How to e-mail purchase orders to vendors in Dynamics AX 2012 R3

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”.

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21 thoughts on “How to e-mail purchase orders to vendors in Dynamics AX 2012 R3

  1. We are finding that when confirming the PO sometimes we get no info log or email generated, but the PO still confirms. It’s almost like the Batch Job is not kicking off. Also, this is happening for both singles and multiples. For the multiples we may get emails for four but none for the other three. All of them had the user setup to receive the email. Any ideas?

    Thanks!

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    • Sorry – I’ve been away and only just noticed this comment.
      And I can’t offer any help.
      The only suggestion I have is to log your issue on the Microsoft Dynamics AX Community forum
      Tim

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  2. AX 2012 R3 – after doing all the setups as mentioned above, on click of the confirmation email is going twice, when can I find it.
    thanks in advance.

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  3. I get an error in AX 2012 R3 as Actions with this action type are not valid when I click on confirmation

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  4. How do you type a message in the body of the email? We can get the email generated along with the attachment of the PDF but no option to type a generic message. Thank you for looking at this!

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    • Hi Josh – I don’t think you can do that in standard Dynamics AX – you’ll need a customisation, and the smartest thing would be to use an e-mail template for the body text.
      Regards
      Tim

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  5. An outstanding share! I’ve just forwarded this onto a friend who had been doing a little homework on this.
    And he actually ordered me breakfast because I discovered it for him…
    lol. So allow me to reword this…. Thanks for the meal!!
    But yeah, thanx for spending some time to talk
    about this matter here on your internet site.

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  6. I know I getting to this late, but I have a question – if its possible to ask for your help ?
    I would like to know how to send an external attachment along with the po when e-mailing out.
    I have a po. – I attached a file to it in AX and set it to external.
    When I confirm the po – it only e-mails the po not the file.
    Can I also send the file ?

    Like

    • Hi Martin – what you’re asking for isn’t possible in standard Dynamics AX. You’ll need to do a customization for that – or look for an ISV product (for instance Bottomline Transform or Jet Reports).
      Tim

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  7. Hi thanks for the post while doin same in ax2009 i got this error

    The server-side impersonated (RunAs) session tried to invoke a method that is available for client-side processing only.
    (S)\Data Dictionary\Tables\VendPurchOrderJour\Methods\printJournal – line 15
    (S)\Classes\PurchFormLetter_PurchOrder\printJournal – line 9
    (S)\Classes\PurchFormLetter\insertProforma – line 43
    (S)\Classes\PurchFormLetter\createJournal – line 45
    (S)\Classes\FormLetterMultiThread\run – line 23
    (S)\Classes\BatchRun\runJobStatic – line 63

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  8. In the AX 2009 version when sending a mail , the Outlook client could open and edit the body of the email . . Is there any option in Outlook for this behavior ?

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    • Hi Zoila, no I don’t think AX 2012 allows this. From memory AX2009 used to open the Outlook client if there wasn’t a To: e-mail address. AX 2012 doesn’t allow you to leave the To: e-mail address blank. We worked with a client who wanted this behaviour for some e-mails. We discussed the option of having the AX e-mail to the user who then forwarded the e-mail, but that was too clunky and we ended up customising the system so that we could add a flag to Print management which caused the Outlook client to open the un-sent e-mail. Hope this helps.
      Tim

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    • Sorry – no way to do that in standard Dynamics Ax (as far as I know). In the past we’ve customized the print management so that we could specify an e-mail template (like the e-mail you get sent by Alerts) – so you’ll have to talk to your support partner.

      Liked by 1 person

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