How to Determine Email Profiles in Collections Management

By Professional Advantage Monday, February 29, 2016

 

One of the key features of Collections Management is its ability to email from Microsoft Dynamics® GP.

With this feature users are able to email the following items whether grouped together or individually:

  • Collection letters
  • Customer Statements
  • Customer invoices

Of course, users are not limited by these three main items, thus any text or attachments allowed by the email client can be emailed directly from the Collections Main Email window (Transactions > Sales > Collections Main > E-Mail).

A question that often arises is “which email address does Collections Management use during the emailing process?” Is it the Collector’s personal email address, such as [email protected], or the Collections team email address, such as [email protected]?

The answer is: either one can be used. However, just as in Microsoft Dynamics® GP , Collections Management will email from the default email address setup as “default” on the Account Settings window in outlook. (Microsoft Outlook > File > Account Setting)

What does this mean?

  • If the default email address setup in the Account Settings window in outlook is set to the collector personal email address, i.e. [email protected],this will be the email address that Microsoft Dynamics® GP and Collections Management will use during the emailing process.
  • On the other hand, if the default email address setup in the Account Settings window in outlook is set to the Collections Team email address i.e.  [email protected],this will be the email address that Microsoft Dynamics® GP® and Collections Management will use during the emailing process.

In the latter, scenario, the user will also need to be granted access to the shared mailbox in outlook (i.e.  [email protected]).

Now there are other instances where the following outcomes may be desired:

  • All outgoing emails from Microsoft Dynamics® GP or Collections Management should be sent from the Collector personal email address (i.e. [email protected])

In other words, after Collector A emails Customer Aaron Fitz from [email protected] , when customer Aaron Fitz replies to this email, the desired outcome is to have the reply sent to the Collections Team email address (i.e.  [email protected]) instead of Collector A’ email address ([email protected])

This is a common scenario which can be achieved using Collections Management as follow:

In this scenario, it should be noted that the default outlook email address is going to be the collector’s personal email address i.e. ([email protected])

Step 1

In the Collections Management Setup window (Sales Pane < Setup < Collections Setup), the “reply to address from” field, should be set as collector or customers credit manager. 

Please note that If the option:” customers credit manager” is selected, a Collector should be setup as the Collections manager of the customer(s) in the Collections info window (Cards > Sales > Collections info)

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Step 2

The Collections Team email address (i.e.  [email protected])should be added in the email address field on the Collectors setup window (Sales > Setup > Collectors> select the collector or the collections manager> add the collections team email address in the email address field (i.e.[email protected]) > Click Save)

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With this setup in place, the emails are sent from the collector’s personal email address and received by the customer. Once the customer opens the email and clicks on reply, the “reply to” email address that will show up in the “To” field of the email is the Collections team.

For example, let’s assume that this blog post was a collection letter emailed to you by Collector A ([email protected]),  as you click “reply”, the following email address [email protected] will be in the “To” field of the new email, instead of the collector email address ([email protected]).

Happy Emailing!


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