Email Setup - MS365

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.

Instructions for initial setup of MS365 email in AcctVantage

Initial setup only needs to be completed once. When all User records and System Setup have been configured, each user will follow these authentication steps as they're sending an email from AcctVantage.

1. User setup

  1. Navigate to Administration ➤ User Access Levels.
  2. Click Show All to see all users.
  3. Open each user who needs to send email and go to the Email Settings tab.
  4. Enter the user's Email Address and save.
User setup

2. Create credentials via your MS365/Azure account

  1. Log in to your MS365/Azure account.
  2. Create a new App Registration.
    • Name: can be any name
    • Account Type: Select Single Tenant Only
    • Redirect URL: Select Web from the drop-down menu and then enter this URL ➤ http://localhost:50993/authorize/
    • Register the app when finished.
  3. Make note of the Application (client) ID and the Directory (tenant) ID. These will need to be entered into AcctVantage System Setup.
  4. Create a Client Secret.
    • Description: can be any description
    • Expiration Date: must be within 2 years
    • Add the client secret when finished.
  5. Make note of the Client Secret Value (not the ID) before you leave this screen. This will need to be entered into AcctVantage System Setup.
  6. Manage API Permissions.
    • Under Microsoft Graph, add a Delegated Permission for Mail.Send
    • Grant Admin Consent for this permission.
    • Note: Permission for User.Read might already be enabled in your account. AcctVantage does not use this permission. It can be ignored or deleted.

To maintain continuity, we recommend to set a reminder to refresh your Client Secret prior to its expiration date.

3. System Setup

  1. Navigate to Administration ➤ System Setup and select Email from the drop-down list.
  2. In the Service Name drop-down, select Microsoft 365.
  3. Copy & paste the 3 keys you created earlier:
    • Tenant/Directory ID
    • Application/Client ID
    • Client Secret Value
  4. Click Send Test Email which will initiate the authentication process.
System setup

4. Sign in to your MS365 account

The MS365 login screen will open in your default web browser. If you're not already signed in to your MS365 account, you will need to sign in now.

The sign in/authentication process may require you to download an authentication app from Microsoft. This is simply Microsoft's way of verifying you are who you say you are. We have no control over this part of the process.

5. Success!

You will know the setup is successful when you see the two screenshots below.

Test email is successful

Test email success

Authentication is successful

Authentication OK

Instructions for ongoing usage of MS365 accounts

1. Sign in to your MS365 account

The first time a user attempts to send an email, the system will open the MS365 login window in the default web browser. If you're not already signed in to your MS365 account, you will need to sign in now.  

The sign in/authentication process may require you to download an authentication app from Microsoft. This is simply Microsoft's way of verifying you are who you say you are. We have no control over this part of the process. Contact your system administrator for further assistance.

2. Authentication is successful

When you see the following message in your browser, the authentication is successful and the email will be sent.

For each user, AcctVantage stores "refresh" tokens that expire 90 days from the date of the most recently sent email. This means users will not need to re-login/authenticate as long as they send an email more often than every 90 days.

Authentication OK