Article #300 How to Configure Email Settings

Solid Route Accounting™ can email transactions from Solid Sales Pro™. When sending transactions via email, several key settings should be taken into consideration.

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, reduce their investment and operating costs while providing excellent customer service.

However, the downside has been incorrect email addresses and inadvertent 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 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. 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 prepopulated 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 that of the office administrator.
   • 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 option uses the email server specified in the fields below instead of the default Solid Route Accounting™ server.
2. Email Server: This is the URL of the email server.
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: Enable this option if your email server requires the data to be encrypted using Secure Socket Layer (SSL).
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 refers to the login for the email server.
8. Server Password: This is the password for the login user. For Gmail users, this is the generated app password.
   Note that 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 IT system administrator.

Sending Emails from Solid Sales Pro™

When viewing a transaction in Solid Sales Pro™, the user has the option to 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.

Notes

Using Gmail

To help keep your account secure, starting May 30, 2022, Google will no longer support using third-party apps or devices that ask you to sign in to your Google Account using only your username and password.

So, to use your Gmail account to send emails from Solid Route Accounting™, your standard email password will not be accepted; instead, you must create an app password.

An app password is a 16-digit passcode that allows a non-Google app or device to access your Google Account. App passwords can only be used with accounts that have 2-Step Verification turned on.

Create and Use App Passwords

1. Go to your Google Account.
2. Select Security.
3. Under "Signing in to Google," select 2-Step Verification. If not enabled, please follow these steps: Turn on 2-Step Verification.
4. At the bottom of the page, select App passwords.
5. Enter a name that helps you remember where to use the app password, e.g. Solid Route Accounting.
6. Click on Create.
7. Your new password will be randomly generated and displayed on your screen.
8. Copy it and enter it into the "Server Password" field under the Email Server Settings section, as outlined above.
9. Select Done.

If you've set up 2-Step Verification but can't find the option to add an app password, it might be because:

• Your Google Account has 2-Step Verification set up only for security keys.
• You're logged into a work, school, or another organization account.
• Your Google Account has Advanced Protection.

Multiple Customer Email Addresses

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