Article #300 How to Configure Email Settings

Solid Route Accounting™ can email transactions from Solid Sales Pro™. When sending transactions via email, there are a few settings to consider.

How This Feature Affects Your Company

The ability to email transactions directly from Solid Sales Pro™ is excellent customer service and means you may not need to invest in a printer. Since introducing this feature in early 2014, many of our clients have found they can improve productivity and reduce their investment and operating costs while providing excellent customer service.

However, the downside has been incorrect email addresses and in-advertent replies to Solid's email address. When you implement this improvement for your company, all emails will be sent from your company address. Thus, any errors or replies will be sent directly to your private, internal email address.

Please note that Solid's email system ensures your company has a record of all transactions. This is because, for an email to be sent, the transaction is first saved in Solid Route Accounting™. Then our servers take over, sending the email on your behalf.

How to Setup

First, log onto SolidRouteAccounting.com and navigate to the Settings screen. Under the Email Addresses section, you will find the following:

1. Cashout Email Address: this is the email address to which cash-out reports are sent. This is typically the office administrator.
   • To ensure that the email address entered is valid, please click on the [Send Validation Email] button. This will send a 6-character code to the entered email.
   • Once you have received the validation code, please enter it into the corresponding field on the screen, and click on [Validate].
   • This email address will be pre-populated on the 1230 Email Transaction screen in Solid Sales Pro™ and cannot be changed on the handheld. This ensures that sensitive company data is not emailed to just anyone.
2. Reply To Email: emails sent on behalf of your company will have this email address listed as the reply-to address. This is typically your company email address or the office administrator's.
   • To ensure that the email address entered is valid, please click on the [Send Validation Email]. This will send a 6-character code to the entered email.
   • Once you have received the validation code, please enter it into the corresponding field on the screen, and click on [Validate].
3. Incoming Order Email: when customers place their orders using Solid Order Entry™, a notification is sent to this email address informing them that a new order has been placed. This is typically a salesperson responsible for orders.
   • To ensure that the email address entered is valid, please click on the [Send Validation Email]. This will send a 6-character code to the entered email.
   • Once you have received the validation code, please enter it into the corresponding field on the screen, and click on [Validate].
4. Mobile Administrator Email Address: when Solid Sales Pro™ login credentials are sent to the sales rep, the mobile administrator will be copied on the email.
   • To ensure that the email address entered is valid, please click on the [Send Validation Email]. This will send a 6-character code to the entered email.
   • Once you have received the validation code, please enter it into the corresponding field on the screen, and click on [Validate].

Under the Email Server Settings section, you will find the following:

1. Use Custom Email Settings: if enabled, this will use the email server specified in the fields below rather than the default server.
2. Email Server: this is the email server's URL.
3. Email Server Port: this is the SMTP port number, typically 25, 465 or 587. Please check with your IT system administrator.
4. From Address: this is the email account from which the email will be sent. This will typically be your business email address.
5. SSL Required: if your email server requires the data to be encrypted using Secure Socket Layer (SSL), then enable this option.
6. Server requires authentication: if your email server requires login credentials, then enable this option and complete the following 2 additional fields.
7. Server Login: this is the login to the email server.
8. Server Password: This is the password for the login user. Note passwords are generally case-sensitive.
9. Email Transaction Attachments: this setting governs whether any transaction attachments are included in the email.

Note: you can obtain these settings from your email service provider or your IT system administrator.