Automated Vendor Payment Communication in D365FO

Overview

DAX Software Solutions developed a custom auto-email functionality in Microsoft Dynamics 365 Finance & Operations (D365FO) for a global coffee and tea retailer to automate vendor communication after payment processing. By default, Dynamics 365 FO requires manual effort to notify vendors and share payment advice. The client required an automated solution to ensure vendor emails were sent immediately after payment journals were posted.

Scope

• Designed functionality to trigger automatic email notifications to vendors upon posting of payment journals.
• Configured the system to attach payment advice documents automatically to outgoing emails.
• Ensured end-to-end automation with minimal user intervention and no disruption to standard finance workflows.

Key Activities

• Requirement Analysis: Gathered detailed specifications for vendor communication and payment advice requirements.
• Solution Design: Designed logic to seamlessly integrate email notifications with vendor payment journal posting.
• Development: Built X++ customizations to auto-generate and send emails with payment advice attachments at posting.
• Testing & Validation: Conducted functional and UAT testing to validate email triggers, content accuracy, and attachment delivery.
• Documentation: Delivered comprehensive user and technical documentation for long-term support.
• Client Collaboration: Worked closely with the finance team to validate process efficiency and vendor satisfaction.

Outcome

• Enabled automatic vendor email notifications immediately upon payment posting, significantly reducing manual effort.
• Ensured vendors receive timely and accurate payment advice, improving transparency.
• Improved efficiency of the payment process and strengthened vendor relationships.
• Delivered a robust, automated solution fully aligned with standard Dynamics 365 FO finance processes.