To set up Emailing in the system there are various areas that needs setting up and each section is explained in detail below:
Company Setup
Paths Setup
Document Distribution Defaults Setup
Printer Setup
Document Format Setup
Supplier/Customer Setup
Additional Notes
Company Setup:
Open Financials to the Toolbar.
Click System Admin.
Click Setup.
Click Company Details.
Select the Main tab.
Click the Emailing tab.
The details here must be set up correct, the following fields are essential;E-mail Connect Mechanism: Mail
Calling Mechanism: Mail
E-mail Server Name: Define email server name e.g. webmail.access.co.uk .
Service Type: SMTP
E-mail Domain Name: Define domain name e.g. access.co.uk .
E-mail From (Administrator): Define email from e.g. Administrator.
Click Apply.
Click the Company tab.
Right-click and select External Links.
Select the required Company.
Fill in the below details. Fields that must be defined are;
Company: Define Company e.g. 001
Front End Partner: Safe
Fax Interface: Yes
Installed Fax Product: VSIFax
E-mailing Printer: WIN2PDF
E-mailing Extension (Type): .pdf
Paths Setup:
Open Financials to the Toolbar.
Click System Admin.
Click Setup.
Click Path Names.
Paths 1,19,21,22,23,24 MUST be defined on the Company tab.
The paths MUST be accessible to all users emailing from the application.
Path 120 is the Logo that appears at the top of documents.
Path 121 is the logo that appears on the footer of documents.
The image title must be saved in these paths exactly as they are saved in the Financials/Images/Logo folder.
Minimum of 1950 by 500 pixels for the header logo and 1950 by 350 for the Footer.
Document Distribution Defaults Setup:
Open Financials to the Toolbar.
Click System Admin.
Click Setup.
Click Document Distribution Defaults.
Enter a new record or modify existing ones. The following must be defined:
Company: The appropriate Company Code.
Function Reference: Click the Ellipsis to locate the reference.
Subject: Enter an appropriate narrative.
Additional information:E-mails From: If defined then the documents will be emailed from this address.
Subject: The text here will appear in the Subject of the email.
Message Tab: The text defined here will appear in the body of the email.
Printer Setup:
Open Financials to the Toolbar.
Click System Admin.
Click Printer Setup.
Click Printer Maintenance.
Right-click and select Create Record. WIN2PDF needs to be setup in here with the following details;
Printer Code: Win2PDF
Description: Win2PDF Printer
Printer Queue: Win2PDF
Stationery: A4
Text/Graphics: Graphics
All Users that will email, need to have the WIN2PDF printer assigned to them:
Open Financials to the Toolbar.
Click System Admin.
Click Printer Setup.
Click Users Printers.
Right-click and select Create Record.
Enter the User & Printer.
Click Apply.
Document Format Setup:
Open Financials to the Toolbar.
Click System Admin.
Click Printer Setup.
Click Document Format Maintenance.
In the Document Formats window, set the below details
Document Format: Select the Document Type e.g. Remittance.
Uses Format: Select the Format the Document should use.
Printed Output Type: Select Laser.
Pre-printed Logos: Select No unless paper has logos pre-printed.
Stationery Code: Select A4.
Supplier/Customer Setup:
Open Financials to the Toolbar.
Click Purchase/Sales Ledger.
Click Suppliers/Customers.
Click the Details tab.
Change Send Docs By to Email.
Click the Routing tab.
Use the Document Applicability drop-down and select the required document type e.g. Remittances.
Change Send By to Email.
Enter the Email Address.
Click Apply.
If emailing Remittances then you will need to set Remittances By on the Suppliers tab Main sub-tab to Email.
Additional Notes
Users email address: Users must have a valid email address set up under Users Properties to enable them to email.
Internal PDF
The Following standard formats now use an internal pdf which means the installation of Win2PDF is not a requirement. However for set up purposes please define Win2PDF as instructed above.
Note: If the company has a bespoke format this may still require WIN2PDF, please contact your Account manager if a format needs to be modified to use the internal PDF.
Statement formats are SL01, SL05, SL06, SL09, SL10 and Std2.
Invoice formats are SL01, SL02, SL03 and CL28.
Remittance formats are SL01 and SL02
CTRL+SHIFT+E
The Hot key Ctrl+Shift+e will call the 'Local Emailer'.
Internal and external emails can be sent from this.
System Event Log
The Location of the Systems Event Log may vary, however users can usually find it in System Admin / External interfaces / System Events Log.
The Systems Event Log will record the reason, function, time and date if an email has not been successfully distributed from the application.
Document Distribution Log
The location of the Document Distribution Log may vary, however users can usually find it in System Admin / Reports Set up / Document Distribution Log.
The header of the log contains details of the User ID, date, time, status and totals. The details contain specific information such as the email address and how many times it has been attempted.