Email Setup - SMTP
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.
While we test with a variety of email services, it is impossible to guarantee that your email provider will accept a connection from AcctVantage ERP. In those very rare instances, the Windows or macOS option for "Print to Email" will be your best option.
Email aliases are currently not supported in AcctVantage. The original email address that is associated with the account must be used.
1. Email setup for SMTP/IMAP servers
Go to Administration ➤ System Setup and select Email from the drop-down list. The settings entered here should be provided by your email host.
- Service Name: Open the menu and select Custom Setup.
- 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.
In order to save a copy of the message in the Sent Items folder of your mail application you will need to enable IMAP.
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.
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.
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.
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]).
Go to the System Access tab. In the Other Settings area, set the Email Send Method setting to SMTP.
Save the User record and you can begin emailing documents from within AcctVantage.
