Outbound Documents¶
Overview¶
Dynapro Electronic Documents sends your posted sales and service invoices and credit memos electronically. A scheduled job picks up posted documents and sends each one using the customer's Document Sending Profile. You can stop a single document or a whole payment method from being sent automatically, and you can send manually at any time.
Automatic Sending¶
When the app is enabled, an Export Files job queue entry runs on a schedule. For every posted document that has not yet been sent, it:
- Reads the customer's Document Sending Profile to resolve the format.
- Generates the electronic file with the standard PEPPOL export.
- Records a Transaction Entry and delivers the file to the access point.
The job covers posted sales invoices, sales credit memos, service invoices, and service credit memos.
Stopping Automatic Sending¶
You can prevent automatic sending at two levels:
| Level | How |
|---|---|
| Single document | Turn on Prevent Automatic Sending on the posted document. It is then only sent when you send it manually. |
| Payment method | Mark a Payment Method to be excluded from automatic sending. Documents using it are never sent automatically. |
The Prevent Automatic Sending action is also available on the posted document to set the flag directly.
Sending Manually¶
If a document was not sent automatically — or you need to resend — open the posted document and use the electronic document action for its type. You can confirm the result in the transaction log.
Use Electronic Document Transactions on the document to see every EDI transaction related to it. See Transactions & Monitoring.
Fields on Posted Documents¶
The Electronic Documents group on a posted sales or service document shows:
| Field | Description |
|---|---|
| EDI Order Changed | The document originated from a received EDI order that was changed. Read-only. |
| Prevent Automatic Sending | Stops the scheduled job from sending this document. |
| Document Sending Profile | The sending profile resolved for the bill-to customer. |
An Electronic Documents factbox on each document shows the latest transaction status.
Email and Print Fallback¶
Setup can send documents by email or print instead of EDI for customers configured that way:
| Setting | Effect |
|---|---|
| Automatically Send Emails | Emails posted sales invoices and credit memos to customers with an email sending profile. |
| Automatically Send to Printer | Prints posted sales invoices and credit memos for customers with a print sending profile. |
Outbound Purchase Orders¶
The app can also send EHF purchase orders to vendors. The vendor is identified by its GLN and the Use GLN in Electronic Documents flag on the vendor. The purchase order shows the Electronic Documents transaction factbox.