DCX Auto Mail

Auto Mail Solution User Guide

This guide explains how to set up and use the Auto Mail solution for sending Customer Statements and Invoices automatically in Microsoft Dynamics 365 Business Central.

1. Initial Setup

Before using the solution, you must configure the email accounts and the Auto Mail Setup.

a. Email Setup Requirement

Ensure that Email Accounts are configured in Business Central. This solution uses the default email account setup to send emails.

1. Search for Email Accounts.
2. Ensure a default account is set up and tested.

b. Auto Mail Setup

Navigate to the Auto Mail Setup page.

Statement Emailing

• Statement Start Date Formula: Specifies the start date of the statement period relative to the working date (e.g., -1M for the beginning of the last month).
• Statement End Date Formula: Specifies the end date of the statement period (e.g., -1D for yesterday or CM for current month).
• Statement Body Report ID: Select the report used for the email body (e.g., standard Statement report or a custom one).
• Set Report Options: Click Actions - Save Statement Report Options in the menu to configure the layout and request page options (like "Include Aging Band") for the statement report. These settings are saved and used for all auto-generated statements.

Invoice Emailing

• Enable Invoice Emailing: Toggle this to turn on invoice emailing.
• Invoice Start Date: Invoices posted on or after this date will be considered for emailing.
• Invoice Body Report ID: Select the report used for the invoice email body. The word layout linked to the report will be used for the Email body. The layout can be changed using standard BC report layout functionality
• Invoice Sending Mode:
  • On Posting: Emails are sent immediately when an invoice is posted.
  • Job Queue: Emails are queued and sent via a scheduled Job Queue Entry.

c. Job Queue Setup

To automate the sending process, Job Queue Entries are automatically setup by the extension. Job Status is set to On Hold. You have to change the Status to Ready, to start sending the emails.

1. Search for Job Queue Entries.
2. Click Set Status to Ready.
3. Other settings on the job queue
   • Object Type to Run: Codeunit
   • Object ID to Run: Auto Mail Management (Search for "Auto Mail Management" or check the ID).
   • Parameter String:
     • Enter STATEMENT to schedule Statement generation and emailing.
     • Enter INVOICE to schedule Invoice emailing (if using "Job Queue" mode).
4. Recurrence can be change as required (e.g., Daily at 8:00 AM).

---

2. Customer Auto Mail Selection

Manage which customers receive automatic emails using the Customer Auto Mail Selection page.

1. Search for Customer Auto Mail Selection.

a. How Customer Email is Selected

The system determines the email address in the following priority:

1. Document Layout: Checks "Document Layouts" for the customer (Usage: Statement).
2. Customer Card: Uses the email address on the Customer Card.
3. The resolved email is shown in the Statement Email column.

b. Selecting Customers

• Send Statement: Check this box to enable automatic statements for the customer.
• Send Invoices: Check this box to enable automatic invoice emailing.

Bulk Actions:

• Mark All Statements: Enables statements for all customers in the list.
• Mark All Invoices: Enables invoices for all customers in the list.
• Unmark All: Disables both options for all customers.

c. Manual Sending

You can trigger the process manually for testing or ad-hoc runs:

• Run Statements Now: Immediately processes statements for all enabled customers.
• Run Invoices Now: Immediately processes pending invoices for all enabled customers.

d. Document Filtering

• Statements are generated and sent every time the job runs or manual sending is initiated.
• Invoices are generated and sent only once.

---

3. Sent Mail History

a. Auto Mail Logs

View the history of sent documents.

1. Search for Auto Mail Logs or click Auto Mail Logs from the setup page.
2. This list shows:
   • Document Type: Statement or Invoice.
   • Customer: Name and Number.
   • Sent DateTime: When it was sent.
   • Has PDF Attachment: Indicates if the generated PDF is stored.

a. Download PDF

To view the exact document that was sent:

1. Select a log entry.
2. Click the Download PDF action in the menu.

b. Auto Mail Factbox

Auto Mail Log Factbox on Customer page shows all sent documents

The pdf file can be downloaded by selecting Auto Mail Sent Documents - Download PDF.

Auto Mail Log Factbox on Posted Sales Invoice page shows the invoice email sent to the customer

c. Sent Emails

Emails are also linked to all relevant recods

Customer

Select Related - History - Sent Emails. The page will show the list of sent emails. When you click on an email, it shows the body and the attachment that was sent in the email.