Email Configuration

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

Notes:

  • There are two different sets of instructions below -- one for standard SMTP/IMAP email servers and one for Microsoft Office 365/Exchange email servers.
  • If you're using Gmail see the special instructions under Email Setup for SMTP/IMAP Mail.
  • If you're using Microsoft Office 365 or Exchange, see the special instructions under Email Setup for Microsoft Office 365 / Exchange accounts.
  • A Correspondence record is created when an email is sent from AcctVantage.
  • When IMAP is enabled there will be a copy of the message in the Sent Items folder of your mail application.

1. Email Setup for SMTP/IMAP Mail

Find your account settings here:

  • (Mac) Mail®: Mail menu ➤ Preferences ➤ Accounts tab
  • (Windows) 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 server where your outbound mail is sent from.
  • IMAP Server (optional): The name of your IMAP server -- this is only required if you want emails sent from AcctVantage to appear in the Sent Items folder in your email client.
    • If you're using Gmail, leave this field blank. See the note below.
  • Server requires user authentication: Many email hosts require authentication.
  • Use email address as user name: The user name will be the one entered on your User Access Levels record for Email Address (Reply To).
  • Use SSL: Many email hosts require SSL encryption.
  • Send Test Email: You can use this feature to test whether or not you have set the previous settings correctly.
Email Setup for SMTP Mail

If you are using a Gmail account to send emails from AcctVantage:

  • An additional setting on Gmail will need to be enabled:
    • Click on your user profile in the upper-right corner and select Manage Your Google Account. Select Security from the left sidebar and then turn on the setting for Less Secure App Access.
  • To enable IMAP for Gmail, follow the above setup instructions for SMTP but do not enable IMAP in AcctVantage. Leave the IMAP server field blank.

2. Email Setup for Microsoft Office 365 / Exchange accounts

Go to Administration ➤ System Setup and select Email from the drop-down list.

  • SMTP Server (for outbound mail): The name of the server where your outbound mail is sent from.
  • MS Exchange/Office 365 Server: This box is required to use 365/Exchange accounts.
  • Send Test Email: You can use this feature to test whether or not you have set the previous settings correctly.

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.

3. User setup

To enable each user to send emails from AcctVantage, go to Administration > User Access Levels and open the User record. Go to the System Access tab and enter the user's Email Address (From and Reply To must be in the same domain) and Email Password.

The Email Password is assigned when you set up your email account. Contact your email provider for more information on how to retrieve this password.

4. 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.

02/14/2020: The Mac Mail script no longer works due to security limitations implemented by Apple. Please see above info related to setting up AcctVantage to use your IMAP Server. Information below is only kept for legacy users.

5. Install the script for Mac Mail (no longer works in AV 2020)

First, you'll need to download and install the Mac Mail Script to enable the Mac Mail option in System Configuration.

  1. Download the attached script.
  2. Go to Administration ➤ Scripts.
  3. Open the Action Menu, select Load Installer and point to the script that you downloaded.

This script will automatically run as needed. You can now enable AcctVantage to use Mac Mail at either the global level or the User level (see the next steps.)

Install the script for Mac Mail

Enable Mac Mail at the global level...

If you're using MacOS 10.14 (or later), you will need to disable Mac Mail. Change this setting to SMTP and then see the instructions about setting up AcctVantage to use your IMAP server.

Go to Administration ➤ System Configuration and select Email from the drop-down list. Here you'll find the setting for Email Send Method. Double-click this to display a list of settings to choose from.

...Or Enable Mac Mail at the User level

If you're using MacOS 10.14 (or later), you will need to disable Mac Mail. Change this setting to SMTP and then see the instructions about setting up AcctVantage to use your IMAP server.

Go to Administration ➤ User Access Levels and open the User record to change. Click on the System Access tab and find the setting for Email Send Method under Other Settings. Double-click this to display a list of settings to choose from.

Save the Mac Mail setting

If you're using MacOS 10.14 (or later), you will need to disable Mac Mail. Change this setting to SMTP and then see the instructions about setting up AcctVantage to use your IMAP server.

Either method will bring up this list. Highlight Mac Mail, click Choose and then click OK to save the setting.

You can now begin using AV to send documents via email!

Save the Mac Mail setting