com as sender.
4. Set up the type of document sending on the customer (FN standard)
   • Controls whether documents are sent by email, print, or EDI.
5. Set up the job queue (FN standard)
   • Automatic sending of the email document entries.

Control via “Invoice Sending Method”

The customer card has the field “Invoice Sending Method” (similarly for credit memos).

• Selecting “Mail” creates an email document entry when posting.
• Sending does not happen immediately, but only via the job queue.
• The email address stored in the customer’s “Send To” field is used as the recipient.

Note: If document send profiles are also set up, this can result in duplicate sending, since both functions work in parallel.

Difference: Document Send Profiles vs. Fashion Solution

Recommendation:

• Invoices and credit memos can be sent automatically via the Fashion solution.
• For other documents (e.g. order confirmations), the document send profile can be used.

Technical Details

• The job queue CU 5079207 “BET FN Email Document Mgt.” must be active.
• Email accounts and email scenarios must be set up correctly.
• Custom report layouts can be used for the email body.
• For test mailings, your own email address should be stored on the customer card to avoid unintended customer emails.

Process Overview

1. The customer has the field “Invoice Sending Method” = Mail.
2. When the invoice is posted, an email document entry is created.
3. The job queue processes the open entries.
4. The email is sent to the address stored on the customer.
5. Logging happens depending on configuration (email outbox / job queue log).

Best Practices

• Avoid duplicate sending: do not use document send profiles and “Invoice Sending Method” actively at the same time.
• Test: work with test email addresses before going live.
• Fallback: if the job queue is inactive, emails are not sent automatically.