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Mastering EFT Remittances in Dynamics GP: A Quick Guide to E-mail PM

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Mastering EFT Remittances in Dynamics GP

This guide provides a step-by-step walkthrough on how to utilize email for sending Payables Management (PM) Electronic Funds Transfer (EFT) remittances within Microsoft Dynamics GP 2015 and Microsoft Dynamics GP 2016. This functionality streamlines the payment process by enabling direct electronic delivery of remittance advices to vendors, enhancing efficiency and reducing manual handling.

Prerequisites

Before configuring and utilizing the email remittance feature, ensure the following prerequisites are met. These requirements pertain to both Microsoft Dynamics GP 2015 and Microsoft Dynamics GP 2016 unless specified otherwise.

  • Supported Versions of Microsoft Office for Microsoft Dynamics GP 2015:

    • Microsoft Office 2010:
      • 64-bit Office: Must use Exchange only.
      • 32-bit Office: Can use either Exchange or MAPI.
    • Microsoft Office 2013:
      • 64-bit Office: Must use Exchange only.
      • 32-bit Office: Can use either Exchange or MAPI.
    • Microsoft Office 2016 (Dynamics GP 2015 R2 or later):
      • 64-bit Office: Must use Exchange only.
      • 32-bit Office: Can use either Exchange or MAPI.
    • Office 365:
      • Both 64-bit and 32-bit: Must use Exchange. (For an Online Exchange Server, a MAPI client is typically not installed.)

  • Supported Versions of Microsoft Office for Microsoft Dynamics GP 2016:

    • Microsoft Office 2013:
      • 64-bit Office: Must use Exchange only.
      • 32-bit Office: Can use either Exchange or MAPI.
    • Microsoft Office 2016:
      • 64-bit Office: Must use Exchange only.
      • 32-bit Office: Can use either Exchange or MAPI.
    • Office 365:
      • Both 64-bit and 32-bit: Must use Exchange. (For an Online Exchange Server, a MAPI client is typically not installed.)

  • Open XML SDK 2.0 for Microsoft Office:

    • Verify the installation of Open XML SDK 2.0 for Microsoft Office through Control Panel > Programs and Features. This component is required for the email remittance functionality.

  • Microsoft Dynamics GP Add-in for Microsoft Word:

    • The Microsoft Dynamics GP Add-in for Microsoft Word is optional and only necessary if you intend to modify the Word Template used for the remittance advice. If you plan to use the default template, this add-in is not required.

Steps

The following steps outline the process of setting up and utilizing email for EFT remittances in Dynamics GP. It is recommended to follow these steps in order to ensure proper configuration and successful email delivery.

Step 1 - Default Form

Default Form

Begin by configuring security settings to use the default Check Remittance form. Testing with the default form initially is crucial to verify the email functionality before implementing any customized forms. Follow these steps to check and configure the security settings:

  1. Navigate to Microsoft Dynamics GP > Tools > Setup > System > Alternate/Modified Forms and Reports.
  2. Select the REPORT ID that is currently in use (e.g., DEFAULTUSER).
  3. Set Product to All Products. For Type, choose Reports. For Series, leave it as All (or select Purchasing) and then tab to move to the next field.
  4. In the Report List section, expand the Purchasing category.
  5. Scroll down the list to locate Check Remittance. Ensure that Microsoft Dynamics GP is marked for the Check Remittance form. If it is not marked, it indicates that a modified check remittance form is not currently in use.
  6. Click Save to apply the security settings.

Step 2 - Setup

Email Settings Dynamics GP

Activate the email functionality for Check Remittances at the system setup level. This configuration enables the email options and sets the foundation for vendor-specific email settings. Follow these steps to configure the main email settings:

  1. Go to Microsoft Dynamics GP > Tools > Setup > Company > E-mail Settings.
  2. Within the E-mail Settings window, mark the Document Options and File Formats that you want to enable. Selecting multiple options here will populate the available choices at the vendor level, allowing for customization per vendor. If unsure, it is advisable to mark all sections to ensure flexibility.
  3. Select the Purchasing Series link.
  4. In the Purchasing E-mail Setup window, mark the checkbox for Vendor Remittance.
  5. If a standard Remittance message ID automatically populates, you can leave it as is for initial testing. Avoid using a custom message ID at this stage to simplify the testing process.
  6. Click OK to close the Purchasing E-mail Setup window.
  7. Click OK again to close the E-mail Settings window.

Step 3 - Vendor Setup

Vendor Setup Dynamics GP

Complete the email setup for each vendor to specify how remittances should be sent. This step involves configuring vendor-specific email addresses and remittance preferences. Perform these steps for each vendor to whom you intend to send EFT remittances via email:

  1. Navigate to Cards > Purchasing > Vendor.
  2. Select the Vendor ID for the vendor to whom you want to send EFT remittances. It is assumed that the vendor has at least one address ID configured.
  3. Note the Address ID displayed in the REMIT TO field.
  4. Drill down on the Address ID in the REMIT TO field. This action will open the Vendor Address Maintenance window. Alternatively, you can select the ADDRESS button and scroll to the address ID specified in the REMIT TO address field.
  5. Next to the Address ID field, select the World icon. This action opens the Internet Information window for the vendor address.
  6. For testing purposes, enter your own email address in the TO: section under E-Mail Addresses at the top of the Internet Information window. This will allow you to verify the email delivery process before sending remittances to vendors. Once testing is successful, you can update this to the vendor’s correct email address.
  7. Click Save and close the Internet Information window.
  8. In the Vendor Maintenance window, locate and click the E-mail button at the bottom.
  9. In the Vendor E-mail Options window, within the bottom section, mark the checkbox for Vendor Remittance.
  10. Choose the preferred Format for the remittance advice. It is recommended to test initially with .docx or .html formats to ensure the basic functionality is working correctly.
  11. The Enable checkbox serves as a “mark-all” button and does not need to be marked specifically for this step.
  12. Click OK in the Vendor E-mail Options window.
  13. Click Save in the Vendor Maintenance window to save the changes.
  14. Optionally, you can verify the vendor’s EFT banking information by selecting the Address button and then EFT BANK. Confirm that the EFT banking information is correctly filled in for the address ID specified in the REMIT TO field on the Vendor Maintenance card. This guide assumes that EFT setup is already in place and focuses solely on enabling email remittance delivery.

Step 4 - Process

Payables Checkrun Dynamics GP

With the setup complete, you can now process EFT payments and email the remittances during the payables checkrun process. Ensure that there are posted invoices against the configured vendor’s address ID, ready for payment. Follow these steps during the Payables checkrun process:

  1. Ensure that Outlook is open on the same workstation where Dynamics GP is running. Outlook needs to be active for Dynamics GP to utilize its email functionality.
  2. When creating a computer check batch, select EFT as the Payment Method for the new batch. Choose the appropriate Checkbook ID that is configured for processing EFTs.
  3. When you proceed to print checks, the system will recognize that it is an EFT batch and display the Process Payables Remittance window instead of the Print Checks window.
  4. In the Process Payables Remittance window, mark the radio button for Remittance Form.
  5. Also, mark the checkbox for Send Document in E-mail (Print if mail cannot be sent.). This option ensures that the system attempts to email the remittance advice and will print it if email delivery fails.
  6. Click Process to initiate the EFT payment and email remittance process.
  7. In the Report Destination window, the Report Type will default to Template if a Word Template is configured for remittance forms. (This is controlled by the Enable Report Templates checkbox under Reports > Template Configuration). Complete and post the checkrun as usual.
  8. After processing, the Send Remittance Exception Report will be displayed. This report provides a status update, indicating whether documents were sent successfully. Review this report to identify any emails that failed to send.

Step 5 - Verify

Outlook Sent Items

Verification is a crucial step to confirm that the email remittance process is functioning as expected. Check Outlook to ensure the test email was received.

  1. Open Outlook and verify that you have received the test email in your inbox.
  2. Check the Sent Items folder in Outlook to confirm that the emails were successfully sent out by Dynamics GP.
  3. Also, check the Outbox in Outlook to ensure that emails are not stuck there due to any Outlook settings or connectivity issues. If emails are stuck in the Outbox, it may indicate a problem with Outlook’s connection to the email server.

If these steps do not result in successful email delivery, consider the following troubleshooting actions:

  • Open a support incident with Microsoft Dynamics GP support for further assistance.
  • Refer to the Report Writer manual for detailed information on using Word Template functionality and troubleshooting.
  • If you have questions regarding modifications to the Word Template, consult the Report Writer manual or open a support case. Be aware that assistance with Word Template modifications may be subject to consulting engagement guidelines, as outlined in Microsoft support documentation.

Step 6 - Proceed

Proceed with Testing

Once the test with the default Check Remittance form is successful, proceed to the next phase if you intend to use a modified Check Remittance form.

  1. Grant security access to the modified Check Remittance form within Dynamics GP.
  2. Conduct thorough testing with the modified report to ensure it functions correctly with the email remittance process. This includes verifying the layout, data accuracy, and email delivery of the modified remittance form.

More Information

For additional information and resources related to email EFT remittances in earlier versions of Dynamics GP, refer to the following blog articles:

References

For further assistance and troubleshooting tips related to modifying Word templates and email remittance functionality, explore the Dynamics GP community blogs and forums. Numerous helpful articles are available online. Here are a few examples of helpful blogs for your reference:

Dynamics GP Blog Site Example 1
Dynamics GP Community Forum Example 2
Dynamics GP Troubleshooting Blog Example 3

(Note: Replace the example URLs above with actual relevant blog and forum links when available.)

This guide aims to provide a comprehensive walkthrough for setting up and using email for EFT remittances in Dynamics GP 2015 and 2016. By following these steps, you can effectively streamline your vendor payment process and enhance operational efficiency.

Feel free to share your experiences or ask any questions in the comments below!

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