When the customer cards are configured correctly, and you have Enabled Order Confirmation, we can look at how the order process to send PDF email works with the Golden EDI app.

When a sales order is created, it will inherit the 'GEDI profile' from the customer cards that we have configured. The GEDI profile will activate the freemium functions.

When you are trying to "release" or "post" a sales order, the Golden EDI app will listen to this event and add it to the 'GEDI Message Queue', and the Order Confirmation will be processed directly during the release of the order. (It will not wait for the 5min GEDIQUEUE).

• If you released the Sales order, the 'GEDI Status' have been updated to 'PDF Sent (Confirmation)', letting you know that the message is sent.

• If you posted the Sales order instead, it is now a Posted Sales Invoice and you won't see this status. If the Order Confirmation for some reason failed, the posting should have stopped with an error.

We recommend that you use the new way of setting up e-mail via 'Email Accounts' when setting up a new GEDI Freemium.

Both 'Email accounts' and 'SMTP Mail Setup' is compatible with GEDI Freemium. 'Email Accounts" have priority if your environment have both configured.

'Email Accounts' have more functionality build into Business Central in Standard, and GEDI Freemium can take full advantage of these new functionalities.

New advantages of using 'Email Accounts' is for example;

• Possibility to setup multiple outgoing e-mail accounts.

• Adding scenarios, using different outgoing e-mails per document type.

• Overview in Business Central of email sent out as well as preview of them.

• Easier setup of MS 365 Shared mailboxes.

• Reply or forward a already sent e-mail using the inbuilt preview of the email.

Please contact your Business Central partner for more information about added advantaged of using 'Email Accounts'.

Check if 'Email Accounts' is enabled (On-Prem BC18 only)

• In Business Central, search and to go 'Feature Management'.

• Check if the row "Feature Update: Enhanced email capabilities" is enabled or disabled.

• This feature needs to be enabled if you want to setup 'Email Accounts'.

If this feature is Enabled, go to 'Email Accounts' page bellow to configure this.

If this feature is Disabled, go to 'SMTP Mail Setup' page bellow to configure this.

Or if you already have either mail setup in your Business Central environment, you can move on to Initialize instead.

Introduction to Freemium

Golden EDI - Freemium adds powerful functionality that will make your invoicing process more streamlined.

Golden EDI - Freemium allows you to setup the ‘Customer Card’, to automatically send out PDF invoices and credit memos via e-mail when ‘Posting’ them. This means you don’t have to manage them one by one, which is ineffective and time consuming.

• Choose ‘GEDI Profile’ on ‘Customer Card’ to activate functionalities.

• In ‘Posted Sales Invoices/Credit memos’ you’ll find an overview of ‘GEDI Status’ of the Invoice.

• ‘GEDI Message queue’ gives traceability on all PDFs generated and allows reprocessing.

• ‘Job Queue Entries’ processes the messages separately in the background, as scheduled.

• PDF Order Confirmation can be activated if needed.

Freemium - Product Information

• Available for Business Central Cloud via Microsoft AppSource

• Supports E-mail PDF Invoices via your own SMTP.

• Possibility to enable PDF Order Confirmation via your own SMTP.

• Free to use! No installation or transaction fees.

It is also possible to customize the PDF functionalities further, for example adding Invoice Reminders or adding other attachments to the emails. Please contact support@goldenedi.com to get help with this.

If you have already installed Freemium, you can jump directly to the User Guide bellow.

This guide will help you how to initialize, setup and use Golden EDI Freemium functionality that will support you to automatize your invoice process.

Setup E-mail via "Email Accounts"

• In Business Central, search and go to the page 'Assisted Setup'

• In 'Assisted Setup', click on 'Set up outgoing email' if its not already Completed. (If this is already Completed, you can jump to the 'Initialize' page)

• Select the email type and progress the assisted guide as instructed in the pop-ups.

• Fill in the email account details and then click next when you are done.

• Finish the assisted setup. If you need to verify your settings, you can click ‘Send Test Email’ in the assisted guide itself and check if it works. If not, you can go back and check the entered details.

Move on to 'Initialize' when you have a working outgoing e-mail.

In this section we will create 2 different Job Queue Entries, 'GEDIQUEUE' & 'GEDIDELETE'.

1. GEDIQUEUE: will be set on a 5min schedule, each workday between 07:00 & 20:00, and will process all new messages to the Cloud Service

2. GEDIDELETE: will be set once a day schedule, at 04:00, and will clean up old GEDI data no longer needed.

• In Business Central, search and go to the page 'Job Queue Entries'

GEDIQUEUE - Job Queue Entry Card

• Click new to create a new 'Job Queue Entry Card'

• To the right of the 'General' Section, click 'Show more' to make sure you see all needed fields.

• Fill in the 'Job Queue Entry Card' for 'GEDIQUEUE' as per screenshot or list bellow.

General Section:

Recurrence Section:

• The 'GEDIQUEUE' 'Job Queue Entry' is now setup to processing the EDI messages automatically every 5min, each workday between 07:00 and 20:00

• Close the Pop-up and don't restart the job queue yet.

GEDIDELETE - Job Queue Entry Car

• Click new to create a new 'Job Queue Entry Card'

• To the right of the 'General' Section, click 'Show more' to make sure you see all needed fields.

• Fill in the 'Job Queue Entry Card' for 'GEDIDELETE' as Screenshot or list bellow.

General Section:

Recurrence Section:

• The 'GEDIDELETE' 'Job Queue Entry' is now now setup to clean up old GEDI data no longer used once a day at 04:00.

• Close the Pop-up and don't restart the job queue yet.

The next step will be to update the relevant customers with the 'GEDI Profile' and the correct e-invoice configurations. More on how to do this under User Guide - Customers.

Once you have went thru the User Guide - Customers to understand how to correctly configure them for e-invoicing, you can also use our assisted setup for batch updating the relevant customers much faster.

• In Business Central, search and go to the page 'Assisted Setup'

• In 'Assisted Setup', click on 'Golden EDI - Initialize'.

• Accept the Terms of Use and Privacy Policy by clicking the checkbox and then Next. You can find both the privacy policy and the terms of use on the AppSource.

• At the next page click on 'Next' to download and import base data necessary for Golden EDI. The download will not take more than a few seconds to complete.

• Close the first assisted setup by clicking done.

• In Business Central, search and go to the page 'Assisted Setup'.

• In 'Assisted Setup', click on 'Golden EDI – PDF Invoicing Setup'.

• At the first screen you can read through the information and then click next when you are ready. It will start downloading and importing the configuration for PDF invoicing.

• When it’s done you will be taken to the next screen where you can fill out both the “From Address” used when sending the invoices/credit-memos and the language used when generating the text in the e-mails.

When all 3 assisted setups are done, you can move on to the next page to run a test case with your new functionalities in freemium, to make sure that it works correctly.

After the test case is done, the final step will be to create the the Job Queue Entries to activate the automation.

There is also the possibility to use assisted setup for 'Golden EDI - Customer Setup' to batch update the customers with GEDI profiles.

Setup E-mail via "SMTP Mail Setup"

• In Business Central, search and go to the page 'Assisted Setup'

• In 'Assisted Setup', click on 'Set up outgoing email' if its not already Completed. (If this is already Completed, you can jump to the 'Initialize' page)

• Select the email provider, pictured will be a set-up of ‘Other Email Provider’ using SMTP.

• Fill in the email account details and then click next when you are done.

• Click finish to complete the set-up of E-mail communication. If you need to verify your settings, you can click ‘Send Test Email’ and check if it works. If not, you can go back and check the entered details.

Move on to 'Initialize' when you have a working outgoing e-mail.

Prerequisites

First you need to make sure that following prerequisites are fulfilled in order to install & setup the app:

• License type for your user is a Full User.

• Your permissions are set to 'SUPER' or equal.

• Make sure you have permission to install Apps to your Business Central environment.

• Set your Role Center to 'Business Manager'. So that you get the correct privileges to run the initialization of Golden EDI.

Install Golden EDI from AppSource

• Go to Golden EDI app on the Microsoft AppSource.

• Click 'FREE TRIAL' under the logo to install the app:

• You may be prompted to login to your Microsoft Office 365 account, do so if that option comes up.

• Fill out your contact information and accept terms, then click on Continue.

• Choose the environment where the app should be installed, most likely your production environment.

• Now it will install the app automatically in the background.

• In Business Central, if you go to page 'Extension Management' you can see the status. After a few minutes the Golden EDI app should say "Installed" when it's done.

• When it is installed you can move on to the next page

Freemium also includes the possibilty to send out PDF Order Confirmation via e-mail. This is disabled by default, but can be enabled following these steps;

• In Business Central, search and go to the page 'GEDI Message Setup'.

• In that table, you'll find 2 rows 'SO-22-PR' and 'SO-23-PS'

• On these 2 rows, uncheck the checkbox in the column, 'Not Create Automaticall'

• Now PDF Order Confirmation is enabled.

First, setup 1 customer to test with according the the '' section in the 'User Guide'.

• In Business Central, search and go to the page "Sales Invoices"

• Open the sales invoice that you want to run the test with.

• Under the "Invoice Details" section, you will find the field 'GEDI Profile'. Change this to 'PDF-INVOIC', in order to activate the functionality.

• 'Post' the invoice.

• If you search and go to the page 'Posted Sales Invoice' you can find a column with 'GEDI Status' - this should now have status 'PDF Requested'.

• Search and go to the page 'GEDI Message Queue'.

• Here you will find a row with your invoice number in 'Message ID' column and with the 'Message Code' = 'SI-22-PR', probably it's the last row in the list.

• Mark the row, and go to 'Process' tab and click 'Run Message' to manually trigger the invoice.

• If you go back to 'Posted Sales Invoices' you can see that the GEDI Status is now 'PDF Sent'

During this test you manually processed the message via our 'GEDI Message Queue', in the next step we will create and schedule 'Job Queue Entries' to handle this for us automatically in the background.

• In Business Central, search and go to the page 'Customers'.

• Open up the customer card that you want to enable Basic Invoice for.

• Under the 'Invoicing' section you will find the 'GEDI Profile' to activate the functionalities for the customer, change the GEDI Profile to 'PDF-INVOIC'.

There is 2 ways to configure which e-mail address the Invoice should be sent to, Document layouts and standard e-mail contact.

• If Document layouts are filled in, this has a higher priority and the PDF will be sent to this e-mail. Document layouts have the added benefit of allowing more customization on the customer.

• If Document layouts are not filled in, it will be sent instead to the e-mail contact on the customer card (18|102) . In this case your standard defined Invoice PDF report will always be used and Invoice, Credit and Order Confirmation will be sent to the same e-mail contact on the customer card.

If you want to use document layouts;

• Still in the customer card, go to 'Navigate' in the header bar, and click on 'Document layouts'.

If you want to send the invoice to multiple email addresses, this can be done in document layouts using a ; as separator. E.g. email1@company.com;email2@company.com.

It is also possible in the document layout to change the e-mail body that is sent out. This is done in selecting a 'Email Body Layout Description' and enable 'Use for email body'. It could be that you already have templates here to use. If you want to add new once, please contact your BC partner for this.

If you have many customers to configure this way, we recommend you to use our batch update customers assisted setup.

If you don't use document layouts;

The standard defined report and email body text used in the case when not using document layouts, this is instead defined in the page "Report Selection - Sales", Usage: "Invoice" / "Credit Memo".

Now when the customer cards are configured correctly, we look at how the invoice process to send PDF email works with the Golden EDI app.

When a sales order, invoice or credit note is created, it will inherit the 'GEDI profile' from the customer cards that we have configured. The GEDI profile will activate the freemium functions.

When you are trying to "post" a sales invoice or credit memo, the Golden EDI app will listen to this event and add it to the 'GEDI Message Queue' as an unprocessed message.

Every 5 minutes during normal business hours, a 'Job Queue Entry' is scheduled to process all unprocessed message in the 'GEDI Message Queue', at this point they will be sent out as emails via your SMTP.

After you have went thru the User Guide - Customers to understand how to correctly configure customer cards for e-invoicing, you can also use our assisted setup for batch updating the relevant customers much faster.

• In Business Central, search and go to the page 'Assisted Setup'.

• In 'Assisted Setup', click on 'Golden EDI - customer Setup'

• Select the Profile you want to add in the selection box above the list.

• In the list of customers bellow, select the customer row that you want to add the profile to and click the button 'Set GEDI Profile'.

• You should now see profile you selected in the GEDI Profile column.

• In the Email column, you can see and change the standard e-mail from the customer card.

• If you want to setup Document layouts for the customer, type in the correct report IDs in columns 'Invoice Report' and 'Credit Report'. When you do this, document layouts row will be created on the customer using the standard email address from the customer.

• You can see the Document layouts created if you select the customer and press "Document Layout" button at the lower right. Then you can also change the email, if you want another receiver than the standard email.

Before you go-live, you should have done these steps;

• Configures business Central according to the guide.

• Made a test case to make sure you are sending out emails with PDFs correctly.

• Updated the customer cards according to the guide.

• Optional - Enable Order Confirmations to be sent out via email PDFs.

If all of above is done, and you are ready to go-live, go back to 'Job Queue Entries' in Business Central and restart the 'GEDIQUEUE' and 'GEDIDELETE' job queues to start processing queued messages in our app.

Follow up on your first invoices after this and make sure their GEDI status reaches 'PDF Sent', as described in the invoice process.