Customize Vendor Remittance Advice Email Body in D365

When paying vendors, it’s important to send a remittance advice email so they know when and how the payment was made. Microsoft Dynamics 365 Business Central lets you customize email body for vendor remittance advice, making your communication more professional, efficient, and consistent.

By setting up a default vendor remittance advice email body template, you can automate the process, saving time while ensuring your emails always look polished. In this guide, we’ll walk you through the steps to customize the remittance email body using the Payment Journal in Business Central.

Why Customize Vendor Remittance Advice Email Body?

If you’re manually editing every remittance email before sending it, you’re wasting time. Setting up a custom vendor remittance advice email body in Business Central offers multiple benefits:

✅ Saves time – No need to manually edit emails every time.
✅ Ensures consistency – Every email follows a professional format.
✅ Improves communication – Vendors get clear and structured payment details.
✅ Reduces errors – Eliminates the risk of sending incomplete or incorrect details.

Step-by-Step Guide to Customizing Remittance Advice Emails Body

Now, let’s dive into the step-by-step process to set this up.

First of all, you need to setup Email Accounts or Configurations, to enable sending remittance advice email to vendors. The email body of vendor remittance advice in Business central can be modified so that a default message automatically appears every time you send vendor remittance advice. This Will help Streamline your business and save time when sending remittance advice to vendors in D365 business central.

Step 1: Select the Report Layout

To start, we need to export the XML Schema of the remittance advice report so we can use it in a custom Word template.

1. In Business Central, search for “Report Layout Selection”.
2. Find Report ID 400 (Remittance Advice).
3. Click the three dots (•••) and select Export Report Schema.

This XML Schema will help us structure the email template in the next step.

Step 2: Create a Custom Word Template for the Email Body

Now, we’ll create the email body format for vendor remittance using Microsoft Word.

1. Open Microsoft Word and enable Developer Mode (if not already enabled).
2. Import the XML Schema exported in Step 1.
3. Design the email content layout, adding placeholders for payment details.
4. Save this document as a Word template.

This template will serve as the default email body when sending remittance advice.

Step 3: Assign the Word Template to Report Layout

Once the template is ready, we need to set it as the default format in Business Central.

1. Search for “Report Selection Layout” in Business Central.
2. Locate Report ID 400 (Remittance Advice).
3. Click Add New Layout, upload the Word template, and save.

This step ensures that every time a remittance advice is sent, it follows the customized email format you created.

Step 4: Configure Report Selection for Vendor Remittance Email Body

To finalize the setup, we need to make sure Business Central uses this custom body template when sending vendor remittance emails.

1. Search for “Report Selection Purchase”.
2. Open the settings for “Vendor Remittance”.
3. Make the following changes:
   • ✅ Enable "Use for Email Body" – This ensures the email uses your custom format.
   • ✅ Select the Email Body Layout – Choose the custom Word template you created.
   • ✅ Set Report Layout – Specify the report layout path for consistency.

This setup ensures every vendor remittance email is properly formatted and follows your branding.

Step 5: Test the Setup with Vendor Ledger Entries

Now that everything is configured, it’s time to test it.

1. Search for “Vendor Ledger Entries” in Business Central.
2. Select a vendor with recorded payments.
3. Click Send Remittance Advice and check the email preview.

If everything was set up correctly, the email body should automatically display the message from your custom Word template.

Step 6: Review the Final Output

After sending the remittance advice, double-check that:

✅ The email body contains the customized message.
✅ The formatting is correct and professional.
✅ The payment details are clear and structured.
✅ The email includes any necessary attachments.

Once you confirm the email looks good, you’re all set!

For more information on how to edit the layouts for remittance advice or the email body in Dynamics 365 Business Central, please reach out to us.

Final Thoughts and Frequently Asked Questions (FAQs)

Customizing remittance advice emails in Microsoft Dynamics 365 Business Central is a game-changer for businesses looking to streamline financial communication. By setting up a custom email template, you ensure that every email sent to vendors is consistent, professional, and informative—without requiring manual edits.

With just a one-time setup, your finance team can save time, reduce errors, and improve vendor relationships by providing clear and structured payment details. Whether you're managing a few vendors or handling bulk payments, this customization will make your remittance process smoother and more efficient.

If you need expert guidance on Business Central customization, automation, or ERP consulting, reach out to us today!