Email Setup and Procedures in SapphireOne

Email Overview

SapphireOne gives all its users the ability to email any type of transaction or inquiry screen and they can be emailed directly from SapphireOne. This is something that can be set up with various email inquiry screens, for example, Receivables or Payables within Accounts mode and allows enormous flexibility in the type of design output that you’ve predefined. The email will always be produced as a PDF. The user also has the ability, once the email is sent you can set a default that can automatically attach the email attachment to the particular transaction it was sent from in the client record within the Document Management System (DMS). So the user has always got a permanent record of all the emails that have been produced from SapphireOne for your Clients, Vendors, Employees, Job Projects or whatever it may be. There is also automatically a email log on all email transactions.

For the two major platforms Mac OSX and Microsoft Windows, each have email capabilities. This article documents how to initially set up SapphireOne for this same functionality.

Since the emailing of various items may be performed from various modes within SapphireOne, it will be all documented in this article. Although the actual procedure is slightly different across the modes, the end result is the same.

For the platforms mentioned above, the user is assigned a machine or workstation with a mail client application on it. For a Mac it is Mail, and for Windows it is usually Outlook although there are numerous other mail clients that may be setup for both systems.

An Email Client is built into SapphireOne

SapphireOne has a standard email client application built in. First the email settings required to access the companies email host or server is setup in System Controls and tested. These settings are the ones used when any standard Email client is setup with either Mail or Outlook as documented above.

Then the From and To email addresses are entered as follows. For the From email address starting with a User Access Inquiry, SapphireOne will look for a valid email address. Once this is found it will use the email address and not look further.

  • From Email addresses – These are set up from the following locations in order of precedence. Starting with the User, SapphireOne will 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 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.

This allows multiple users to use SapphireOne’s email application from multiple locations in SapphireOne at the same time. The operating platforms Mac Mail or Windows Outlook is not used.

Spam Filters. For Batch emails SapphireOne will attempt to send multiple emails as fast as the email Host or server will take them. This may cause problems with any spam filters that have been setup on the companies email host or server. This spam filter will have to be adjusted by the person who is managing the email host or server to allow SapphireOne to perform this task.

BCC

For checking on what has been sent out in the emails the user is advised to make use of the BCC option when setting up e-mail details. This option is available from all areas where the e-mail option is available and can be used to send a copy of all emails sent to an email account. This could be a company, personal or dummy email account set up for the specific purpose of storing all emails sent from SapphireOne. 

Printing & Emailing

The user is advised to check how printing and emailing is selected by SapphireOne.  This functionality is set up by going to:  Utilities > Controls > Master Defaults > Invoices Page

The setup 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. 

The email Host or sever must be setup first as follows.

This item must be set up first as the host email, credentials and user name are entered here so that SapphireOne is able to access to your email host or server.
To do this please go to: Utilities \ Controls \ System Controls 

  • Email Address – An Email return address must be entered, so that when testing is performed, you are able to test it. It may also be used as a single return email address across all modes in SapphireOne.
  • Email Host – An Email Host must also be entered be entered here. The Email Host address usually starts with mail.xxx.xxx.xx, and is the email server that your company uses.
    • 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 SapphireOne is instructed to send an Invoice by email it will automatically attempt to access the Email Host as entered in the Email & Web Details area in System Controls. The Email address entered is the return Email address.
  • SMTP – When the the email host or server will require the entry of a user name and a password. This type of authorization should be required from mail host or servers. Once this checkbox is selected, the data entry fields for entry of a Username and Password will be displayed. 
  • SSL – If SSL encryption is required select the checkbox. This will tell SapphireOne to require that the connection is Secure Socket Layer.
    • Errors – Ant error in sending will be displayed in a Company Inquiry on the Email Ppage.
      UN: xxx is a User Name error while a PW:xxx is a password error
  • Alternate Port – SapphireOne will by default use the standard email port however an Alternate Port may be used by entering it into the data entry field. 

If Office 365 is used the host email that Office 365 uses must be entered instead. They will probably be something similar to these: 

For incoming Mails: IMAP & POP outlook.office365.com  For outgoing Mails: smtp.office365.com the one to enter for Email Host above!  Also, in a User Access Inquiry the Office 365 users email address must be entered as well. 

If emails are to be generated from users on the web the HTTP server will have to be started on the SapphireOne server. Be aware that the server itself will have to be re-started to enable this feature on the required checkbox 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 as SapphireOne would then fall back to here and use this single email address for all users and all areas. 


Setting up the From Email Address

SapphireOne follows the following precedent for selecting the “From Email” address. Once it finds a valid email address it will not proceed to the next level. 

  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

User access Inquiry

This is the first location that SapphireOne looks for the return email addresses.
Utilities > Controls > User Access Inquiry > Details Page.

Email Area

When emails are sent from within SapphireOne this is the first area that SapphireOne checks to find information for accessing the Email return addresses to use when sending out emails.

  • 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 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 the BCC function is to be used, this additional email address must be entered as well. This may be a company or personal email account. It could also be a dummy email account set up just for storing emails sent from SapphireOne. 

Remember if Office 365 is used both the Office 365 host must be entered into system controls and the Office 365 user email address must be entered above. 

If an email address is not entered in this User access inquiry SapphireOne will next look in a Company Inquiry. In a Company Inquiry there are five options available and these may be better suited if different Email addresses are to be used for Receivables, Payables, Sales, Purchases and Payroll. 

Company Inquiry Emails Page

A company Inquiry is found by going to: Utilities > Controls > Company Inquiry > Emails Page

When emails are sent from within SapphireOne this is the location that SapphireOne checks to find information for accessing the email addresses to use when sending out emails. Provision is made for 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, enter the same details into all five areas.

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

  • 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 Email Client – If an external email client is to be used, it will have to be turned on by going to: Utilities > Controls > Master Defaults > System Page.
    In the center of the page is an Email area. Select the checkbox. When this has been completed the following items will have to be entered.
    • User Name – Enter the user name for the external mail client.
    • Password – Enter the Password for the external mail client.
  • BCC option – If the BCC function is to be used this email address must be entered as well. This may be a company or personal email account. It could also be a dummy email account set up just for storing emails sent from SapphireOne.
    • 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 – Any email sent by SapphireOne will generate a log as seen in the screenshot above. 

If nothing is entered in a User inquiry, Previous page, or here in a Company Inquiry SapphireOne will as a last resort look in a System Controls which has been documented earlier in this article. 

Setting up Client, Vendor or Employee To Email Addresses

The user next has to then set up within each Client, Vendor or Employee their individual email addresses. For Vendors and Employees there is provision for the storing of a single To Email address.

For Clients we have provision for the storing of two Email addresses, a general Email address and a second one which could be used for the emailing of statements to Clients for example. While the screenshot below is from a Client in a Client Inquiry, The Vendor email address is in the same area on the first page of a Vendor Inquiry.

This will be the email address that these emails are to be sent to as seen in the screenshot above of a Clients master record.

  • Email Data Entry – The procedure and location for the entering of the email address is identical for both Clients and Vendors.
  • Existing Clients Vendors – For these the user will have to check to see if the email addresses have actually been inserted, and if so, are they correct.
  • Batch Email Checkbox – The checkbox must be selected for both Clients and Vendors to use the batch email option when sending emails.

Setting up Employee To Email Addresses

The To Email addresses for employees are located on the first page of an employee inquiry as seen below.


Where are emails sent from?

There are a number of places that emails may be sent from within SapphireOne .

  • Accounts Mode – The recommended procedure for emailing is from reports area in both Receivables and Payables.
    • Receivables – When the Statement Report function is selected SapphireOne will immediately display the Print Dialog screen.
      • Print Dialog – This screen has provision for the sending of either Single or Batch emails from a selection made from the Print Destination menu.
    • Payables – When the Payment Option function is selected there will be two additional alerts as follows.
      • 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 – This screen has provision for the sending of either Single or Batch emails from a selection made from the Print Destination menu.
    • Transaction Inquiry – For both Receivables and Payables, Single or Batch emails may also be sent from the Transaction Inquiry list in.
      • Single or Batch Emails – Either select/highlight a single item from the list, or use Command click to select specific transactions.
      • Printing – Next directly select the Print-Button print icon 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
      • Emailing – When the required email function has been selected, Single or Batch, select the print button. SapphireOne will immediately send the emails as requested

While provision has been made using these Transaction Inquiry lists to send emails they are hard wired into SapphireOne and are only there for the occasional time when the emailing of a transaction from either of these lists is required. Provision is made for the sending of single emails only.

  • Inventory Mode – In either Sales or Purchases there are several locations from where emails may be sent.
    • Single Emails – Any transaction that is open on screen in both Sales and Purchases may be emailed by selecting the arrow next to the Print Print icon on the main tool bar.
    • Batch Emails – When a list of transactions is on screen in both Sales and Purchases, Sapphire Tools Icon Main Toolbar Tools is used to send batch emails and may be sent by selecting the arrow. SapphireOne will demand that transactions are selected/highlighted before it will attempt to send these batch emails.
    • Sales Invoices – Email functionality is available from the Invoice Report function. Once the Invoice Report function is selected, the print dialog screen will be displayed immediately. From there select Email as the Print Destination to display the send batch email screen.
    • Purchase Orders – Email functionality is available from the Purchase Orders Report function. Once the Purchase Orders Report function is selected, the print dialog screen will be displayed immediately. From there, select Email as the Print Destination to display the send batch email screen.
  • Payroll mode – From the Reports menu in Payroll is the Payslips option. This option will either print or email Payslips. Once the Payslips option has been selected the print dialog pop up will be displayed as seen below. Then select the Paint Destination as Email 

Be VERY careful when emailing Payslips as SapphireOne default to email employees is all of the last payrun.


Emailing Procedure from Accounts mode

Single Emails

In both Receivables and Payables there is a small to the right of the print icon on the main toolbar. For any transaction that is open on screen, the options as seen to the right are provided. When the Email option is selected SapphireOne will display the Email Report screen as seen below. This email Report screen is common to all areas of SapphireOne.

  • Standard Email – A standard hard wired report may be sent without any alteration by the user. To view this report select the View button.
  • Attachment – If a custom report is to be sent select the Plain Paper option.

Emailing Using the Print Dialog Function

The user should be aware that when using this procedure SapphireOne will email or print all of the Client Receipts or Remittances in the list on screen not just the selected items!

  • 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 also the screens for creating an ABA file
  • How Accessed – Select the Print-Button print icon and not the small arrow to the right of the icon.
    • Print Dialog – Once the user selects the Print-Button print icon the Print Dialog screen will be displayed as seen below.
    • Print Destination – Select the Email option, then immediately below select either single email or batch email. 

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 is replaced by Email Type

Email Type

Single Email:  Selecting this option will cause SapphireOne to generate an individual email, for each Remittance or Invoice to each Client or Vendor. 
Batch Email:  SapphireOne will send a single Email, with a batch of Remittances or Invoices for each Client or Vendor

Sending A Single or Selected Emails

You have the print email dialog pop up displayed as seen above and you cannot remember the sequence number or other details of the transaction/s that you want to selectively send as an email. 

Move the print dialog pop up to the left of the screen and then go to the Inquiries Pallet and select Account Transactions from the list. Read the details from the list as needed and insert into the filter area of you print dialog pop up. (Suggestion: use the Sequence numbers if a limited number.) 

Payments Option

Note that when the Payments option is selected from the main drop down menu, an additional alert will ask what the user wishes to do. Since the user will have already created the Payments, these payments will now have to be processed by some type of printing so select Print Payments.
A list of available bank accounts so select one and then click on it. 

The print dialog as seen below will be displayed. From the Print Destination drop down menu select Email. These emails may be sent one at a time or the Batch Email function may be used. 

Locking Processed Transactions

As may be seen from the screenshot above there are a number of options when processing payments from your SapphireOne data file. Depending on what you have asked SapphireOne to do, you will at times be asked to confirm that the items were Printed/Created correctly.

This will occur when the ABA file for EFT is selected. For example, you may decide to create the ABA file and send the remittances by email at a later time. It is strongly recommended that you answer yes to this when the ABA file is being created so that you do not forget to lock the transactions at a later date. Additional alerts will then ask for the grouping of EFT payments on the bank rec, and for a batch number. 

Later when you decide to email the remittances, answer no. The sole alert will ask for grouping of the transactions on the bank rec, which you should have answered when creating the ABA file. 

What is sent in the email

The data entry fields on screen and the information sent is dependent on the function being used however, the basic layout of the email sent is the same each time. 

  • Host Address – The details will be from System Controls. If this is not entered the user may enter it as required.
  • From Email – There is a precedence, User Access Inquiry, Company Inquiry and the System controls.
  • To, CC & BCC Email – SapphireOne will enter this from a Client, Vendor or an Employee inquiry.
    • Direct Entry – You may type in the To, Cc and Bcc addresses manually if you wish, however clicking on any of the buttons will open this Address List pop-up, enabling you to make a selection from the list displayed. 

SapphireOne will ONLY display Clients, Vendors or Employees in this Address List, who have an email address entered into their master files

  • Attachment – There is a drop down menu as part of the Attachment data entry field and this will alter according the location of SapphireOne that is being used at the time.
  • View Button – If the button is selected, SapphireOne will display the email that is to be sent as seen below. 

Email procedure from Inventory Mode

Single Emails

In both Sales & Purchases there is a small to the right of the Print-Buttonprint icon on the main toolbar.
For any transaction that is open on screen the options as seen to the right are provided. When the Email option is selected SapphireOne will display the Email Report screen as seen below. This email Report screen is common to all areas of SapphireOne and is the same screen as for Accounts mode.

When this email report screen is displayed, and the user selects either the Cancel or send button the alert as seen to the right will be displayed.

Select carefully, when Yes is selected SapphireOne will mark this item as Printed/emailed and it will no longer displayed in any lists of items to be printed.

Batch Emails for Inventory

Emails for both Sales and Purchases are all sent from Transaction Inquiries. using the Batch email option from the Tools menu on the main toolbar as seen to the right and may be sent for any item that appears in these lists. 

The user should also note that SapphireOne will only send emails to the currently highlighted items. 

If SapphireOne detects that the user has not highlighted any items, it will display the pop up as seen to the right. 

If Control G is selected so that only the items that are to be sent are displayed in the list, Control A will then have to be selected so that they are all highlighted. 

Please note the screenshot below. We have used control click to select the sales invoices. Once they are selected and the Batch Email option is selected, SapphireOne displays the pop up as seen below. 

ALL of the items highlighted from the Sales list will populate the Batch Email Invoice list as seen below. The user may then de-select any of these from the Include column and they will not be included as part of this email. This means that the user has two opportunities to select the transactions that are to be sent by email. 

Attachments

The Attach Report menu gives the user the option of attaching virtually any report to the email.

To do this select the required report from the drop down menu as seen to the left.

The normal body of the email as sent from SapphireOne will not be sent however the attachment will be attached to the email and sent as an attachment to the email. 

When the required attachment has been selected the button will be displayed enabling the immediate printing of any attachments being sent out via email. 

If the checkbox is selected, SapphireOne will store a copy of the pdf as part of the transaction in the documents section of the Client or Vendors master record. 

The red paper clip on the first page of the Client or Vendors master record will become green, and the number of items it holds will be incremented by 1. 

Choose Contact Email

When a single transaction in the Batch Email Invoices screen is highlighted, and the button is selected, SapphireOne will display a list of contacts for the selected Client or Vendor to send this email to. Provided 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 directly from the Batch Email invoices list as seen on the previous page without making any additional selections, three emails will be sent to BUTBOW and three 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 Vendors master file. The red paper clip on the first page will become green, and the number of items it holds will be incremented by 1.

Emailing Employees Payslips

The emailing of payslips to employees is exactly the same as sending emails in Inventory mode.
For the selected employees SapphireOne will send an email with an attachment of their payslip for the last payrun executed in SapphireOne.

Once a pay run has been completed the user may use an Employee Inquiry to get a list of all employees in the data file by going to:
Payroll/HR > Administration > Employee Inquiry

Select the employees that you want to send their payslips to by email. Use Ctrl/Cmd Click option or any of the other options when selecting any item from a list in SapphireOne.

As in Inventory mode, the user will note that there is a small to the right of the Print-Buttonprint icon on the main toolbar for selection.
When the Batch Email option is selected SapphireOne will display the Email Report screen as seen below.

This email Report screen below From the users selection is common to all areas of SapphireOne and is the same screen as for Inventory mode.

SapphireOne will display all of the selected employees from the Employee Inquiry list. If any of them do not require the sending of an email, de-select the checkbox in the Include column.

From here as in Inventory mode select the Attachment and Contact as required. When all is correct select the button.

Emailing Payslips from the Actual Pay Run

There is provision for the sending of emails from this function itself. The screenshot below is from the Pay Run process function, Set Up Reports screen.

As the user will note that the Payslips and ABA file for EFT options have been selected by default.

When the check box is selected, SapphireOne will attempt to any employees in this the last payrun, their pay slips as an attachment to an email.

SapphireOne will also attach the payslip as sent to the employees master record.

To proceed with this functionality select the button.


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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