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Remittance plugin - E-mail account setup

Article Index

Page 5 of 6

E-mail account setup

Before you can send e-mails, you need to configure your e-mail account in the Set of Books. This is only a once off configuration. Unless your requirements change.

To do this, you need to click on the E-mail or E-mail selected button.

Then click on the Settings tab.

Select or enter the following, where applicable:

Field

Description

Path to the HTML file:

The default path is displayed as “C:\TCASH5\plug_ins\reports\remittance\emailtemplates\”. If you have installed TurboCASH into a different folder, you may need to overtype this. Specifies the path where the files for the Document email pro plugin is located. This path may be edited for your own requirements if you have a personal set of files.

POP username:

Enter the POP username as registered with your ISP (Internet Service Provider) for your e-mail account settings, if required.

POP password:

Enter the POP Password as registered with your ISP (Internet Service Provider) for your e-mail account settings, if required.

POP server:

Enter the POP server as registered with your ISP (Internet Service Provider) for your e-mail account settings, if required.

SMTP port:

The default is “25” seconds. This is determined by the default configuration of your operating system.

SMTP server:

Enter a valid SMTP as registered with your ISP (Internet Service Provider) for your e-mail account settings.

Note when POP before SMTP (usually when you are not using your provider sent emails) you can create an e-mail box which nobody reads. This is because if there are multiple ISP's on the mail box mail is read, the POP for SMTP is not working properly.

It is best to use an account that is further used by anyone.

SMTP username:

Enter the SMTP username as registered with your ISP (Internet Service Provider) for your e-mail account settings.

SMTP password:

Enter the SMTP password as registered with your ISP (Internet Service Provider) for your e-mail account settings.

Return e-mail:

This field is optional. You may enter your own e-mail address.

Return name:

This field is optional. You may enter your own name ro be displayed on the message to be displayed on the email field of the recipients e-mail or if the message is returned by your ISP in the case of an invalid e-mail address.

E-mail header text:

Type the text to be displayed as the Subject field of your operating system's default e-mail program.

CC: (multiple separate with ;)

This abbreviation CC “Carbon Copy” indicates secondary recipients of a message. Those recipients who are to receive a copy of a message directed to another. The list of recipients in the CC field is visible to all other recipients of the message.

Enter a valid e-mail address, if necessary. Note you need to add a space before and after the semi-colon. If you do not add spaces, the first digit of the second and subsequent e-mail addresses may cut off. This could result in an undelivered mail error.

BCC: (multiple separate with ;)

This abbreviation BCC “Blind Carbon Copy” allows you to send a copy of your correspondence to a third party when you do not want to let the recipient know that you are doing this (or when you do not want the recipient to know the third party's e-mail address). You may also wish to enter this filed, when sending an e-mail to multiple recipients, you can hide their e-mail addresses from each other.

Enter a valid e-mail address, if necessary. Note you need to add a space before and after the semi-colon. If you do not add spaces, the first digit of the second and subsequent e-mail addresses may cut off. This could result in an undelivered mail error.

Send max mail:

The default is “100”. You may use the scroll buttons or enter the number of the maximum emails required to send in a batch. This will limit the number of email messages.

Timer threshold in sec:

The default is “10” seconds. This is determined by the default configuration of your operating system. It is not recommend ed to change this, but you could experiment by changing the values.

Default:

Default is the standard option. You may select the html only option.

Alt methode:

Tick to select the alternative mode.

Send receipt notification:

If this field is selected (ticked), a read receipt will be requested by the recipient.

Priority:

Normal is the default priority. You may select Highest, High, Low or Below low option. This is the priority in which e-mails will be sent.

Sign any PDF:

Optional should be you can sign any pdf with this button (also the ones send to you).

Find certificate:

If you have a certificate, click in this button to locate it and add it to this plugin.

You may use add Digital signatures to the PDF (portable document format) files (e.g. OpenSSL pkcs12.pxf) to your e-mail received by your recipients (e.g. debtors (customers).

See:

Certificate password:

If you have selected a certificate, you need to enter a valid password for that certificate.

Send test mails button:

You may send test e-mails to check that the configuration is correct.
  • The box (on the lower right-hand side) - Some messages, e.g. may be displayed in the text area of the Settings screen. An example may be “your e-mail address Login failed”. This may indicate that something is not correctly entered on the settings.
  • Show current sql button – The sql, is used to add the debtors, etc. for the Remittance plugin.

Send E-mail tab

A list of all the debtor accounts matching your criteria for which you will send e-mails will be listed.

Mail template – This is the text which will be displayed in the e-mail message sent to the debtor account(s). At current only one (1) mail template (test.html) is shipped for the English language. You may add your own mail templates as necessary.

The mail template are stored in the ...\plug_ins\reports\remittance\emailtemplates folder.

Once you have created or added your templates, you may select the template.

Edit button – If you click on this button, the ...\plug_ins\reports\remittance\emailtemplates folder will be opened in Windows explorer or your system's default file browser.

To create your own template it is easy and you may create as many templates, as required.

It is recommended that you copy the test.html file and rename it to your own needs.

The basic test.html template is as follows:

You may change all text as necessary. Please take note of the following two (2) fields:

<#SDESCRIPTION#> - This will add the name for the respective debtor accounts to the e-mail message.

<#FREETEXT#> - This will add the text as entered for the e-mail messages, as entered on the Free text field on the Free text tab.

You may preview the template when you click on the Preview in browser button on the Free text tab.

Free text tab

Preview in browser button – This will display the mail template in your system's default.

Preview att button – This will display the remittance (reminder) layout file (...\plug_ins\reports\remittance\layouts) in your system's default pdf reader.

Test E-mail to extra CC – Test the mail to the extra e-mail address entered in the Extra CC field. Note if the remittance (reminder) layout file is opened using the Preview att button an error “Error sending e-mail” message may be displayed.

Extra attachment button – In addition to the remittance (reminder) layout file (...\plug_ins\reports\remittance\layouts) which will be automatically be attached to the e-mail, you may attach another file as an extra attachment. Please note that this attachment will be sent to all debtor accounts on your list.

Send e-mail(s) button – This will start to send e-mails and the attachments to the debtor accounts on the list.

Resume e-mail(s) button - If you have clicked on the Stop e-mail(s) button, this button will start sending the rest of the e-mails.

Stop e-mail(s) button – This will stop the e-mails from sending. You may click on the Resume e-mail(s) button to start sending the rest of the e-mails.

E-mail reminders

Once you have selected your criteria, you may e-mail the reminders to your debtors (customers). To do this, you may click on the following two (2) buttons:

  • E-mail selected - click to send e-mail to a selected debtor (customer).

    Tip : To select more than one debtor (customer) on the list, press the Ctrl key on your keyboard and select other debtors (customers) on the list and click on the E-mail selected button.

  • Email - click to send e-mails to all the debtors (customers) in the list. This will not send e-mails to all the other debtors (customers) which are excluded from your search and filter criteria.

Recipient's E-Mail Message

All debtor (customer) accounts (which have a valid e-mail address) will receive an email message with the reminder as a Potable Document Format (pdf file) as an attachment. An example of the e-mail message received by the recipient(s), is as follows:

Note : Remember to check and enter the subject (topic) in the E-mail header text field on the Settings tab. Type the text to be displayed as the Subject field of your operating system's default e-mail program. (In this example, “Remittance 1-4” was entered.