Email

NewViews can create and directly send Electronic mail (email). No third party software is required (e.g. Microsoft Outlook).

• Outgoing Mail Server SMTP settings
• Outgoing Mail Server OAuth settings
• Common Email print prompt settings
• Saving sent emails
• Email log file
• Troubleshooting email
• Testing port 25 and smtp server

Why electronic mail

The ability to create an email directly from the accounting database provides additional control and flexibility.

• You may choose to send weekly customer statements, since there is no cost in paper, toner, envelopes and postage.
• You may choose to send purchase orders via email, and take advantage of no "snail mail" delay.
• Instant email is faster than faxing documents and takes advantage of greater privacy.
• When using Direct Deposit in payroll, you may choose to email your employees their pay stub.
• when using EFT to pay vendors, you may notify them instantly via an email payment advisory stub.
• All the above save time and money.

Getting Started

To get email up and running you need to do five things:

• Setup the information NewViews needs to communicate with your SMTP (Simple Mail Transfer Protocol) email server to send email.
• Populate account addresses ( customer, vendor, shareholder, etc.) and employee addresses with email addresses.
• Possibly edit MS Excel templates (e.g. sales invoice, customer statement, etc.), for a cleaner PDF "look".
• Possibly create MS Word templates for mail-merge (e.g. form letters, promotion announcements, etc.).
• Setup additional information in the prompt windows for tools and print commands that cause file/printer output (so a file can be attached to an email).

The printing process creates the emails

Email in NewViews is sent using the printing process. Instead of directing output to a printer (or the display, or a file), you direct output to "email". Email is only sent for accounts/employees that have a valid email address. (Or transactions that reference (post to) accounts/employees that have a valid email address.)

Getting documents out (e.g. customer statements) can be a two-step process.

• First, send statements via email to all customers that have an email address.
• Second, print all the "stragglers" to paper.

This is the reason for the Email Status field in the print/tool prompt. First, select Email Status active to send all possible emails. Second, select Email Status inactive to print the remainder.

Seven document types can be emailed from NewViews

The following documents can be emailed directly, as file attachments, in xls or PDF format. See email Print Settings for more.

• Any Mail Merge output.
• Invoices
• Receipts
• Statements
• Direct Deposit stubs
• EFT Payments detail advisory slips
• Purchase Orders

The recipient email address is found on line 25 of the AP and AR accounts address table. Multiple email addresses can be added, use a comma as the separator.

An email attachment can be in Excel or PDF format

An email created by NewViews has the following elements:

• From:
• To:
• Reply To:
• Bcc:
• Subject:
• Message (body text)
• An attachment file

The Common Email print prompt settings provide most of the information needed. The To: value is read from the account/employee, or the account/employee referenced by a transaction, and the attachment file is created by the print or mail-merge operation.

The type of attachment file (i.e. xls or PDF) is controlled by the Filename extension.

Sending an attachment as an Excel file (.xls) requires that the recipient of the email have Excel on their computer or an Excel file reader. There are also two default file formats for Excel files. By default the recipient can edit an Excel attachment.

• .xls for Excel versions '97, 2000 and 2003
• .xlsx for Excel version 2007 and 2010

Sending an attachment as a PDF file requires that the recipient of the email have a PDF reader. The most popular is Adobe Reader. It is available as free download at get.adobe.com/reader By default the recipient cannot edit a pdf attachment.