Automating Remittance Email Notifications in Sage X3

Effective communication with business partners is essential for smooth financial operations. One of the most time-consuming manual tasks for finance teams is sending remittance advice or expense payment details to suppliers after processing payments. To streamline this, we implemented an automated email notification process in Sage X3 that ensures suppliers receive timely and accurate information without additional effort from the finance team.

The Requirement

The key goals of the automation were:

• Trigger emails only when a payment is posted in Sage X3.
• Restrict notifications to payments of type “Expense.”
• Ensure emails are sent only if the supplier has a specific address code configured.
• Attach a professional-looking PDF report containing payment details and branding.

The Solution

To meet these requirements, we designed a structured solution with the following steps:

1. Identification and Logging – The system captures and records all posted payment numbers meeting the required conditions.
2. Report Development – A custom report was built to display payment details, including supplier address information and company logo.
3. Workflow Configuration – A workflow generates the report as a PDF, attaches it, and builds the email content.
4. Task Automation – A task code and recurring job handle background processing. This ensures every eligible payment automatically triggers an email with the relevant PDF.
5. PDF Naming Convention – Reports follow a standardized naming pattern:
   Supplier-PaymentNo-Date, making them easy to track and archive.

The Impact

This automation delivers clear benefits to both finance teams and business partners:

• Instant Notifications – Suppliers are informed immediately when payments are processed.
• Accuracy and Compliance – Each email includes a consistent, branded PDF report.
• Time Savings – Manual emailing efforts are eliminated.
• Easy Record-Keeping – Standardized file naming improves documentation and auditing.
• Improved Supplier Relationships – Transparent and timely communication strengthens trust.

Conclusion

By automating remittance notifications in Sage X3, businesses can eliminate repetitive manual tasks while ensuring suppliers always have clear, accurate, and timely payment information. The combination of workflow configuration, custom reporting, and task automation creates a seamless process that supports both efficiency and compliance.

At GerminIT, we design practical Sage X3 customizations that simplify financial workflows, reduce manual effort, and improve collaboration with business partners.

Looking to automate financial processes in Sage X3?
Get in touch with us and explore how our techno-functional expertise can help streamline your ERP operations.

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