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Procedure documentationUsing Save E-Mail as an Activity Locate this document in the navigation structure

 

You can save e-mails you have received or written in Microsoft Outlook as activities in SAP Business One. In contrast to Quick Save E-Mail as an activity, this option allows you to define settings for the contact person(s) and e-mail addresses. You can also change the default settings for follow-ups and attachments.

Prerequisites

  • An e-mail you have written can be saved only after you have sent it to the recipient(s).

  • You have established a connection between SAP Business One and Microsoft Outlook.

Procedure

  1. In Microsoft Outlook, open the e-mail that you want to save as an activity in SAP Business One.

  2. In the menu bar of the e-mail, choose   SAP Business One   Save E-Mail as Activity  .

E-Mails with One Recipient

If you received the e-mail, the system uses the sender’s e-mail address to locate the corresponding business partner or contact person in SAP Business One.

If you sent the e-mail, the system uses the recipient’s e-mail address to locate the corresponding business partner or contact person in SAP Business One.

E-Mails with Several Recipients

For e-mails with more than one recipient (this includes parties who receive copies of the e-mail), the Select Primary E-mail Address for Activity window appears.

  1. Select a primary e-mail address. The system uses the primary e-mail address to search for the corresponding business partner or contact person in SAP Business One.

  2. Choose the OK button.

    The Save E-Mail as Activity window appears.

  3. On theBusiness Partner tab, you have the following options:

    Save E-mail as Activity Window: Business Partner Tab

    By E-Mail Address

    Enter a business partner code or click to display a list of all business partners in SAP Business One. To display a particular range of business partners in SAP Business One, enter a value and an asterisk in the Business Partner Code field. For example, you can enter c* to list all business partners whose codes begin with the letter c. Then in the Select Business Partner window, select a business partner code and choose OK.

    To search in SAP Business One (and your synchronized contacts in Microsoft Outlook) for business partners whose e-mail addresses have the same e-mail domain as your primary e-mail address, select Recommend. Then select one of the business partners from the list generated by the system.
    Business Partner Name

    Displays the name of the business partner.
    Contact Person

    Click and select a contact person from the list.
    Update Business Partner E-mail Address

    Select to overwrite the existing E-mail address of the business partner in SAP Business One with the primary E-mail address.
    Update Contact Person E-mail Address

    Select to overwrite the existing E-mail address of the contact person in SAP Business One with the primary E-mail address.
    Add E-mail Address to Outlook Contact

    Select to save the primary e-mail address to the synchronized contact in Microsoft Outlook.

    Click to open the synchronized contact.
    Add New Contact Person

    Select to use the primary e-mail address to create a new contact person for this business partner in SAP Business One.

    Click to add information to the new contact person.
    Assigned To

    The system displays your SAP Business One logon user here.

  4. On the Document tab, you then have the following options:

    Save E-Mail as Activity Window: Document Tab

    Document Type

    Select the type of linked document in SAP Business One that is saved with the E-mail:

    • Sales Quotation

    • Sales Order

    • Delivery

    • Returns

    • A/R Invoice

    • A/R Credit Memo

    • Purchase Order

    • Goods Receipt PO

    • Goods Returns

    • A/P Invoice

    • A/P Credit Memo

    • Landed Costs

    • Incoming Payment

    • Outgoing Payments

    • Deposit

    • Check for Payment

    • Journal Entry

    • Inventory Transfer

    • Goods Issue

    • Goods Receipt

    • Production Instructions

    • Items
    Business Partner Code

    Enter a business partner code or click to display a list of all business partners in SAP Business One. To display a particular range of business partners in SAP Business One, enter a value and an asterisk in the Business Partner Code field. For example, you can enter c* to list all business partners whose codes begin with the letter c. Then in the Select Business Partner window, select a business partner code and choose OK.

    To search in SAP Business One (and your synchronized contacts in Microsoft Outlook) for business partners whose e-mail addresses have the same e-mail domain as your primary e-mail address, select Recommend. Then select one of the business partners from the list generated by the system.
    Document Number

    Click to display a list of all available documents. Select the appropriate document number.
    Filter Lists by Selected Business Partner

    Select to only associate those documents linked to the business partner code you entered on the Business Partner tab.
    Source Object Type

    After synchronization, displays the type of source object for the document that has been saved with this E-mail.
    Source Object Number

    After synchronization, displays the number of the source object for the document that has been saved with this E-mail.

    On the Follow-Up and Attachments tabs, you can also make follow-up and attachment settings for the current e-mail, that is, you can change any default settings you may have already made.

  5. To save the e-mail as an activity, choose the Save E-mail button.

Result

The system saves the current e-mail as an activity in SAP Business One.

To view the activity associated with the e-mail, open the e-mail and choose   SAP Business One   Associated Activity  .