Emailing Documents from SAP Business One, Web Client

Objective

After completing this lesson, you will be able to use SAP Business One, Web client to email documents and track sent emails via Microsoft Outlook.

How to Email Marketing Documents from SAP Business One, Web Client

Once you have bound your SAP Business One, Web client account to your Microsoft 365 account, you can email documents directly from the Web client. In this video, you will learn how to email marketing documents such as sales and purchasing documents, in different format types: Microsoft Word, PDF and hyperlink.

The following steps outline the tasks demonstrated in the Emailing Marketing Documents from SAP Business One, Web Client video.

Steps

  1. To create automatic text in the subject and/or body of the mail, follow these steps:

    1. In SAP Business One Desktop client, select Administration→System Initialization→Print Preferences.

    2. Select the Per Document tab.

    3. In the document field, from the drop-down menu, select Sales Order.

    4. In the E-Mail Subject field, enter a message.

    5. In the E-Mail Body field, enter a message.

    6. Choose Update and OK.

    The subject and body text that you defined are automatically displayed for each sales order you email.

  2. On the sales order that you want to send, choose the share icon.

  3. From the drop-down menu, choose from the following options:

    1. To email the sales order as a Word document, select Send by Email.

    2. To email the sales order as a PDF, select Choose Email Option→Email with PDF Attachment option→Send.

    3. To email the sales order as a hyperlink in the email body, select Choose Email Option→Email with Hyperlink in the Email Body→Send. For this option, only users with the relevant authorizations can access this link.

  4. To add or edit the email address, subject, and body text, choose Edit (the pencil icon).

Result

You can now email different marketing documents from SAP Business One, Web client. 

Note

Sending emails from a list view list and detailed view is enabled for all marketing documents. Sending emails with hyperlinks and Microsoft Excel attachments is valid for all list views in SAP Business One, Web client. 

Email Multiple Sales Orders in One PDF Attachment  

In the previous video, you learned different ways to send a sales order by email.

You may also want to send several sales orders in one PDF file, for example, to your sales team. To do this, follow these steps.

Steps

  1. On the My Open SO page, select the documents that you need to send.

  2. Choose the share icon.

  3. From the drop-down menu, select Choose Email Option.

    The My Open SO page highlighting the three steps outlined in the previous text.

  4. From the popup window, select Email with PDF attachment. 

  5. Choose Send.

    The Email Options pop-up window highlighting the two steps outlined in the previous text.

Result

A draft email opens in a new tab. The selected sales orders are attached to the email in one PDF file. With this option, the attachment contains orders from multiple customers. Therefore, no contact person or text are added to the email. 

A draft email with the selected sales orders attached to the email in one PDF file. No contact person or text is added to the email.

To view all the sales orders before sending the email, select the PDF.

Email Multiple Sales Orders in Multiple Emails as PDF Attachments  

You might also need to send several sales orders at once, but to different people. For example, you may want to send three sales order PDFs to three different customers. In this situation, each sales order must be in a separate PDF and email.

To create multiple PDFs and emails at the same time, follow these steps.

Steps

  1. On the My Open SO page, select the documents that you need to send.

  2. Choose the share icon.

  3. From the drop-down menu, select Choose Email Option.

    The My Open SO page highlighting the three steps outlined in the previous text.

  4. From the popup window, select Multiple Emails with PDF attachment.

  5. Choose Send.

    The Email Options pop-up window highlighting the two steps outlined in the previous text.

Result

SAP Business One, Web Client opens multiple email tabs: one for each sales order you selected. The system uses information from the print preferences for the subject and body of each email. Each email contains one PDF file with the corresponding sales order number.

A draft email with the selected sales orders attached to the email.

Sent Emails Report

To review what emails have been sent from SAP Business One, Web client, you can generate a Sent Emails Report.

To generate a report, go to the Desktop Client and select the Business Partners module →Business Partner Reports→Sent Emails Report. Choose OK.

The SAP Business One Desktop Client highlighting how to generate a Sent Emails Report based on the steps outlined in the previous text.

This report displays all the information about the sales orders that have been sent, including:

  1. The document numbers.
  2. The email address of the person it was sent to.
  3. The date and time the emails were sent.
  4. The user who sent the emails.
  5. The subject and body text of each email.
  6. The attached files – the attachments are saved to this path, but only if the Attachment folder under the General Settings is a shared folder.
The Sent Emails Report details highlighting different columns on the report based on the previous numbered list.

Summary

  • You can email documents in Word, PDF, Excel, or as a hyperlink directly from SAP Business One, Web client.
  • Go to the Desktop client → Print Preferences to customize email subjects and bodies for consistent communication.
  • You can send multiple sales orders in one PDF or as separate emails with individual PDFs to different recipients.
  • You track sent emails using the Sent Emails Report.

Learning

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