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:

Application

Function

Accounts Receivable

Batch, immediate, and reprinted invoices

Accounts Receivable

Statements

Order Entry

Batch, immediate and reprinted invoices

Purchase Order

Pre-defined and user-defined new, changed, released and all purchase orders

Point of Sale

Batch invoices, credit memos and payments

Customer Orders

Packing lists, acknowledgments and invoices

Product Purchasing

Purchase orders

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. Here is a table of those areas and the fields:

Application

Menu

Field

Ctl

Setup information

User maintenance

Email address

Email login

Ctl

Company information

All fields on email tab (character screen 4)

A/P

Vendors (Contacts) *

E-mail

Email documents

A/P

Vendors *

Default contact (accessed on first tab or via field 4)

A/R

Customers (Contacts) *

Email

Email documents

A/R

Customers *

Default contact (accessed on first tab or via field 4)

* 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.

Company information

In Company information, Fifth Tab - Email Setup, you must enter the server host name and other email fields.

Within Company information there is an option to test your email connection. You must test the connection for the user for which you are logged into PBS.

Read the Company information chapter for more information on entering the fourth screen (email fields) and testing the email server connection.

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.

Stacking PDFs

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?

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.

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:

Error code

Message

10004

Interrupted system call.

10009

Bad file number.

10013

Permission denied.

10014

Bad address.

10022

Invalid argument.

10024

Too many open files.

10035

Would block socket in non-blocking mode. Resource temporarily unavailable.

10036

Blocking call operation already in progress.

10037

Operation already completed.

10038

Not a valid socket.

10039

Destination address required.

10040

Message too large for buffer.

10041

Protocol mismatch.

10042

Protocol option invalid.

10043

Protocol not supported.

10044

Socket type not supported.

10045

Socket operation not supported.

10047

Socket address family not supported.

10048

Socket address already in use.

10049

Socket address not available or not valid.

10050

Network error.

10051

Cannot reach network.

10052

Connection dropped.

10053

Connection timed-out or aborted.

10054

Connection reset by remote host.

10055

Out of buffer space.

10056

Socket already connected.

10057

Socket not connected.

10058

Socket functionality shut down.

10060

Timed-out attempting to connect.

10061

Connection refused by remote host.

10064

Host is down

10065

No route to host

10091

Network not yet ready.

10092

WINSOCK doesn't support requested version.

10093

Sockets not initialized. Call WSAStartup.

11001

Host does not exist.

11002

Host not found. Try again.

11003

Non-recoverable error has occurred.

11004

No data is available.

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.

Error Code

Problem

1 SEE_EOF

End of file (socket has been closed).

4 SEE_IS_BLOCKING

Socket is currently blocking.

7 SEE_INVALID_SOCKET

Invalid socket

8 SEE_TIMED_OUT

Socket timed out awaiting data.

9 SEE_NO_SOCK_ADDR

No socket address.

12 SEE_NO_HOST

No host name.

14 SEE_ABORTED

The DLL has been corrupted.

18 SEE_CANNOT_CREATE_SOCK

Cannot create socket.

30 SEE_ALREADY_CONNECTED

Already connected to server.

31 SEE_BACK_OVERFLOW

Response buffer has overflowed.

32 SEE_BAD_ADDRESS_CHAR

Bad character in email address.

34 SEE_CANNOT_ATTACH

Cannot access DLL.

35 SEE_CANNOT_OPEN

Cannot open file (for read).

36 SEE_CONNECT_ERROR

Error attempting to connect.

37 SEE_EMPTY_ADDRESS

EMPTY email address.

38 SEE_FROM_NULL_ARG

Required 'From:' argument is NULL.

39 SEE_MISSING_AT_CHAR

Missing '@' character in email address.

40 SEE_MISSING_FROM

Missing 'From:' email address.

41 SEE_MISSING_LEFT

Missing '<' delimiter in email address.

43 SEE_MISSING_RIGHT

Missing '>' terminating email address.

44 SEE_NOT_CONNECTED

Not connected to server.

45 SEE_NO_RECIPIENTS

Must have at least one recipient.

46 SEE_NO_SERVER

Cannot find SMTP/POP3 server.

47 SEE_NULL_POINTER

Unexpected NULL pointer.

49 SEE_SMTP_ERROR

SMTP returned error.

50 SEE_EMAIL_NULL_ARG

SMTP/POP3 server not specified.

51 SEE_SOCK_READ_ERROR

Socket read error.

52 SEE_SOCK_WRITE_ERROR

Socket write error.

53 SEE_TOO_MANY_AT_CHARS

Too many '@' symbols in email address.

55 SEE_CANNOT_ALLOC

Cannot allocate memory.

56 SEE_NOT_SERVER

 

57 SEE_NO_APOP_TIMESTAMP

POP3 server did not provide a timestamp.

58 SEE_SMTP_ONLY

Must be connected to SMTP server.

59 SEE_POP3_ONLY

Must be connected to POP3 server.

60 SEE_OBSOLETE_PARAMETER

Parameter is obsolete.

61 SEE_USER_NULL_ARG

Expected USER name not specified.

62 SEE_PASS_NULL_ARG

Required POP3 password argument missing.

63 SEE_POP3_ERROR

Error returned by POP3 server.

64 SEE_MSG_NBR_RANGE

Message number out of range.

65 SEE_FILENAME_NULL_ARG

Required filename is missing.

66 SEE_EMAIL_PATH_NULL_ARG

Required file path is missing.

67 SEE_CANNOT_CREATE

Cannot create file.

68 SEE_BUFFER_NULL_ARG

Required buffer is missing.

69 SEE_BUFFER_SIZE_ARG

Buffer size argument is not positive.

70 SEE_ATTACH_PATH_NULL_ARG

Attachment argument is missing.

71 SEE_NOT_ATTACHED

SEE not attached. Must call seeAttach first.

72 SEE_ALREADY_ATTACHED

seeAttach already called.

73 SEE_CHAN_OUT_OF_RANGE

Channel number out of range.

74 SEE_BAD_KEY_CODE

Bad key code (2nd argument in seeAttach)

75 SEE_NO_SUCH_FILE

No such file.

76 SEE_PATH_NOT_ALLOWED

Filename only - path not allowed.

98 SEE_EXPIRED

Evaluation version expired.

99 SEE_INTERNAL_ERROR

Internal SEE error.

1 SEE_CANNOT_COMPLY

Cannot comply. Not always an error.

1 SEE_NO_ERROR