Customer and Vendor Facing Outputs

Set up customer and vendor outputs in Bevica Select: document layouts, email recipients, sending invoices/credits, statements, and output controls.

Bevica includes pre-formatted outputs for common sales and purchase documents.

You can control layouts, email bodies, and report selections.

Standard Bevica outputs

Pre-formatted vendor and customer outputs (report numbers)

Vendor facing

• Bevica Purchase Order Confirmation (report 70608)

Customer facing

• Bevica Sales Invoice (report 70506, Word)
• Bevica Sales Credit Memo (report 70507, Word)
• Bevica Sales Quote (report 70509, Word)
• Bevica Sales Order Confirmation (report 70510, Word)
• Bevica Statement (report 70525, RDLC)
• Bevica Statement (report 70523, Word)
• Bevica Pro Forma Invoice (report 70517, Word)
• Bevica Sales Return Order (report 70540, Word)

Email bodies and layouts

Most customer/vendor outputs have a preconfigured example email body.

These are stored as Report Layout records.

Read / complete

• Create report layouts (Microsoft Learn)
• Modify report layouts (Microsoft Learn)

Report Layouts list showing the predefined email body layouts used when emailing sales and purchase documents.

There isn’t a predefined email body for:

Pro Forma (report 70517)

Sales Return Order (report 70540)

Report selections

Use Report Selections to set defaults for print/email outputs.

Read / complete

• Report Selection for Documents in Business Central (Microsoft Learn)

Making changes to outputs

Output changes can take time.

Plan time for testing and re-testing.

Read / complete

• Work with Word layouts (Microsoft Learn)
• Report and Document Layouts Overview (Microsoft Learn)
• Available fonts (Microsoft Learn)

Not all fields visible in Bevica pages exist in the report dataset.

Use Print > Send To > Microsoft Excel Document (data only) to inspect the dataset.

Extra dataset fields Bevica added (by report)

Field	Notes
Sales Invoice (70506)	EORI, AWRS, ABV, vintage, commodity code, UDFs, customer unit price, reporting UOM, origin, location, currency, marketing description
Sales Credit Memo (70507)	EORI, AWRS, ABV, vintage, commodity code, UDFs, customer unit price, reporting UOM, origin, currency, marketing description, sell-to customer name
Sales Quote (70509)	EORI, AWRS, ABV, vintage, commodity code, UDFs, reporting UOM, origin, currency, marketing description
Sales Order Confirmation (70510)	EORI, AWRS, ABV, vintage, commodity code, UDFs, customer unit price, reporting UOM, origin, location, currency, marketing description, requested delivery date, order date, static ship-to address
Purchase Order Confirmation (70508)	EORI, AWRS, ABV, vintage, UDFs, reporting UOM, commodity code, currency, marketing description, order date, pay-to address logic, logistics info, your reference, haulier, Excellar linked fields
Pro-forma Invoice (70517)	EORI, AWRS, ABV, vintage, commodity code, customer unit price, reporting UOM, origin, currency, marketing description

Controlling email address documents are sent to

Bevica will send the document outputs to the following email addresses:

• Sales quotes, sales order confirmations, sales pro forma invoices, sales invoices, and sales credit memos are sent to the email address on the header. This is taken from the email address on the (Sell-to) Contact No. It falls back to the (Sell-to) Customer No. if the Contact No. is blank. You can amend it on the sales header.
• Purchase order confirmations are sent to the email address on the header. This is taken from the email address on the (Buy-from) Contact No. It falls back to the (Buy-from) Vendor No. if the Contact No. is blank.
• You need to create a Document Layout record with the relevant email address to send customer statements by email.

If you want to control which email address a document is sent to, use the Document Layout record of the customer or vendor.

1. Navigate to the customer or vendor card
2. Select Customer > Document Layouts or Vendor > Document Layouts
3. Create a new record for the correct Usage and Report ID (see Pre-formatted Customer/Vendor Facing Outputs sections above) and enter the relevant email address. If you have multiple email addresses you can separate them with a semicolon. Don't put a space between the addresses.

See Define Document Layouts for Customers and Vendors for information on how to do this.

If you have transactions for customers where the Sell-to Customer is different from the Bill-to Customer, the Document Layout records need to be created against the Bill-to Customer. If you have transactions for vendors where the Buy-from Vendor is different from the Pay-to Vendor, the Document Layout records need to be created against the Buy-from Vendor.

Specifying a Layout for a Customer or Vendor

A document layout can be set at a customer or vendor level, as well as within Report Selections. You can do this if your customers or vendors need a different layout to the default. To link a specific Report Layout to a customer or vendor record:

1. Navigate to the customer or vendor card
2. Select Customer > Document Layouts or Vendor > Document Layouts
3. Create a new record for the correct Usage and Report ID and drill down on the Email Attachment Layout field to select the relevant document layout, or the Email Body Layout to select the relevant email body layout.

For more information see Define Document Layouts for Customers and Vendors.

Specifying the Bank Details to be Displayed

It is possible for the outputs to show bank details from different bank account records depending on the currency of the transaction. To do this, navigate to the relevant bank account and set the Use as Default for Currency field. Note that each currency can only have one default bank account.

Controlling Email Address Documents are Sent From

You can control the email address that documents like invoices and statements are sent from.

1. Search for Email Scenario Assignment
2. Select an account and select Add Scenario
3. Find the relevant output, e.g. Customer Statement, Sales Invoice, Sales Credit Memo, Sales Order, Sales Quote, Purchase Order, Purchase Quote, Purchase Remittance and click on ok
4. You can reassign outputs to other accounts as needed

See Assign email scenarios to email accounts for further information.

Adding Additional Attachments

It is possible to include additional attachments, such as terms and conditions, when sending customer or vendor facing documents by email.

1. Search for Email Scenario Assignment
2. Create a new scenario as above or select an existing one
3. Select Set Scenario Attachments in the ribbon
4. Create a New attachment and import the relevant file
5. Optionally tick Attach by Default. If this is ticked, the attachment will automatically be attached to every email sent for this scenario.