How To: Set up Email for Purchasing in Dynamics GP

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How To: Set up Email for Purchasing in Dynamics GP

Standardize and simplify your communications with your vendors using Dynamics GP (formerly known as Great Plains) by using pre-set emails for certain types of documents. That doesn’t mean you’re stuck with a one-size-fits-all formula – messages can be personalized to include specifics for names, dates, amounts etc.


In this article, we’ll run through the steps needed to set up the functionality in your Dynamics GP for emails related to purchasing transactions.


Topics covered:

  • Company settings – Email
  • Email message setup
  • Setup email for Purchasing


Company Settings – Email


Before sending out any documents, you must first establish set the email options for the Company.


1)In Dynamics GP, go to Administration | Setup | Company | Email Settings



Email for Purchasing in Dynamics GP



2) Choose to Embed the Document in the E-mail Message Body or as an Attachment

    • If Attachment, choose format for Attachment (DOCX, HTML, PDF, XPS)


3) Click OK


Email for Purchasing in Dynamics GP


E-mail Message Setup


The Message Setup window is used to create, modify, or delete message IDs for Email Templates that can be:

    • Defaulted at the company level (Sales/Purchasing, Setup, E-Mail Settings)
    • Customized at the customer/vendor level (Customer/Vendor Card, Email button)
    • Used to display information from fields in GP (like name, document number, dates)



Email for Purchasing in Dynamics GP



  1. In Dynamics GP, go to Administration | Setup | Company | Email Message Setup
  2. Give your message a unique name in Message-ID. Make it one that is easily identifiable for all system users
  3. Add a description to help you further identify and select the correct message later
  4. Set Message Type as Standard
  5. Set Series as Purchasing
  6. Select the desired Document Type
  7. Type text into the Subject and Body as you would want it to appear in the email. You can customize the subject or message body by adding a field or fields associated with a document type from the series you selected. To customize a message with additional fields:
    • Place the cursor in the Subject field or in the message body where you want the field added
    • From Field, select an additional field
    • Choose Insert



Email for Purchasing in Dynamics GP



Setup email for Purchasing in Dynamics GP


Set the default e-mail message that will be used for each document type that will be emailed.


1) In Dynamics GP, go to Purchasing | Setup | Email Settings



Email for Purchasing in Dynamics GP



2) Select the Document Type to be set up (Purchase Order or Vendor Remittance) and the Default Message ID, click OK.



Email for Purchasing in Dynamics GP

Email for Purchasing in Dynamics GP



Setup Vendors for E-mail


The final step is to update the Vendor in GP to include e-mail addresses for the Vendor, enable the Vendor to receive emails, and confirm or change the e-mail message to be sent for the different document types.


1) In Dynamics GP, go to Purchasing | Cards | Vendors



Email for Purchasing in Dynamics GP



2) Click on the Globe Icon (next to the Address ID)



Email for Purchasing in Dynamics GP



3) Enter the E-mail Address (or Addresses) for this vendor in the E-mail Addresses


4) Click Save and close the window.



Email for Purchasing in Dynamics GP



5) You are now back at the Customer Card Window. Click the E-mail button on the lower right





6) Select the document types to be E-mailed for this vendor.


7) The Message ID selected at the Sales level will default. You can change the message ID.


8) Click OK then click Save on the Vendor Card.






Your Dynamics GP should now be set up to email purchasing documents directly from your system. If you need additional assistance, then get in touch with our support team!

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Steve’s been with SMB Suite since 1998 and has been involved with nearly every aspects of the Company’s business as a strategist, professional services executive, cloud solutions architect, and senior consultant. In his current role, Steve is responsible for SMB Suite’s revenue and oversees the execution of ERP, CRM and BI projects for customers across a broad range of industries. Steve combines his expertise in MS Dynamics GP, CRM and other Microsoft products with a strong foundation in accounting and business to identify gaps and streamline customers’ processes. Prior to co-founding SMB Suite, Steve was previously Corporate Controller for MEHLE Behr and, prior to that, Audit Senior for Ernst & Young. Steve holds a Bachelor of Business Administration degree from the University of Texas at Arlington.

Jeremy is responsible for SMB Suite’s technology vision, strategy and implementation and is the architect of the Company’s Dynamics Cloud Platform. Highly adept in every facet of managed services, ERP systems and e-commerce platforms, Jeremy’s expertise spans the implementation and support of business and financial software solutions, as well as the customization and integration of SMB Suite’s cloud ERP technology stack. He holds numerous Microsoft and industry-related certifications, and was primarily responsible for designing the Company’s progressive business services platform in the early days of the Cloud. Prior to SMB Suite, Jeremy served as the financial analyst, systems administrator, and information systems liaison for a $2 billion financial services corporation.

Monty is responsible for SMB Suite’s day-to-day operation and, most importantly, its customers. As a leader, motivator and mentor, Monty creates loyal high performance teams willing to “walk through walls” to accomplish their goals. Prior to SMB Suite, Monty served as President of The Bradshaw Group (TBG), a global distributor, manufacturer, and repair facility for digital printers. In this role, he was the Company’s ambassador to its most important domestic, European and Latin American customers and TBG achieved a best-in-class Net Promoter Score of 74 for its superb customer satisfaction. Prior to TBG, Monty served as the General Manager of Sam’s Clubs three highest grossing U.S. stores and was named Regional Operator of the Year in 1999. Monty holds a BBA in Marketing from Texas Tech University and is an active member of Business Navigators. He has been active in Vistage International, Executives in Action, the Dallas/Fort Worth Retail Executives Association, as well as, A.P.I.C.S., the leading professional association for supply chain and operations management. Monty also volunteers with Hunger Busters and ManeGait, a therapeutic horsemanship organization.

David is a proven financial and information technology professional with expertise in providing business accounting software and computing solutions. He began his career by starting and managing a successful independent consulting practice for several years. He then launched the local systems consulting unit of Ernst & Young’s Entrepreneurial Services Group, leading the office into the hi-tech consulting arena. After successfully developing the unit for Ernst & Young, David founded NextCorp (which became SMB Suite in 2013) to serve the business software needs of clients throughout the US. David has made SMB Suite one of the best cloud ERP providers in the industry. In addition to being a successful entrepreneur and leader, he is a software and technology specialist, holding certifications in various Microsoft and other technologies.