Going Green with Document Transmittal in Sage 500

Have you ever thought about sending your transaction documents—purchase orders, sales orders, invoices or statements—by email but have no idea where to begin? Below are the steps for configuring Document Transmittal in Sage 500.

  1. Select Common Information | Maintenance | CI Setup | Setup CI Options. Go to the email area to select Exchange or SMTP and enter the email server name.
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  2. Under Common Information | Maintenance | CI Setup | Setup Document Transmittal, predefine email information such as subject line and text. For this example, we’re setting up an invoice.
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Repeat this for each type of document you want to electronically send. If you select an outbox subfolder, you can review your emails before sending.

  1. The last step is specifying whether your customer or vendor receives documents by email. (We will be setting up a customer, but vendors are set up the same way under Accounts Payable | Maintenance | Maintain Vendors.)
    • Select Accounts Receivable | Maintenance | Maintain Customers and select the customer record. Click “Document Transmittal” to specify information.
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You can specify whether you want a hard copy and/or email. You may choose one of three formats—if you select “Include Other Contacts,” it will email your primary contact plus other contacts set up for the customer. Once complete, click “Save” and close. Repeat for each customer or vendor record.

Read additional blog posts for more information and tips or contact our team if you have any questions.

Debra Nugent

Deb is a member of the BKD Technologies Sage Software team. She has more than 15 years of experience implementing and supporting software systems in the manufacturing, distribution and not-for-profit industries.

Debra Nugent – who has written posts on Sage ERP Insights.


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