Email Set Up- Simplify Email Set Up with Complete Handbook

  • Where are emails sent from?
  • Emailing Procedures from Accounts mode
  • Emailing Payments
  • Emailing Procedures from Inventory Mode
  • Batch Emails for Inventory Mode
  • Emailing Procedures from Payroll
  • Batch Emailing Employees Payslips after a Pay Run has been completed
  • Emailing Historical Payslips
  • Email Set Up and Procedures Overview

    This article covers Email Set Up and Procedures in SapphireOne, including all modes within the software. While there may be minor variations in the procedures depending on the mode, the ultimate outcome is always consistent. By following this guide, users can confidently perform email tasks in SapphireOne, no matter the mode they are working in.

    Emails generated as Pdf’s

    SapphireOne’s Email functionality empowers users to send emails directly from any transaction or inquiry screen within the software, streamlining communication processes. With the Email Set Up feature, users can also create custom email inquiry screens for Receivables or Payables in Accounts mode, with flexible design output options. All emails are automatically generated as PDFs to ensure consistent formatting, enhancing the professional presentation of outgoing emails.

    Furthermore, SapphireOne allows users to set a default for automatically attaching the email’s PDF to the corresponding transaction in the Client record within its Document Management System (DMS), ensuring a permanent record of all emails sent from the software for Clients, Vendors, Employees, Job Projects, and more. The email log feature further enhances the organisation of communication, providing users with a detailed record of all email transactions for easy tracking and reference. Together, these features ensure seamless and accurate communication, enhancing the productivity and efficiency of businesses using SapphireOne.

    Mac and Windows Emailing Functionality

    This article offers a comprehensive guide with step-by-step instructions for setting up SapphireOne’s email functionality on two major platforms – Mac OSX and Microsoft Windows. With these instructions, users can easily enable email capabilities within SapphireOne on both operating systems, enhancing communication processes.

    On both platforms, users are provided with a machine or workstation with a pre-installed mail client application. For Mac users, the default mail client is Mail, while for Windows users, it’s typically Outlook. However, there are several other mail clients that can be set up for both systems, providing users with additional options for configuring their email functionality to meet their specific needs.

    An Email Client is built into SapphireOne

    SapphireOne comes equipped with a built-in email client application. To use this feature, users must configure the email settings required to access their company’s email host or server in System Controls. These settings are the same as those used when setting up a standard email client such as Mail or Outlook. By configuring the email settings in System Controls, users can effortlessly access and use SapphireOne’s email functionality.

    System Controls

    Once the email settings are configured in System Controls, users can easily enter the necessary From and To email addresses as needed. When searching for a From email address, SapphireOne follows a precedence starting with a User Access Inquiry. Once a valid email address is found, SapphireOne will use it and will not search any further. This process is documented in greater detail in the article below. By entering the correct email addresses, users can confidently utilize SapphireOne’s email functionality to communicate with their clients, vendors, employees, and other stakeholders, streamlining communication processes within their organisation.

    • From Email addresses – These are set up from the following locations in order of precedence. Starting with a User Access Inquiry. SapphireOne will then proceed through to System Controls looking for a valid Email address as follows.
      1. User Access Inquiry – On the first page in the Email area.
      2. Company Inquiry – On the Email Page which is a dedicated page where a different From email address may be set up for currently five areas in SapphireOne.
      3. System Controls – The Email data entry field is for the entry of a From email address when the Options 1 and 2 above above are not used. (Email address entered)
        • For testing, enter the mail address that the test email is to be sent to.
        • If the test is successful, enter a new From address for the company if required.
    • To Email Addresses – These are entered into, Client, Vendor and Employee Inquiries and are all on the first page of these inquiries.

    By prioritising the user’s email address, SapphireOne ensures that all emails are sent from a valid and recognisable source. If the user’s email address is not available, SapphireOne will search through the other locations listed above until it finds a valid email address.

    Spam Filters

    Spam Filters – When sending batch emails in SapphireOne, the software will attempt to send multiple emails as quickly as the email host or server can handle them. This may trigger spam filters that have been set up on the company’s email host or server. To ensure that batch emails are successfully sent without being blocked by spam filters, the person managing the email host or server will need to adjust the spam filter settings to allow SapphireOne to perform this task. By making these adjustments, users can ensure that their emails are delivered seamlessly without triggering spam filters.

    BCC

    To keep track of all emails sent from SapphireOne, users are advised to utilise the BCC (blind carbon copy) option when setting up email details. This option is available in all areas where the email option is available and allows users to send a copy of all emails to a designated email account. This email account can be a company, personal, or dummy account set up specifically for the purpose of storing all emails sent from SapphireOne. By using the BCC option, users can keep a comprehensive record of all emails sent from SapphireOne for future reference and auditing purposes.

    Printing & Emailing

    It is recommended that users check the printing and emailing settings in SapphireOne. To access these settings, go to Utilities > Controls > Master Defaults > Invoices Page.
    From here, users can configure the printing and emailing options for invoices in SapphireOne. By ensuring that the correct settings are selected, users can seamlessly print and email invoices to their clients, vendors, and other stakeholders directly from SapphireOne.

    The Email Set Up Procedure

    The setup procedure is as follows:

    1. Setting up the Email Host or server. 
    2. Setting up the From Email Addresses. 
    3. Setting up the To Email Addresses 

    Setting up the Email Host or Server

    Email Server or Host credentials or details must be entered into System Controls.
    They are NOT entered into a User Access Inquiry or a Company Inquiry. 

    Email Set Up and Procedures in SapphireOne

    To enable email functionality in SapphireOne, users must first set up their email host or server. This must be done before any email-related tasks can be performed in the software. Users will need to enter the host email, credentials, and username in the appropriate fields to grant SapphireOne access to their email host or server.
    By completing this setup process, users can fully utilise the email functionality in SapphireOne and send emails seamlessly to their clients, vendors, employees, and other stakeholders.

    Email To and Host Settings

    • Email Address – To test the email functionality in SapphireOne, users must enter an email return address. This address is used to verify that the email functionality works correctly. After testing, the return address can be modified if needed and used as a single return email address across all modes in SapphireOne, simplifying email communication and ensuring emails are sent from a consistent and recognizable source.
    • Email Host – In addition to entering an email return address, users must also enter an email host in SapphireOne. The email host address typically begins with mail.xxx.xxx.xx and represents the email server used by the user’s company. By entering the email host address in SapphireOne, users can grant the software access to their email server. This enables the users to utilise the email functionality seamlessly.
      • Testing – This is done by sending an email to the email address that you have entered above by using the button.  If the button is selected SapphireOne will test the SMTP connection to the email host server as well.
      • Procedure When users request SapphireOne to send an invoice by email, the software automatically attempts to access the email host entered in System Controls’ Email & Web Details section. The return email address entered in this area will be used as the sender’s email address for the invoice email. By ensuring that the correct email host and return email address are entered in System Controls, users can streamline their email communication and effortlessly send invoices and important documents to their clients, vendors, and other stakeholders.

    Email Security Settings

    • SMTP – If the checkbox is selected in SapphireOne, the email host or server will require the entry of a username and password for authorisation purposes. This type of authorisation is typically required by email hosts or servers to ensure secure access to the email system. Once the checkbox is selected, data entry fields for the username and password will be displayed in SapphireOne. This allows users to enter their credentials and gain access to the email functionality in the software. By enabling the checkbox and entering the appropriate credentials, users can securely send and receive emails through SapphireOne.
    • SSL – If SSL encryption is required by the email host or server, users should select the checkbox in SapphireOne. By selecting this checkbox, SapphireOne will require that the connection is secured with Secure Socket Layer (SSL) encryption. This ensures that all email communication between SapphireOne and the email host or server is encrypted and protected from unauthorised access. By selecting the checkbox, users can ensure that their email communication is secure and compliant with the encryption requirements of their email host or server.
      • Errors – Any error in sending will be displayed in a Company Inquiry on the Email Page.
        The most common errors are, UN: xxx, User Name error while PW:xxx is a password error.
    • Alternate Port – By default, SapphireOne uses the standard email port for email communication. However, users can specify an alternate port if necessary by entering the port number into the appropriate data entry field in the software. This feature allows users to configure the email functionality to work with the specific requirements of their email host or server. By entering an alternate port, users can ensure that their email communication is seamlessly integrated with SapphireOne and compatible with their email host or server.

    Office 365 Settings

    If users are using Office 365 as their email provider, they must enter the host email that Office 365 uses instead. The host email addresses for incoming and outgoing emails will likely be similar to the following:

    • For incoming emails: IMAP & POP outlook.office365.com
    • For outgoing emails: smtp.office365.com (this is the email host that should be entered in SapphireOne)

    In addition, when configuring a User Access Inquiry in SapphireOne, users need to provide their Office 365 email address. Following these steps will ensure complete integration of their Office 365 email with SapphireOne, allowing for seamless use within the software.

    SapphireOne Server HTTP Settings

    If users plan to generate emails from the web, the HTTP server on the SapphireOne server must be enabled by selecting the Start HTTP Server button. Keep in mind that the SapphireOne server application must then be restarted to enable this feature once the button has been selected.

    If a single Email Account is to be used across the entire system, the entry of the Email details into System Controls only, would be needed. SapphireOne would then fall back to System Controls and use this single email address for all users and all areas. 


    Setting up the From Email Address

    SapphireOne follows a precedence when selecting the “From Email” address for email communication. The software will search for a valid email address in the following order:

    1. User – The logged in user’s access file. Go to:
      Utilities > Controls > User Access Inquiry > Details Page 
    2. Company Inquiry – Go to:
      Utilities > Controls > Company Inquiry > Emails Page 
    3. System Controls – Go to:
      Utilities > Controls > System Controls

    Once a valid email address is found, SapphireOne will not proceed to the next level in the precedence order. This ensures that all emails sent from SapphireOne are sent from a valid and recognisable email address. By prioritising the user’s email address, SapphireOne can ensure that all emails sent from the software are sent from a trusted source. This means that they are more likely to be delivered successfully.


    1. Email Set Up User access Inquiry

    The User Access Inquiry is the first location where SapphireOne searches for the return email addresses. When sending emails from SapphireOne, the software prioritises the User Access Inquiry as the first place to look for a valid email address. By doing so, SapphireOne can ensure that the email communication is sent from a trusted and recognised source.
    Utilities > Controls > User Access Inquiry > Details Page.

    Email Area

    The User Access Inquiry is the primary area that SapphireOne checks when sending emails from within the software. This area contains the necessary information for accessing the email return addresses that SapphireOne will use when sending out emails. By prioritising the User Access Inquiry, SapphireOne can ensure that the email communication is sent from a valid and trusted source. This also means that all necessary information is easily accessible within SapphireOne.

    • Return Email Address – If the SapphireOne Email Client is being used the only item required to be entered into a user inquiry is a return address as seen above. For this user any emails sent from SapphireOne will have this users return address.
    • External Mail Client – If the checkbox is selected in SapphireOne, the following items will be required:
      • User Name – Enter the user name for the external mail client.
      • Password – Enter the password for the external mail client.
    • BCC option – If users plan to use the BCC function when sending emails from SapphireOne, an additional email address must be entered. This email address can be a company or personal email account, or a dummy email account set up specifically for storing emails sent from SapphireOne. By entering this additional email address, users can ensure that all emails sent from SapphireOne are copied to the specified email account for record-keeping and backup purposes. This feature can help users stay organised and keep a permanent record of all emails sent from SapphireOne.

    Office 365 Email Settings

    It is important to remember that if users are using Office 365 as their email provider, both the Office 365 host and the Office 365 user email address must be entered into SapphireOne. The Office 365 host email address should be entered into System Controls, as discussed earlier. Additionally, when setting up a User Access Inquiry, the Office 365 user’s email address must also be entered. By completing both of these steps, users can ensure that their Office 365 email is fully integrated with SapphireOne and can be used seamlessly within the software.

    Company Inquiry Email Set Up Page

    If a valid email address is not found in the User Access Inquiry, SapphireOne will next look in a Company Inquiry. Within a Company Inquiry, there are five options available for entering email addresses which may be better suited for the user. For example, if different email addresses are to be used for Receivables, Payables, Sales, Purchases, and Payroll. By entering the appropriate email addresses in each of these fields, users can ensure that all email communication related to these areas is sent to the correct email address. By using the Company Inquiry in this way, users can further customise their email communication within SapphireOne. This ensures that all relevant parties receive the necessary information.
    A company Inquiry is found by going to: Utilities > Controls > Company Inquiry > Emails Page

    Email From Addresses

    When sending emails from within SapphireOne, the software checks the Company Inquiry for information on accessing the email addresses to use when sending out emails. The Company Inquiry allows for up to five independent return email addresses to be used when sending emails from within SapphireOne. If the same email address is to be used for all five areas within SapphireOne, (Receivables, Payables, Sales, Purchases, and Payroll), users can enter the same details into all five areas. By using the Company Inquiry in this way, users can further customise their email communication within SapphireOne and ensure that all relevant parties receive the necessary information.

    Entering Email Data and details

    For each area from Receivables to Payroll enter the same details for each one:

    • Return Email Address – When using the built in SapphireOne Email Client, the only item required to be entered into a User Access Inquiry is a return address, as mentioned earlier. Once a valid return address is entered into the User Access Inquiry, any emails sent from SapphireOne will have this user’s return address. This simplifies the email setup process and ensures that all email communication is sent from a recognisable and consistent source. By using the SapphireOne Email Client and entering a valid return address, users can streamline their email communication and ensure that all emails are sent from a trusted and recognised source.
    • External Email Client – If users plan to use an external email client with SapphireOne, they will need to turn on this functionality by going to:: Utilities > Controls > Master Defaults > System Page. On the System Page of the Master Defaults in SapphireOne, users can access the Email area by navigating to the center of the page. To use an external email client with SapphireOne, users should select the checkbox. Once this checkbox is selected, the following items will need to be entered:
      • User Name – Enter the user name for the external mail client.
      • Password – Enter the Password for the external mail client.
      • By entering this information, users can integrate their external email client with SapphireOne and manage all of their email communication in one place. This can help streamline the email process and make it easier to stay organised and efficient.
    • BCC option – To use the BCC function when sending emails from SapphireOne, users must enter an email address to be used specifically for this purpose. This email address can be a personal or company email account or a dummy email account set up to store emails sent from SapphireOne. The BCC function helps keep a record of all emails sent from SapphireOne, which can be useful for record-keeping purposes and provide an additional layer of backup. By using the BCC function, users can further customise their email communication and ensure that all relevant parties receive the necessary information.
      • Company or Personal – Remember that this can be a Company or a Personal email address.
      • Dummy address – It could also be a dummy email address set up just for the storing all Emails sent by SapphireOne. The advantage of this would be that the only emails in the email box would be the ones sent from SapphireOne.
    • Email Logs – Whenever an email is sent using SapphireOne, the system will automatically generate a log that tracks the details of the email, including the sender, recipient, date and time, and any attachments that were included. This log can be viewed by users at any time and serves as a record of all emails sent from SapphireOne. By reviewing the email log, users can easily track their communication and ensure that all necessary emails have been sent and received. The email log is an important feature of SapphireOne that helps users stay organised and efficient in their email communication.

    Email Settings in System Controls

    If no email address is entered in a User inquiry, Previous page, or a Company Inquiry, SapphireOne will attempt to retrieve an email address from the System Controls as a last resort. This has been previously documented in this article. By setting up the email settings in System Controls, users can ensure that SapphireOne has access to the necessary information to send emails and retrieve email addresses when needed. By utilising all of the available options for entering email addresses in SapphireOne, users can ensure that their email communication is streamlined and efficient.

    Setting up Client and Vendor To Email Addresses

    To fully utilise the email functionality in SapphireOne, users must also set up the email addresses for each Client, Vendor or Employee. For Vendors and Employees, there is provision for storing a single To email address.

    Multiple Email addresses

    For Clients, there is provision for storing two email addresses. A general email address and a secondary one that can be used for specific purposes, such as emailing statements. While the screenshot below shows the email address fields within a Client Inquiry, the Vendor email addresses can be found in the same location on the first page of a Vendor Inquiry. By setting up these individual email addresses, users can easily send emails directly to specific contacts within their database. This will streamline their communication and improving efficiency.

    Email Settings for Clients & Vendors

    Any email address entered into the Email and E-Statement fields in a Client’s master record will be used as follows. It will be the default addresses for sending standard emails and email statements to that Client, respectively. This allows users to easily send both types of emails directly to their Clients from within SapphireOne. This will help streamline communication and improving efficiency.

    • Email Data Entry – The procedure and location for the entering of the email address is identical for both Clients and Vendors.
    • Existing Clients Vendors & Employees –It’s important to check if email addresses are inserted and correct these items when using SapphireOne’s email functionality. This helps avoid errors and ensures effective communication.
    • Batch Email Checkbox – When sending emails to both clients and vendors, the checkbox must be selected for each contact. This enables users to send multiple emails at once, saving time and effort in their day-to-day operations. By streamlining the process of sending emails, SapphireOne helps to improve efficiency and productivity for businesses of all sizes.

    Setting up the Employee To Email Addresses

    After entering the To Email addresses for employees in SapphireOne’s Employee Inquiry, the procedure for sending emails is the same as for Clients and Vendors, as documented above.


    Where are emails sent from?

    SapphireOne provides multiple locations from which users can send emails, as outlined below. Although email is now the more popular option, users can still opt to print and send Statements, Payments, and Invoices using regular mail services from the same area.

    This article provides a brief overview of all email procedures to serve as a reference guide. Further details are provided later in the article. It is recommended that readers review the entire article for a comprehensive understanding.

    Accounts Mode.

    Client Statements

    The procedure for processing Client Statements in SapphireOne is from the list of Reports in the Receivables menu.
    This item may be found by going to: Accounts > Receivables > Statements

    • Client Statements – Once the user selects the Statement Report item from the Reports list in the Receivables menu, the Print Dialog screen will be displayed immediately.
      • Print Dialog –The Print Dialog screen provides options for sending statements via email, either individually or in batches. To access these options, navigate to the Destination menu on the Print dialog screen.

    Vendor Payments

    The procedure for processing Vendor Payments in SapphireOne is from the Process list in the Payables menu.
    This item may be found by going to: Accounts > Payables > Payments

    • Vendor Payments – Once the user selects the Payment option from the Process list in the Payables menu, the Process Payments alert will be displayed immediately.
      • Process Payments – When this alert is displayed select the Payments Checkbox.
        • Bank Accounts – When the Bank Account alert is displayed select the appropriate bank account.
        • Print Dialog – When the user selects the Payment Option function, they will be prompted with two additional alerts before they can proceed. After the user proceeds, they will see a screen with an option to send either single or batch emails, which can be selected from the Print Destination menu.

    Accounts Mode Transaction Inquiry Lists

    For both Receivables and Payables, users can also send single or batch emails from the Transaction Inquiry list.

    • Single or Batch Emails – To send a single or batch email in both Receivables and Payables, the user can select and highlight a single item from the Transaction Inquiry list or use Command/Control click to select specific transactions.
      • Printing – Directly select the Print-Button print button on the main tool bar.
      • Print Dialog – This screen has provision for the sending of either Single or Batch emails from a selection made from the transaction list
      • Print Destination Menu – This menu provides options for sending either a single email or batch emails from a selected list of transactions. Users can either highlight a single item from the list or use the Command/Control click function to select specific transactions for emailing.

    Accounts Mode Single Transaction open on screen

    • Single Email – In both Sales and Purchases modules of SapphireOne, when a single transaction is open on screen, can be printed or emailed by selecting the arrow next to the Print Print button on the main toolbar. This will display a drop-down menu with an option to send the transaction as an email.
      • Remember, the email option will only be displayed in the drop-down menu after selecting the arrow next to the Print Print button on the main toolbar.

    Inventory Mode Emailing

    • Sales Invoices – To send emails from the Invoice Order Report in SapphireOne, users need to select the Invoice Order item and the print dialog screen will be displayed.
      • Location – To do this go to: Inventory > Sales > Invoices in the Reports List.
      • Print Dialog – Go to the Print Destination menu and select Email as the print destination.
      • Report Type – After selecting the email option, only the Batch Email option will be displayed in the Report Type menu. This feature enables users to send batch emails using the Invoice Report function.
    • Purchase Orders – To send emails from the Purchase Orders Report in SapphireOne, users need to select the Purchase Orders item and the print dialog screen will be displayed.
      • Location – To do this go to: Inventory > Purchases > Purchase Orders in the Reports List.
      • Print Dialog – Go to the Print Destination menu and select Email as the print destination.
      • Report Type – After selecting the email option, only the Batch email option will be displayed in the Report Type menu. This feature enables users to send batch emails using the Purchase Orders function.

    Payroll Mode

    • Payslips – To email Payslips in SapphireOne, users need to select the Payslips item and then the print dialog screen will be displayed.
      • Location – To do this go to: Payroll > Payroll > Payslips in the Reports List.
      • Print Dialog – Go to the Print Destination menu and select Email as the print destination.
      • Report Type –Once the email option is selected, both the Single Email and Batch Email options will appear in the Report Type menu. This allows users to send both single and batch emails using the Payslip report function in Payroll.

    It is crucial to exercise caution when emailing Payslips, as SapphireOne defaults to sending emails to all employees from the last payrun.


    Emailing Procedures from Accounts mode

    Both the Receivables and Payables modules in SapphireOne have a Transaction Inquiry feature. From within this feature, a single transaction can be opened on the screen and then either printed or emailed.

    Single Emails

    In both the Receivable and Payable modules of SapphireOne, there is a small button located to the right of the print button on the main toolbar. Clicking on this button when a transaction is open on the screen, will display the available options as shown to the right. Selecting the Email option will prompt SapphireOne to display the Email Report screen, which is shared across all areas of the software.

    • Standard Email – A standard hard-wired report can be sent without any modifications by the user. To view such a report, click on the “View” button.
    • Attachment – To send a custom report, select the Plain Paper option from the Attachment menu.

    Emailing Using the Print Dialog Function

    It is important that when using this procedure, SapphireOne will attempt to email or print all of the Client Receipts or Remittances that appear in the list on the screen. Not just the selected items. To ensure that only the required transactions are processed, users must first highlight/select them. Then filter the transactions using Command/Control G or the Show Subset option in the Options menu.

    • Where used – From Accounts mode for both Receivables and Payables as follows.
      • Receivables – From a Transaction Inquiry and from Statements in Reports.
      • Payables – From a Transaction Inquiry and from the Payments function which is where an ABA file is created
    • How Accessed – Select the Print-Button print button and not the small arrow to the right of the button.
      • Print Dialog – Once the user selects the Print-Button print button the Print Dialog screen will be displayed as seen below.
        • Print Destination – Select the Email option, then immediately below select either Single or Batch email option. 

    Print Destination Selected (Email)

    The example below is from the Accounts > Receivables > Transactions. However. the procedure for sending Invoices or remittances by email, is very similar for any function that it is used with. When Email is selected from the Print Destination drop down menu, the Report Type menu heading is removed. The menu selection is still available so select the email type required Single or Batch. 

    Email Type

    Single Email:  Choosing this option will prompt SapphireOne to create a separate email for each Remittance or Invoice. Then send it to the corresponding Client or Vendor.
    Batch Email:  SapphireOne will send a batch of Remittances or Invoices for each Client or Vendor in a single email.

    Sending A Single or Selected Emails

    If you’re unsure about the sequence number or other details of the transaction/s you want to email while the print email dialog pop-up is displayed, move it to the left of the screen. Then select the Account Transactions option from the Inquiries Pallet. Then, read the necessary details from the list and insert them into the filter area of the pop-up. (It’s advisable to use sequence numbers if the range is limited.)

    Emailing Payments

    Note that selecting the Payments option from the Payables drop-down menu triggers an additional alert. This asks the user to specify their intentions. Given that the Payments have already been created, the user will need to process them via printing. Thus, select the Payments option. A list of available bank accounts will appear; choose one by clicking on it.

    Next, the print dialog shown below will appear. From the Print Destination drop-down menu, select Email. These emails can be sent individually, or the Batch Email function can be used to send them all at once.

    Locking Processed Transactions

    As shown in the screenshot above, there are several options available when processing payments in your SapphireOne data file. Depending on your chosen action, SapphireOne may prompt you to confirm that the items have been printed/created correctly.

    This confirmation prompt will appear when the ABA file for EFT is selected. For instance, you might choose to create the ABA file and send the remittances by email at a later time. It is highly recommended that you answer Yes when prompted to confirm the creation of the ABA file so that you don’t forget to lock the transactions later on. Further alerts will then appear, requesting information on grouping EFT payments on the bank reconciliation and a batch number.

    If you decide to send the remittances by email at a later time, select No when prompted to confirm the creation of the ABA file. The only remaining alert will ask for grouping of the transactions on the bank reconciliation, which should have been addressed when the ABA file was originally created.

    What is sent in the email

    The data entry fields displayed on screen, as well as the information transmitted, vary depending on the function being used. Nevertheless, the overall layout of the email sent remains the same each time.

    • Host Address – The details will be populated automatically from System Controls. If these details are not automatically populated, users may enter them as needed.
    • From Email – The user’s email address will be sourced from User Access Inquiry by default, but if it is not available, it will be taken from Company Inquiry. If neither of these sources provides an email address, the address from System Controls will be used..
    • To, CC & BCC Email – These fields will be automatically populated by SapphireOne from the email addresses listed in a Client, Vendor, or Employee inquiry.
      • Direct Entry – It is possible to manually enter the email addresses for To, Cc, and BCC if desired, but selecting any of the buttons will open an Address List pop-up. This allows for selection of email addresses from a displayed list.

    It is important to note that SapphireOne will only display Clients, Vendors, or Employees in the Address List who have an email address entered in their master file.es

    Attach Document & View Buttons

    • Attachment – The drop-down menu in the Attachment data entry field will vary depending on the location of SapphireOne being used at the time.
    • View Button – Clicking on the button will prompt SapphireOne to display the email that is about to be sent, as shown below.

    Emailing Procedures from Inventory Mode

    Both the Sales and Purchase modules in SapphireOne have a Transaction Inquiry feature. From within this feature, a single transaction can be opened on the screen and then either printed or emailed.

    Single Emails

    In both the Sales and Purchase modules of SapphireOne, there is a small arrow located to the right of the Print-Button Print button on the main toolbar. Clicking on this button when a single transaction is open on screen, SapphireOne will display the available options as shown to the right. Selecting the Email option will prompt SapphireOne to display the Email Report screen. This functionality is shared across all areas of the software.

    Note that when the email report screen is displayed and the user clicks either the Cancel or Send button, an alert will appear, as shown to the right.

    It is important to select your option carefully. Choosing Yes will cause SapphireOne to mark the item as Printed/Emailed and it will no longer appear in any lists of items to be printed.

    Batch Emails for Inventory Mode

    Emails for both Sales and Purchases are sent from Transaction Inquiries using the Batch Email option. This functionality is available in the Tools menu on the main toolbar (as shown on the right). This option can be

    .used to send emails for any item that appears in these lists.

    It is important to note that SapphireOne will only send emails for currently highlighted items. If SapphireOne detects that no items have been highlighted, it will display an alert message.

    To send emails for selected items, users must first use Command/Control G to filter the list and display only the desired items. Then, Control A must be used to highlight all of the selected items in the resulting list.

    Sending Email examples

    Please refer to the screenshot below, where we have used command/Control-Click to select sales invoices. Once these items have been selected and the Batch Email option is chosen, SapphireOne will display the pop-up message shown below.

    All of the highlighted items from the Sales list will populate the Batch Email Invoice list (as shown below). The user may then deselect any unwanted items from the Include Column checkboxes; these items will then not be included in the email.

    This gives the user two opportunities to select the transactions to be sent by email.

    Attachments

    The Attach Report menu provides the user with the option to attach almost any type of report to the email.

    To do so, select the desired report from the drop-down menu (as shown on the left).

    Please note that the normal body of the email as sent from SapphireOne will not be included. The attachment will be attached to the email and sent as a separate attachment.

    Once the desired attachment has been selected, the button will be displayed. This enables the immediate printing of any attachments being sent out via email.

    If the checkbox is selected, SapphireOne stores a copy of the PDF as part of the transaction in the Documents section of the relevant Client or Vendor master record.

    Once a copy of the PDF has been saved, the red paper clip on the first page of the Client or Vendor master record will turn green. Then the number of items it holds will be incremented by 1.

    Choose Contact Email

    For example, a single transaction in the Batch Email Invoices screen is highlighted and the choose contact email button is selected. SapphireOne will then display a list of contacts for the selected Client or Vendor to whom the email can be sent. Assuming that email addresses have been correctly entered for the contacts, SapphireOne will send the email to the selected contact.

    What Will Be Sent

    If the user sends an email directly from the Batch Email Invoices list without making any additional selections, one email will be sent to ARCRES.

    These emails are in HTML format and are hardwired into SapphireOne. If the checkbox is selected, SapphireOne will store a copy of the PDF as part of the transaction in the documents section of the relevant Client or Vendor master file. The red paper clip on the first page will turn green and the number of items it holds will be incremented by 1.

    Emailing Procedures from Payroll

    Batch Emailing Payslips from the Actual Pay Run

    Within the Pay Run process function, there is an option to send emails directly from the function itself. This feature is available on the Set Up Reports screen, as shown in the screenshot below.

    As the user will notice, by default, Payslips, Email Batch Payslips, and ABA file for EFT options are selected.

    When the checkbox is selected, SapphireOne will attempt to send an email to all employees in the last payrun with their payslips as an attachment.

    SapphireOne will also attach the sent payslip to the employee’s master record. To proceed with this functionality, select the button.

    Batch Emailing Employees Payslips after a Pay Run has been completed

    Even if the Batch Email checkbox hasn’t been selected, the Payroll officer can still choose to email individual employees who need their payslip emailed to them. To do so, the user can select the Employee Inquiry option from:
    Payroll/HR > Administration > Employee Inquiry to view a list of all employees in the data file.

    Using the Control/Command Click option or other available selection options in SapphireOne the user can select any employee from the last pay run that has been completed for the employee. Once the desired employees have been chosen, the user can begin the email process to send their payslips.

    SapphireOne’s main toolbar includes a small arrow to the right of the Tools button, which provides users with access to various selection options. To initiate the Batch Email process, users can choose this option by following a similar process as in Inventory mode. Selecting the Batch Email option will open the Email Report screen, which is consistent across all areas of SapphireOne.

    SapphireOne will show all of the selected employees from the Employee Inquiry list. In case any of the selected employees do not require an email, the user can uncheck the checkbox in the Include column. From here, just like in Inventory mode, users can choose the Attachment and Contact as needed. Once all the details are accurate, the user can select the button to initiate the process.

    After making the selection, SapphireOne will send an email to each employee with an attached copy of their payslip for the latest pay run processed in SapphireOne. If the user hasn’t set up an employee’s email address in the Employee Inquiry, SapphireOne cannot send the email. Therefore, it’s essential to ensure that all necessary information is accurately entered and up-to-date in the Employee Inquiry. This will guarantee the successful emailing of payslips.

    The process of sending payslips to employees via email is the same as sending emails in other modes. SapphireOne will send an email to the selected employees with an attached copy of their payslip for the latest pay run processed in SapphireOne.

    Emailing Historical Payslips

    Occasionally, there might be a need to email an employee’s historical payslip for certain reasons. In SapphireOne’s Payroll module, there is a specific function available for this purpose in the Reports section. To access it, go to Payroll/HR > Payroll > Payslips in the reporting section of the menu.

    Once the payslip option has been selected the Print Dialog option will be displayed allowing the user to drill down to a single employee in s specific payrun if necessary


    You can review our Blog and YouTube channel for additional information and resources on SapphireOne ERP, CRM and Business Accounting software.

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