Email Configuration

If you are using AcctVantage to email any documents (e.g. Quotes, Invoices, Purchase Orders, Client Statements, etc.) you will need to set up the software to use this functionality.

Notes:

  • There are three different sets of instructions below:
    1. SMTP/IMAP email servers (basic)
    2. Gmail accounts
    3. Microsoft Office 365/Exchange accounts.
  • In order to save a copy of the message in the Sent Items folder of your mail application you will need to enable IMAP.
    • For basic SMTP accounts, IMAP will need to be enabled in AcctVantage.
    • For Gmail accounts, IMAP will need to be enabled in the Gmail settings.
    • For MS 365/Exchange accounts, IMAP should be enabled by default.

1. Determine the type of email account that needs to be set up

1.1. Basic email setup for SMTP/IMAP Mail

Find your account settings here:

  • (macOS) Mail: Mail menu ➤ Preferences ➤ Accounts tab
  • (Windows OS) Microsoft Outlook: Outlook menu ➤ Preferences ➤ Accounts

Go to Administration ➤ System Setup and select Email from the drop-down list. The settings entered here should equal the settings in the account settings of your email application.

  • SMTP Server (for outbound mail): The name of the SMTP server as listed by your email host.
  • IMAP Server (optional): The name of the IMAP server as listed by your email host.
    • This is only required if you want emails sent from AcctVantage to appear in the Sent Items folder in your email client.
  • Server requires user authentication: Many email servers require authentication. You will need to find this info from your email host.
  • Use email address as user name: This is not required. If enabled, the "From" value will display [to the email recipient] as your email address instead of your name.
  • Use SSL: Many email hosts require SSL encryption. You will need to find this info from your email host.
  • MS Exchange/Office 365 Server: Leave this setting unchecked.
  • Send Test Email: You can use this feature to test whether or not you have entered the email settings correctly.

The settings in the screenshot below are just an example. Your settings are dependent on your email host so this will look different for you.

Email Setup for SMTP Mail

1.2. Special instructions for Gmail accounts

Go to Administration ➤ System Setup and select Email from the drop-down list. Gmail accounts are set up similar to the basic email setup but there are a few noteworthy differences:

  • SMTP Server (for outbound mail): smtp.gmail.com
  • IMAP Server (optional): Leave this blank for Gmail accounts! IMAP needs to be enabled via your Gmail account instead of AcctVantage (see below).
  • Server requires user authentication: This is required for Gmail.
  • Use email address as user name: This is not required. If enabled, the "From" value will display [to the email recipient] as your email address instead of your name.
  • Use SSL: This is required for Gmail.
  • MS Exchange/Office 365 Server: Leave this setting unchecked.
  • Send Test Email: BEFORE you test the email setup, see the special instructions below.

Generate an App Password:

  • In order to use Gmail with AcctVantage, you will need to set up an App Password.
    • This REQUIRES two-factor authentication on your Gmail account (Google's rule, not ours).
    • Click here to follow the instructions to create the App Password.
      • When prompted to select the app, choose "custom" and then enter the exact name of the AcctVantage Client application (in AV 2021 this will be: AV 2021 Client)
      • After the App Password is generated, return to AcctVantage. Go to Administration > User Access Levels, open the user record and copy/paste the App Password in place of your Email Password.

Enable IMAP:

Email Setup for Gmail

1.3. Special instructions for Microsoft Office 365 / Exchange accounts

Go to Administration ➤ System Setup and select Email from the drop-down list. The settings for MS Exchange accounts look different than other types of accounts.

  • SMTP Server (for outbound mail): smtp.office365.com
  • MS Exchange/Office 365 Server: This box must be checked in order to use 365/Exchange accounts. Leave all other settings unchecked.
  • Send Test Email: BEFORE you test the email setup, see the special instructions below.

Use the Microsoft 365 admin center to enable or disable SMTP AUTH on specific mailboxes.

See this link for details.

  1. Open the Microsoft 365 admin center and go to Users > Active users.
  2. Select the user, and in the flyout that appears, click Mail.
  3. In the Email apps section, click Manage email apps.
  4. Verify the Authenticated SMTP setting is enabled (i.e. checked).
  5. When you're finished, click Save changes.
Email Setup for Microsoft Exchange/365

2. Test the email setup

Click the Send Test Email button to test the email setup. If you see the message below, you are now ready to send emails from AcctVantage.

Click OK to save the System Setup window.

Email Send Log

3. User setup

To enable each user to send emails, go to Administration > User Access Levels and open the User record. Go to the Email Settings tab and enter the user's email info.

  • Email Address (From): The address the email is sent from.
  • Email Address (Reply To): The destination address that will be replied to if the recipient selects "reply" or "reply all".
  • Email Password: The email password for the User's email account. Contact your email host for more information on how to retrieve this password.
    • If you're using Gmail, then you'll need to enter an App Password instead of the email account password. This requires two-factor authentication.
  • Send Test Email: The System Setup instructions must be completed before using this function on the User record. After System Setup has been completed, you can use test the email connection for individual users (without logging in as Administrator.)

The From and Reply To email addresses must be in the same domain but they do not need to be the exact same address. For example, if you have multiple users who send invoices to customers, set the From address to be each individual user's email address (e.g. [email protected], [email protected], etc.) and the Reply To address could be a shared email account that multiple users have access to (e.g. [email protected]).

User Access Levels - Email Settings

Go to the System Access tab. In the Other Settings area, set the Email Send Method setting to SMTP.

User Access Levels - System Access