R2 CU7 and R3 have new options for setting up e-mail destinations in Print management and for the e-mail destination of print management for purchase orders
‘Vendor purpose’ is used for external addresses. The setup main table is at Organization administration > Setup > Global address book > Address and contact information purpose:
The Vendor purpose drop list is filtered by ‘Contact information’, so as above I’ve added a Purpose ‘PO’ and ticked the Contact information checkbox.
There’s a checkbox to email the purchase order to the Vendor’s primary contact, and you can add (or cc) employees by adding the job title [of their position].
You can use this setup when you’re posting the purchase order confirmation, but probably simpler to set it up as ‘Print management’.
There are two ways to setup print management for purchase orders:
Print management – all vendors
Procurement and sourcing > Setup > Forms > Form setup > Print management
Select the Purchase order Original <Default>. Click the Destination Arrow and select Printer setup:
Select destination E-mail and click Edit:
Select Purpose PO and click OK:
If required add in other email addresses, then click OK:
On the Printer destinations settings form enter cc email addresses (for instance you could cc yourself) and enter an E-mail message subject and select a File format:
Then Click OK. You should see:
Note. This is the Default purchase order print management destination. You can create other settings by Right-click > New. This creates additional Purchase order print management settings, each driven by a ‘Select’ filter query.
Print management – specific vendor
The previous section set a purchase order email destination for all vendors. You may prefer to set the purchase order destination vendor by vendor.
Procurement and sourcing > Common > Vendors > All vendors > General > Print management:
Right-click on Purchase order and select Override:
Click the arrow, then select Printer setup to open the Destinations form:
Then proceed as per the previous section
Setup vendor contact email address
In the previous sections you’ve defined a Contact information purpose of ‘PO’ and set this up in Print management, now you add this to your vendor.
Procurement and sourcing > Common > Vendors > All vendors > Edit. Then open the Contact information fast tab, then More options > Advanced:
The system opens a new window, click Add. Change the type to E-mail address, then enter the e-mail address and change the purpose to ‘PO’:
(You can add more than one ‘Purpose’ to the e-mail address, for instance for other print management destinations). Close the ‘Edit contact information’ form, you should see:
Note. Purpose isn’t visible in this list grid, but Description can be used to record the purpose for the email address.
Send purchase order email
Procurement and sourcing > Common > Purchase orders > All purchase orders.
Create a purchase order. Then go to Purchase > Generate > Confirmation:
On the Confirm purchase order form ensure that ‘Use print management destinations’ is ticked.
Now, at this point if you don’t have Outlook setup (for instance you’re logged on to a terminal server for Dynamics AX but you run Outlook as an app on desktop) and you click OK, you’ll get an error.
However, if you run the purchase order confirmation as a batch job the e-mail is sent. To run as a batch job simply click on the Batch button at the bottom of the Confirm purchase order form, and on the pop-up Batch processing form tick the ‘Batch processing’ checkbox, and click OK, then back on the Confirm purchase order form, click OK again. You’ll get an Infolog telling you that the Purchase order confirmation posting has been added to the batch job queue.
Check your batch job from ‘My batch jobs’ on your home area page (Inquires > Batch jobs > my batch jobs) and after a minute or so you should see confirmation that the e-mail sent.
And this is the e-mail I received:
As Mr. Dilmah says – “Do try it”.