Article #300 How to Configure Email Settings

Solid Route Accounting™ can email transactions from Solid Sales Pro™. When you email transactions, consider these key settings.

How This Feature Affects Your Company

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

To ensure your customers' email replies reach your company's inbox instead of ours, you must configure a Reply-to Email address. Additionally, due to the design of email servers, incorrect email addresses, bounce messages, or auto-responses (such as out-of-office notifications) will be sent to the sending email address. If you are using Solid's email service, these messages will be directed to our inbox rather than your company's email address. If you consider these notifications important, we recommend configuring Solid Route Accounting™ to use your company's email server.

Please note that Solid's email system ensures your company has a record of all transactions. This is because an email cannot be sent unless the transaction is first saved in Solid Route Accounting™. Then, our servers take over, sending the email on your behalf.

How to Set Up

First, log in to SolidRouteAccounting.com and navigate to the Settings screen.

Email Addresses

In this section, you will find various email addresses you can configure.

1. Reply To Email (Required): 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 [Send Validation Email]. This will send a 6-character code to the email address entered.
   • Once you have received the validation code, please enter it into the corresponding field on the screen and click on [Validate].
2. 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 [Send Validation Email]. This will send a 6-character code to the email address entered.
   • 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 prepopulated on the 1230 Email Transaction screen in Solid Sales Pro™ and cannot be changed on the handheld. This ensures sensitive company data is not emailed to just anyone.
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 [Send Validation Email]. This will send a 6-character code to the email address entered.
   • 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 [Send Validation Email]. This will send a 6-character code to the email address entered.
   • Once you have received the validation code, please enter it into the corresponding field on the screen and click on [Validate].

Email Server Settings

In this section, you will find the following:

1. Use Custom Email Settings: If enabled, this option uses the email server specified in the fields below instead of the default Solid Route Accounting™ server.
2. Authentication: This option lets you choose the authentication method to use when connecting to your email server: Basic or OAuth. Select your desired option and complete the following steps:
   1. OAuth Authentication (Recommended):
      1. For OAuth authentication, click [Setup OAuth] and follow the prompts for your service provider.
      2. Note: If your email service provider is not listed here, please get in touch with a Solid Product Specialist.
   2. Basic Authentication:
      1. Email Server: The URL of the email server.
      2. Email Server Port: The SMTP port number, typically 25, 465 or 587. Please check with your IT system administrator.
      3. From Address: This is the email account from which the email will be sent. This will typically be your business email address.
      4. SSL Required: Enable this option if your email server requires the data to be encrypted using Secure Sockets Layer (SSL).
      5. Server requires authentication: If your email server requires login credentials, enable this option and complete the 2 additional fields that follow.
      6. Server Login: The login for the email server.
      7. Server Password: The password for the login user. For Gmail users, this is the generated app password.
         Note: Passwords are generally case-sensitive.
3. 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 IT system administrator.

Sending Emails from Solid Sales Pro™

When viewing a transaction in Solid Sales Pro™, the user can print or email it from the 1210 View Transaction screen.

Tapping the [Email] button will take you to the 1230 Email Transaction screen. If the customer record has an email or CC email address, these will be prepopulated on this screen. In that case, the user can tap on [Send] to send the email.

Optionally, add a custom message to send with the transaction.

If the email addresses are missing, the user can enter them on this screen. If needed, the user can also update the email addresses here. If the user has permission to edit the customer record, they will be prompted to save any changes made.

Notes

Important Security Notice: Basic Authentication Retirement

Most major email providers (including Microsoft, Gmail, and Yahoo) no longer permit standard account passwords for third-party apps or custom SMTP sending.

• Recommended Method: Configure your system using OAuth 2.0 (Modern Authentication) for long-term reliability and security.
• Alternative for Legacy Setup: Enable 2-Factor Authentication (2FA) on your mail account and generate an App Password instead of using your primary password.

Detailed Setup Guidance by Provider

OAuth 2.0 (Modern Authentication)

To set up email integration using OAuth 2.0:

1. Select OAuth 2.0 / Modern Auth in your email configuration settings.
2. Follow the prompt to authorize your organization's email tenant or administrator account.
3. Save the connection profile (no passwords or credentials need to be stored locally).

App Passwords (Fallback for Legacy / SMTP Relay)

If your system relies on simple SMTP configuration with username and password fields:

1. Google (Gmail): Enable 2-Step Verification → Go to Google Account > Security > App Passwords → Generate a 16-character key to use in the Password field.
2. Microsoft 365 / Outlook.com: Enable Two-Step Verification → Go to Security > Advanced Security Options > App Passwords → Generate a dedicated password. (Note: Microsoft 365 enterprise administrators may turn off App Passwords via Conditional Access policies).
3. Yahoo Mail: Go to Account Security > Generate App Password → Assign a custom name and copy the generated password.

Multiple Customer Email Addresses

When using multiple customer email addresses in the 'TO' or 'CC' fields, ensure you separate the addresses with a comma.