Custom E-Mail Cover Letter Layouts in Dynamics NAV 2017

The cover letters are created using RDLC or Word layout customization features providing visual consistency with any attached pdf document.

Specify Document Layout for a Customer

Say we want to setup different e-Mail body for specific customer, so we will assign a specific report by customer which will enable us to process multiple formats at the same time. We will use the Customer Layout from the customer card by Document Type to do this.

In the following example we will do it for the Invoice.

Open a Customer Card (say for 20000 Selangorian Ltd.) and Navigate to Document Layouts.

On the Document Layout for the particular Customer, we fill in the following fields:

  • Usage = Invoice
  • Report ID – 1306 (Sales – Invoice)
  • Send to Email = The e-Mail will be sent to the e-Mail provided in the customer card or you can provide an extra e-Mail in this field.
  • Use for Email Body = Yes
  • Email Body Layout Description = Red – Email Body (Choose from the Custom Report Layouts)

Send and Receive E-Mail

Once we have setup the Document Layout, we can now use the Send Email window to have a preview of what our layout will look like and the using the options we can send the e-Mail.

Let’s open a posted invoice for our customer.

On the Posted Sales Invoice click Send, which will open a window with some options, such as:

  • We can choose Email Prompt for Settings or use Default Settings
  • We can select how the attachment needs to be attached
  • We can also have Disk options as PDF or Electronic Documents if we use those.

Click OK. Before e-Mail is sent, we have the possibility to verify the e-Mail address, the subject line, the attachments and as per the Email Body Template, this is how the e-Mail will look like:

When we click OK, an e-Mail is sent to the Customer using the e-Mail Template.

By opening the e-Mail the recipient can see the contents of the invoice which has been sent using the template and the full invoice is also available as an attachment.

Other Message Options

You can switch to a manual written message:

  • By using the Message Content field or
  • If you are using a client, you can open and edit the message in Outlook

In this example, we open one of the posted sales invoices and click Send.

We will leave the Email option as “Yes (Prompt for Settings)”, to get a prompt for settings and click OK. This time selecting Message Content as “Custom Message. Here you can type in a custom message and click Ok to send the e-Mail.

Now, the recipient will receive an e-Mail with personalized e-Mail body text.

Handling Incoming Documents and OCR Functionality

Typically, in case of purchases, incoming document files represent payment receipts for expenses or small purchases. Many a times these transactions are not recorded in Microsoft Dynamics NAV from the outset. Instead, an external business document comes into your company as an e-mail attachment or a paper copy that you scan to file.

Other examples of incoming document files are electronic documents from trading partners with whom you have agreed to exchange documents electronically.

The generic version of Microsoft Dynamics NAV supports incoming invoices and credit memos in the PEPPOL format. From PDF or image files representing incoming documents, you can have an external OCR service (Optical Character Recognition) generate electronic documents that can then be converted to document records, like for electronic PEPPOL documents.

Prerequisites

Subscribe to OCR Services

Microsoft has paired up with Lexmark to provide their OCR technology to read images of invoices and import them into Dynamics NAV 2016.

You must register the service with Lexmark. You can choose between two plans (free and subscription based) and set up an account with Lexmark for their OCR services.


NOTE: Following section uses example from a free account created by me with Lexmark.

If you are registering with Lexmark, you will get all the necessary details about the credentials and settings in the welcome mail.


Sample File

You would need an electronic document to work with this example. We are using a sample Super Amart order confirmation file (PDF) in this example. You can download the following example.

Create a Vendor

For this example, create a vendor with the following details:

Field Value
Name Super Amart
Address Oxley Bedding Superstore
Post Code 4075
City OXLEY
State QLD
Country/Region Code AU
Phone No. 07 3723 3333
E-Mail oxlybedding@superamart.com.au
Gen. Bus. Posting Group EXPORT
GST Bus. Posting Group EXPORT
Vendor Posting Group DOMESTIC
Exemption Certificate No. 65009810324

How to Setup OCR Service in NAV?

  • Click Departments/Administration/IT Administration/Services.
  • Click OCR Service Setup (or just search for it).
  • The following field information is provided by your OCR service provider (Lexmark in this case).
    • User Name
    • Password
    • Authentication Key
    • Service URL
    • Login URL


  • Click the action Test Connection. The fields in Status fast tab are filled automatically for you. If the connection is successful, you will get a confirmation dialog as well.
  • Select the Default OCR Doc. Template (Australian Invoices in this example).
  • Select the Enabled field. Job Queue entries are created for you.


NOTE: You can set up the job queue to automate the process, however in the following sections we will discuss manual process to check the functionality.

How do I handle Incoming Documents?

Companies typically receive business transactions such as purchases as electronic documents by e-mail or even through document exchange.

The incoming document function allows you to record these documents and link or convert them to the relevant documents into Microsoft Dynamics NAV.

Create Incoming Document from File

  • Click Departments/Financial Management/General Ledger/Incoming Documents.
  • Click Create from File, browse to the network location and select the file.


  • A new incoming document is created. By clicking on the main attachment link, we can have look at the PDF invoice.


Create Document Manually

Once incoming document is created, you can manually create a journal, sales or purchase document by using the Create Manually action.

Example – Purchase Invoice


Lest say we choose to create Purchase Invoice.


After you create a purchase invoice, click OK and you will see that a link to the incoming document is created.


Example – Journal

In case you are creating journal, you must first setup the General Journal Template and General Journal Batch.


Once the template and the batch have been specified, you can create a journal.


You will see that a General journal is created and a link is also provided in the incoming document.


You can complete the General Journal and post it.

Using OCR Functionality

Instead of creating documents manually from the incoming documents, you can use the OCR functionality. After you create an incoming document from file, use the action Send to OCR Service. You will receive a message if it was successful.


Now, wait for Lexmark to review the Invoice and Identify the fields needed to process it, as there might be a delay.

After the file has been reviewed by the OCR service, the Receive from OCR field will be editable, indicating that it is ready to be received. Click the Receive from OCR Service action to import the document coding.


If there are any fields that need correction or could not be identified by the OCR service, you can correct them prior to attempting to create the document. You can click Correct OCR Data.


After reviewing the scanned document, you can create the Vendor Invoice from this page by clicking the Create Document action.


Go ahead post the open purchase invoice.

NOTE: If there are any errors or warnings on the document, you can correct them by reviewing the Errors and Warnings fast tab and address as needed.

How Do I View Incoming Documents?

Once transactions have been posted from incoming documents, you can easily retrieve the incoming document from these posted transactions.

For example:

  • View from Posted Purchase Invoice


  • View form Vendor Ledger Entry


  • View from General Ledger Entry


So you can trace the incoming documents through the transaction.

Payment Registration

What are the benefits of using Payment Registration?

Simplicity:

  • All processes are brought together on one page to efficiently handle registration of incoming documents.
  • Ability to accommodate various ways of doing payment registration.

Productivity:

  • Easy overview of open entries.
  • Easy sorting and filtering across open entries.
  • Less data entry.

Ease of Use:

  • In common scenarios, the user only has to mark entries and post, and then is done.
  • Totals to show that all registrations are made.
  • Users can define payment registration setup according to responsibilities and processes.

What do we see in Payment Registration?

  • All outstanding payments for all customers.
  • This is everything that customers need to pay.
  • You can also see positive as well as negative amounts.
  • Also, credit memos are included here.

What are the useful features?

  • You can easily search for customers using the Search Customers action.
  • You can easily filter on the certain customer. Right-click on a customer and click Filter to This Value (Att+f3).
  • You can sort on specific columns by clicking on the column.
  • You can also Search Documents based on different filters.

Setup

Go to Departments/Financial Management/Cash Management.

Open Payment Registration. If you are opening it for the first time, the system will populate the Payment Registration Setup page.


If not already specified, you will have to specify the journal template and batch you want to use for the payment registration and also the balancing account type, for example in which bank account would you like to balance the incoming payments? You can choose to use the account as default and also if you want the date received to be filled automatically.


So once this setup is done, we are already up and running and we can start using the payment registration function.

Post Payments

All we need to do is to go to specific line, for example in this case we select customer Selangorian Ltd. (Invoice 103002).

Suppose that the customer has already paid the invoice. So all we need to do is select the Payment Made checkbox.

You will notice that the system automatically fills in the Date Received, based on the Work Date and also the Amount Received is entered.


Post Lump Payments

Suppose multiple documents have been paid by a customer; that’s what we call lump payment.

In the following example we can see couple of documents from John Haddock Insurance Co., so we select the relevant documents that the customer paid.

Now instead of using Post Payments action, we can now use Post as Lump Payment action.

NOTE: Once the full payment has been posted, the relevant lines are removed from the Payment Registration window.


Result:

Go to customers.

Here we select customer John Haddock Insurance Co. (30000), for which we had posted the lump payment and open the Customer Ledger Entries.

Here you can see the payment line, no remaining amount anymore and in the fact box you can see that there are two applied entries.

When you check the applied entries, you can see the two invoices that we have posted to (remember during the lump payment the two invoices that we had selected). Basically, that how the payments have been posted.

Customer Ledger Entries


Applied Entries


Search Customers and Documents

It could be interesting to search for customers using the Search Customers action. So we can search for customer 10000 (The Cannon Group PLC) for example and go to the ledger entries to look for detailed information.


Once that we decide that this is the customer that we would like to use in the Payment Registration, you can also choose to start filtering on the customers.


You can also perform Sorting by clicking on the columns. For example, sort the records in the Payment Registration based on Due Date. By clicking on the column you can sort the records in ascending or descending order based on the column value (note the arrow key beside the column name when you sort).


You can Search Documents and apply various filters.


Let us enter a document number 101022 (sales order number). Let’s say, this is the reference that we see on the bank statement, that is provided by the customer.

Click Search and now we see that there indeed is a sales order.


Click Show to open the sale order. If we check the order, we see that there is no shipment or invoice. But let’s say based on an agreement the customer has paid in advance on this sales order.

Post Payments Manually Without a related Document

So let’s go back to payment registration window and click General Journal. This will allow us to directly enter advance that we received from the customer. So in this example, we received the Payment from Customer MEMA Ljubljana d.o.o. (38128456) for -1200/-.


We can now simply post the payment. This is now added as an open payment in the payment registration overview.

Create a Finance Charge Memo from the Payment Registration Page

If we sort on the Due Date, we can see that some invoices are overdue.

We can select the invoice, and now we can see that the payment is overdue and you can calculate interests.


So before posting the payment we can let the system create the Finance Charge Memo. So maybe the customer paid quiet late and based on the general conditions we will charge interest.

Click on Finance Charge Memo. Fill in the customer details, click Suggest Fin. Charge memo Lines. This will create the lines showing the amount (interest) the customer need to pay. Click Issue and Ok.


Now you can post the payment on the payment registration as the customer has paid.

As a result, you will see that a line has been added, because now a Finance Charge Memo is also due by the customer. So they have to pay the interest.