Open topic with navigation

Email Configuration

This appendix contains the following topics:

Introduction to Email Configuration

Email Configuration

Emailing Errors

Introduction to Email Configuration

If you are using a -PDF- or a -PDFP- printer in Company information to print specific PBS form types you are generating PDF files. These files can be emailed.

Email must be configured in PBS before these features will function properly. This appendix identifies what needs to be configured in PBS in order to email PDF forms to customers or vendors.

If you already have email configured, information on the user functions of emailing and viewing PDFs, is in the System User documentation chapter PDF Form File Processing.

The following is a list of forms that may saved as a PDF and therefore may be emailed:

You must have an email address for each PBS user who will be emailing from PBS as well as SMTP or SSL connection settings before you can implement email in PBS.

Email Configuration

In order for emailing PDF files to function properly, there are several areas within PBS that require a setup. You must set up the system (CTL) fields in all cases. The A/P, A/R and PR fields depend on which forms you are emailing. Here is a table of those areas and the fields:

* If you are not emailing Purchase orders you do not have to set up Vendors and Vendor contacts. The vice versa is true if you are not emailing any customer documents.

Here are some more details on the email setup:

User Maintenance

Enter an email address and email login in User maintenance for each user that is going to email PDF forms from PBS. Read the PBS Users chapter for more information on entering the Email address and Email login fields. You must know the users' email address and SMTP or SSL authentication in order to make these entries.

There is no place to save email passwords in PBS. Therefore each PBS user who emails PDF files must know their own email password in order to email PDFs with PBS. The user will be prompted at the time of emailing for the password.

Company information

Email Setup

In Company information, Fifth Tab - Email Setup, you must enter the server host name and other email fields. This is required for ALL the form types that you email with PBS.

Within Company information you must test test your email connection. It will test the connection for the user's email address for which you are logged into PBS. The user must know their email password.

Printer Setup

For creating PDF files to be emailed, you must enter a printer as -PDF- or -PDFP- printer. This is also explained in Company information; see The Printer-name field and PDF Printing.

Vendor/Customer Contacts

You may enter customer or vendor email addresses on-the-fly if you want, but having them pre-entered in a contact file is a convenience.

You may email PDF forms to vendor and customer contacts. Email addresses are entered in the vendor contacts and customer contacts.

If you are going to stack and email PDFs it is essential that you have a contact set up for emailing. The two contacts fields required for emailing are E-mail (email address field) and Email documents (set it to Y or checked).

If you have more than one contact with an email address the Email documents field determines which contact to use. Even if you only have one contact with an emaiil address, set the field to Y (check the box) or you will have to enter an email address for the customer or vendor when emailing. If you have more than one customer or vendor contact set up for emailing, you can CC the PDF file to the other contacts.

For information on entering A/P contacts, go the Accounts Payable user documentation and read the Vendors chapter. For A/R contacts read the Accounts Receivable documentation chapter called Customers.

If the Company information field Allow email addresses to be entered at send time is set to N (unchecked), then you must enter a contact email address for each customer or vendor to which you will be sending emails.

Customers/Vendors

You should set up a default contact for each customer or vendor who will be emailed PDFs. When this is done, you will not have to enter the email address each time you select a form.

For information on entering vendors go the Accounts Payable user documentation and read the Vendors chapter. For entering A/R customers read the Accounts Receivable documentation chapter called Customers.

If the Company information field Allow email address to be entered at send time is set to N (unchecked) you must have a default contact for the vendor or customer. If set to Y (checked) you may enter an email address when emailing one PDF at a time, at send time. When stacking PDFs to be emailed, the default contact field must be entered.

PDF Form File Processing - Stacking PDFs

For stacking employee pay advices, other than Company information setup and the required fields in Employees, there is no other setup.

When stacking PDFs, in addition to the Company information and User fields, you must have the following fields set up for customers or vendors:

Customers > Default contact

Customers (Contacts) > Email and Email documents?

Vendor > Default contact

Vendors (Contacts) > Email and Email documents?

Employee Pay Advices

A Pay advice is a PDF form. During a pay run, using Print checks and post, Pay Advice PDF files are generated for each employee set to get them.

For direct deposit paid employees this is a convenience by not having to mail or hand deliver the remittance. For employees paid by check, the emailed pay advice can let the employee know that their pay check is available and ready for pick-up.

Employees Setup

In Employees there are three fields that involve emailing pay advices:

Checks (and Mailers)

Before doing a pay run, you must have emailing configured and active for the company. If not configured you will be warned on the Payroll calculation and you will be stopped from emailing during a pay run.

During a pay run, you may either elect to have the Pay advices emailed immediately or to stack them for emailing later. When emailing later you will use the Email/view printed PDFs features.

When stacking the PDF emails for sending later, go to CTL -> PFD form file processing.

Emailing Errors

There are potential error codes that could occur if the PBS email is not set up properly so that a connection cannot be made or the email provider is down. There are standard errors and errors specifically from Marshall Software. Marshall Software is a third party product that PBS uses to send emails.

In addition to the error messages below, also see Email Connection Failed and Other Errors, both in the Company information chapter.

Email Sending Limits

Most, if not all, ISP, Web Hosting and Free Email providers have limits on the amount of emails that can be sent per hour or per day. When you encounter this you may find that email works well for the first 50, 100, 200 or so emails and then just stops. You must consult with your provider and request an exception. If that does not work you will have to create your own dedicated web server. Here is a web site, that advertises their own service and goes into detail:

Email Sending Limits

Passport has never used or knows of anyone who has used the Groupmail service. Although their service may be fine, based on no experience we cannot recommend it.

WINSOCK Error Codes

WINSOCK (short for Windows Socket) is a Microsoft Windows DLL program that provides the interface to TCP/IP services, essentially allowing Windows to use Web browsers, FTP programs, and others. It allows you to send data to and from the Internet.

The following table contains the standard WINSOCK error codes and descriptions:

Marshall Software Error Codes

The following are the error codes and descriptions from Marshall Software. The letters SEE indicate that it is a Marshall Software error.

Open topic with navigation