How to Send a Customer Statement via Email in Microsoft Dynamics 365 Business Central

Introduction

In today’s fast-paced business environment, ensuring timely and accurate communication with your customers is critical. One of the most frequent interactions businesses have with customers is providing them with account statements. Microsoft Dynamics 365 Business Central simplifies this process, allowing users to send Customer Statements directly via email, streamlining communication and helping businesses maintain positive relationships with their clients.

Steps to achieve the goal:

1. Log into Business Central

Start by logging into your Business Central account. Ensure you have the necessary permissions to access customer information and send reports.

2. Access the Customer List

Once logged in:

• Use the search bar at the top of the screen and type “Customers.”
• Click on the Customers list from the search results. This will bring up a list of all the customers your company deals with.
• From the customer list, scroll through or use the search function to find the customer for whom you want to send the statement. Click on the customer’s name to open their Customer Card, where their account details are displayed.

3. Select the Document Layout before you send an email to customers.

• Open the customer card page and click on Customer action-> Document Layouts

•  Attach Respective Details in Document Layouts

4. Setup Email Account (Optional if already configured)

• Globally search Email Accounts.

• Click on New and click on add an Email account action and enter the information as per below screenshot.

• Hit Next button.

• You can use SMTP configuration and add email address.

• Apply Office 365 Server Settings action and enter your email address and check Next action.

• You can use SMTP configuration and add email address. And Test the setup.

• Once the email is sent successfully you would receive the below message

4. Open the Statement Report

Within the Customer Card:

• Navigate to the Related tab in the menu at the top.
• Select Reports, and from the dropdown, click on Statement.

5. Set Up the Statement Parameters

Before generating the customer statement:

• Define the Date Range you want the statement to cover, such as the previous month, quarter, or a custom period.
• Ensure all necessary filters, such as Due Date or Aging Periods, are applied based on your requirements.

6. Send the Statement via Email

Once the statement is ready:

• Click the Send by Email button.
• Business Central will generate the statement and open the email window where you can preview the statement before sending.

8. Review and Send

Once you’ve reviewed everything:

• Click OK to deliver the email to the customer.

• You would be able to receive email like below

Conclusion

Sending customer statements via email in Business Central is a straightforward process that enhances customer communication while saving time. With just a few clicks, you can generate, customize, and send statements to your clients, ensuring that they stay informed about their account status. This efficient process helps you maintain accurate financial records, avoid payment delays, and ultimately, improve your cash flow.

By leveraging Business Central’s customer statement feature, you can optimize your accounting workflows and focus more on growing your business.

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