Send email receipts from Store Commerce

Article
03/17/2023

This article describes how to send receipt emails from Microsoft Dynamics 365 Commerce Store Commerce when a transaction is tendered at the point of sale (POS).

Prerequisite

To send email receipts, you must configure a Simple Mail Transfer Protocol (SMTP) server.

Set up email receipts

Set default options for email receipts

To configure the default emailed receipt behavior for all customers, follow these steps.

Select Retail and Commerce > Headquarters setup > Parameters > Commerce parameters.
On the Posting tab, on the Email receipt FastTab, in the Receipt option field, select a default option:
- Standard receipt – Print receipts from the POS register.
- Email – Send receipts to customers in email messages.
- Both – Print receipts from the POS register, and send receipts to customers in email messages.
In the Subject field, enter the text that should appear by default on the subject line of a receipt that is sent as an email message.

If you want to override the default option selected in Commerce parameters for a single customer, follow these steps.

Go to Retail and Commerce > Customers > All customers.
On the All customers list page, select a customer, and then select Edit.
Expand the Retail FastTab.
For Receipt option, select one of the following options:
- Standard receipt – The customer will receive only printed receipts. The printed receipt is generated from the POS register.
- Email – The customer will receive only email receipts.
- Both – The customer will receive both printed receipts and email receipts.
If you selected either Email or Both in the Receipt option field, enter the customer's email address in the Receipt email field.

Set up an email receipt profile

Go to Retail and Commerce > Channel setup > POS setup > POS profiles > Receipt profiles.
Select Ctrl+N to create a receipt profile.
Enter values in the Receipt profile ID and Description fields.
On the General FastTab, select Add to add a receipt type.
Select Receipt as the receipt type, and select the receipt format to use for email receipts.

Add an email receipt profile to the functionality profile

Go to Retail and Commerce > Channel setup > POS setup > POS profiles > Functionality profiles.
Select Edit.
On the General FastTab, in the Receipt profile ID field, specify an email receipt profile.

Enable emailing for receipt types

To enable emailing for individual receipt types within your receipt profile and to specify whether cashiers are prompted to ask customers if they'd like an emailed receipt, open the receipt format for that receipt. In the Email behavior drop-down list, select one of the following options.

Do not email – Never send email receipts or prompt cashiers. This value overrides the Email and Both values on the Commerce parameters and Customer profile pages.
Always email – Always send emailed receipts, without prompting cashiers.
Prompt user – Prompt cashiers to ask customers whether they want to receive a receipt by email and, if they do, what email address the receipt should be sent to.

Set up an email template for receipts

Go to Organization email templates under either Retail and Commerce > Headquarters setup > Setup > Organization email templates or Organization administration > Setup > Organization email templates.
Select New.
Enter information in the following fields:
- In the Email ID field, enter a name for the template.
- In the Email description field, enter an optional description.
- In the Sender name field, specify the name that should appear as the sender of the email. Customers will see this name as the From name on the email.
- In the Sender email field, specify a valid email address. Customers will see this email address as the From email address on the email.
Under General, in the Default language code field, select a language. The receipt will be sent in this language if templates for multiple languages are configured, and the store's or customer's preferred language doesn't match any of those additional languages.
In the Email message content pane, select New to create a new template instance. Enter information in the following fields:
- In the Language field, specify the language this template will be localized in. Note that this only applies to emailed receipts that contain HTML with static content above and/or below the %message% placeholder.
- In the Subject field, enter a title for the email receipts.
- Select the Has body check box.
- Select Edit to upload your template HTML. At a minimum, your template instance must contain the following code:
```
<pre>
%message%
</pre>
```
You can also add HTML to show a header, footer, logo, or any other static content that you want to include in the receipt email. For more information about how to create HTML receipt templates, see Create a template for emailed receipts.
Depending on the settings that you configured, you must run the appropriate distribution schedule jobs to synchronize the changes to Store Commerce.
- 1010 – Customer
- 1070 – Channel configuration
- 1090 – Registers
- 1110 – Global configuration

Insert bar codes or QR codes in emailed receipts

You can insert QR codes or bar codes that represent order IDs into transactional and receipt emails. For more information, see Add a QR code or bar code to a receipt email.

Store Commerce transactions

After the changes are synchronized to the store, Store Commerce prompts the user for an email address for each transaction (if this feature is enabled). If an email address is already on file for the customer, that address appears in the email address prompt. If a customer hasn't been named, or if an email address hasn't been entered for a named customer, enter an email address, and then select Send. When the transaction is finalized, the real-time service will send the customer an email that has the receipt in the body of the message, as you configured earlier.