You can set each customer up with a preferred method of sending sales documents, so that you do not have to select a sending option every time you choose the Post and Send button.

In the Document Sending Profiles window, you set up different sending profiles that you can select from in the Document Sending Profile field on a customer card. In the Document Sending Profile window for a sending profile, you can select the Default check box to specify that the document sending profile is the default profile for all customers, except for customers where the Document Sending Profile field is filled with another sending profile.

When you choose the Post and Send button on a sales document, the Post and Send Confirmation dialog box shows the sending profile used, either the one set up for the customer or the default for all customers. In the dialog box, you can change the sending profile for the sales document. For more information, see How to: Invoice Sales.

One of the options that you can choose for a sending profile is Send Electronically. This option means that the document is sent as a standard-compliant file representing the document record, such as a sales invoice, which can be imported into the recipient’s system as a purchase invoice. The dispatch of the electronic document is managed by an external provider of document exchange services. For more information, see Data Exchange.

To set up a document sending profile

  1. In the Search box, enter Document Sending Profiles, and then choose the related link.

  2. On the Home tab, in the New group, choose New.

  3. Fill the fields as described in the following table.

    Field Description

    Code

    Specify a code to identify the document sending profile in the system.

    Description

    Describe the document sending profile.

    Default

    Specify if the document sending profile will be used as the default profile for all customers.

    The Default check box can only be selected for one Document Sending Profile record. To deselect a check box, select another check box.

    Printer

    Specify if the document is printed when you choose the Post and Send button. You can choose between the following options:

    • No: The document is not printed.
    • Yes (Use Default Settings): The document is printed according to the default printer setup.
    • Yes (Prompt for Settings): The document is printed according to settings that you make on the printer setup dialog.

    Email

    Specify if the document is sent by e-mail to the customer when you choose the Post and Send button. You can choose between the following options:

    • No: An e-mail is not created.
    • Yes (Use Default Settings): The document is attached to an e-mail to the customer according to the default settings for e-mail sending. For more information, see How to: Send Email Messages.
    • Yes (Prompt for Settings): The document is attached to an e-mail according to settings that you make in the Send Email window.
      In the E-Mail Attachment field, select the type of file to attach.

    Disk

    Specify if the document is saved to a file location when you choose the Post and Send button. You can choose between the following options:

    • No: No file is saved.
    • PDF: The document is saved as PDF to the location that you specify.
    • Electronic Document: The document is saved as an electronic documernt to the location that you specify.
      In the Format field, select the format of the electronic document.

    Electronic Document

    Specify if the document is sent as an electronic document that the customer can import into their system when you choose the Post and Send button. For more information, see How to: Set Up Electronic Document Sending and Receiving.

    You can choose between the following options:

    • No: An electronic document is not created.
    • Through Document Exchange Service: The document is sent as an elekctronic document.
      In the Electronic Format field, select the format of the electronic document.

    Electronic Format

    Specify which format to use for electronic document sending. For more information, see Data Exchange.

    The document sending profile is now ready to be selected in the Document Sending Profile field in the Customer Card window. See the next procedure.

To specify a sending profile on a customer card

  1. In the Search box, enter Customers, and then choose the related link.

  2. Open the card of the customer who you want to set up a sending profile for.

    On the Communication FastTab, in the Document Sending Profile field, select a profile that you have set up as described in the previous procedure.

To set up electronic document formats

  1. In the Search box, enter Electronic Document Formats, and then choose the related link.

  2. In the Electronic Document Formats window, create a new line for a new electronic document format that you want to set up.

  3. Fill the fields as described in the following table.

    Field Description

    Code

    Specify a code to identify the electronic document format in the system.

    Description

    Describe the electronic document format.

    Usage

    Specify the type of document that the sending profile is used for, such as Sales Invoice.

    Codeunit ID

    Specify the codeunit that is used when you send electronic document in this document format.

    The electronic document format is now ready to be selected in the Electronic Format field in the Document Sending Profile window. For more information, see How to: Set Up Electronic Document Sending and Receiving.

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See Also