Send documents from Uniconta without SMTP and MS Graph

When sending invoices, statements and other documents from Uniconta via email, you should have an email setup. One should be set up for each of the types of documents you want to send. NB! If you do not set up an email setup in Uniconta, the sent documents will be sent from our email with the company name as the sender. We recommend that you set up an SMTP or MS Graph solution, but if you don't have this option, you can use the following and the documents will be sent from our server. If you use a free email such as Gmail, TDC, Hotmail, Live, Private or any other email that does not directly use SMTP or require third-party authentication, you can use the description in this article. We do not provide support for setting up email, and setting up the following can be paid support. We do not provide support in setting up SMTP and Graph and technical support for Gmail. However, we do have a suggestion on how you can set up your sending of invoices etc. from Uniconta and still receive replies back from your customers and suppliers. This setup reduces the risk of your invoices ending up in the spam folder of customers and suppliers. This article gives examples of different email setups in Uniconta

If you only want to send invoice documents
1. Applies to companies with one to multiple users.
If you want to send several different types of documents, such as invoices, bank statements, reminders, etc.
1. Applies to companies with one to multiple users.
If you want to send from an employee
1. Applies to companies with one to multiple users.
2. Applies to sends using the employee's email.
If you are an accountant and own the accounts, but the customer's email must be used

For all setups, the following applies

An email setup must be set up under Company/Maintenance/Email setup. Go to Company/Maintenance/Email setup. Select Add and choose SMTP (see example image below the table) Fill in the fields as described below. Fields with * indicate that they must be filled in.

Field	Field description
Description
Number *	Enter a number. The number is alphanumeric, so it can contain letters.
Name	Enter a name, possibly 'Default'.
Languages	Select 'Default' in language.
Default	Check Standard if this setup is the only one or should be used as the default for sending documents.
Email setup
Sender e-mail *	Enter a Sender email. We recommend that you enter our email, mail@unicontamail.com.
Send email from employee	If you want all documents to be sent from an employee, you can check Send email from employee. If you only want some of the documents to be sent from an employee, you need to set it up under Accounts receivable/Maintenance/E-mail setup for the desired document types. Description later in the article.
CC to sender	The CC field should not be filled in as it will send to mail@unicontamail.com, which is not an email you have access to. Only used with employee.
Name of sender	Enter the name of the sender. This can be your own name or the company name. If the field is empty, the name of the setup is used.
Reply to	Reply to is filled with its own email where the customer will be able to reply to.

Note: If you only have this setup, the owner of the accounts will always receive a copy of the sent documents. If you do not want this, you need to set up an email setup under Accounts receivable/Maintenance/Email setup. See guide 1.

Guide 1: Create a shipment for invoice

You must first create an Email setup under Company/Maintenance/Email setup, as described above. Then you need to create an email setup under Debtor/Maintenance/Email setup.

Send from Uniconta mail server, with own email as 'Reply to'

Here is an example of an invoice that uses Gmail as its own email. Go to Accounts Receivable/Maintenance/Email setup Select 'Add' and fill in the following fields: Fields with * indicate that they must be filled in.

Field	Field description
Description
Name*	Name your email setup, e.g. Invoice
Email types	Select the type of document you want the email setup to apply to. For example, Invoice
Language	Select a language if you want to send in a language other than the company's national language. This may require setting up multiple email setups, one for each language, but will also require setting up Layout Groups.
Default	Check Default if this send is the only send or the send to be used as default for the selected Email type.
CompanySMTP
Email setup *	Here you select the setup you created under Company/Maintenance/E-mail setup
Provider
Provider *	Select Standard here. The default sender from Uniconta's mail server, and the email being sent from, is; mail@unicontamail.com
Email setup
Sending email	Enter mail@unicontamail.com. If you have entered this in your Email setup, under Company, you do not need to enter it here. But you can.
Send email from employee	See description further down in the article.
CC to sender	The CC field should not be filled in as it will send to mail@unicontamail.com, which is not an email you have access to. Only used with employee.
Name of sender	Enter the name of the sender. This can be your own name or the company name. If the field is empty, use Sender name, set up under Company/Maintenance/E-mail setup. If this is also empty, use the name of the setup.
Reply to	Reply to is filled in with its own email where the customer will be able to reply to. If the field is empty, use Reply to, which is set up on Company/Maintenance/E-mail setup.
BCC	BCC, can be filled in if you want a copy of the sent email
Email subject	Enter a subject for the email. If the subject is not filled in, it will be filled in with the company name on the accounts.
Message in email	Write a message to the customer who should receive the invoice.

Guide 2: Create sending multiple document types

Field	Field description
Description
Name*	Name your email setup, e.g. Invoice or Statement or Reminder etc.
Email types	Select the type of document you want the email setup to apply to. For example, Invoice or Statement or Reminder etc.
Language	Select a language if you want to send in a language other than the company's national language. This may require setting up multiple email setups, one for each language, but will also require setting up Layout Groups.
Default	Check Default if this send is the only send or the send to be used as default for the selected Email type.
CompanySMTP
Email setup *	Here you select the setup you created under Company/Maintenance/E-mail setup
Provider
Provider *	Select Standard here. The default sender from Uniconta's mail server, and the email being sent from, is; mail@unicontamail.com
Email setup
Sending email	Enter mail@unicontamail.com. If you have entered this in your Email setup, under Company, you do not need to enter it here. But you can.
Send email from employee	See description further down in the article.
CC to sender	The CC field should not be filled in as it will send to mail@unicontamail.com, which is not an email you have access to. Only used with employee.
Name of sender	Enter the name of the sender. This can be your own name or the company name. If the field is empty, use Sender name, set up under Company/Maintenance/E-mail setup. If this is also empty, use the name of the setup.
Reply to	Reply to is filled in with its own email where the customer will be able to reply to. If the field is empty, use Reply to, which is set up on Company/Maintenance/E-mail setup.
BCC	BCC, can be filled in if you want a copy of the sent email
Email subject	Enter a subject for the email. If the subject is not filled in, it will be filled in with the company name on the accounts.
Message in email	Write a message to the customer who should receive the invoice.

You do this exercise for all the document types you want to create. For example, Invoice, Statement and Reminder.

Guide 3: Create a dispatch from an employee

You must first create an Email setup under Company/Maintenance/Email setup, as described above. Then you need to create an email setup per document type you want to send under Accounts receivable/Maintenance/Email setup. Go to Accounts Receivable/Maintenance/Email setup. You should have set up an email setup based on Guide 1 or Guide 2. Then you should consider whether you want to make use of sending from employees. For example, it could be sales orders, invoices etc. If you use employees in your company, you may want to set up the following. Select 'Add' or edit and fill in the following fields:

Field	Field description
Email setup
Send email from employee	If you want the email to be sent to an employee, check Send email from employee (requires you to create an employee under Company/Employees)
CC to sender	If the employee wants a copy CC, the CC field must be checked. The CC field may only be used with an employee, as the CC email without an employee is a unicontamail.com, which cannot be accessed.
Name of sender	If employee is used, the employee name is automatically filled in.
Reply to	Reply to should be left blank when checking Send email from employee, otherwise you need to fill in the field with a valid email.
BCC	BCC, can be filled in if you want a copy of the sent email

If you want to send several different types of documents, or if you are an accountant who owns an account and the documents need to be sent from the customer and answered to the customer, you should set up the email setups below. Go to Accounts Receivable/Maintenance/Email setup.

Select Add from the menu
Fill in name
Select the type of sending to create, e.g. Invoice
Check Standard if you want this to be the default Invoice sendout
Select the Company Email Setup created under Company in the Email setup field
Fill in Subject and a Message in the email
Check Email Host in the menu and see if the email is sent and received and looks as expected.
Click Save to save the setup.
Test the sending of an invoice by sending only to yourself.

Here you can see the setup under Debtor. How you have chosen CompanySMTP, the setup you have created under Company, and Provider as Default, and a few other fields.

Guide 3: The auditor owns the accounts

As a minimum, you must create an Email setup under Accounts receivable/Maintenance/Email setup.

Is there an invoicing user on the account?

If the billing user wants to receive replies and any sent invoices themselves, fill in the Reply to field but the billing user's email. In addition, the following fields must be filled in:

Name, name your email setup
Select the Email type (document type to send)
Select language if you want to ship in a language other than the company's national language.
Provider must be set to Default
Sending email, enter e.g. company name, followed by @unicontamail.com.
The CC field should not be filled in as it will send to @unicontamail.com, which is not an email you have access to.
Sender name, enter the billing user's name or company name.
Reply to, must be the billing user's email
BCC, can be filled in with the billing user's email address and they will receive a copy of the sent invoice/document.
The subject of the email
Message in email

Send from Uniconta with your Accountant email in 'Reply to', but the company name in the sender email

Here is an example of an email setup for an invoice where you send from a "fictitious" email address, but the reply comes to your own or your customer's email.

Go to Accounts Receivable/Maintenance/Email setup
Add a new email setup
Name, name your email setup
Select the Email type (document type to send)
Select language if you want to ship in a language other than the company's national language.
Provider must be set to Default
Sending email, enter e.g. company name, followed by [Company name]@unicontamail.com.
The CC field should not be filled in as it will send to @unicontamail.com, which is not an email you have access to.
Sender name, enter your own name or company name.
Reply to, here you enter your email or the customer's ([name]@[provider email])
BCC, can be filled in with your own email or the customer's, and you will receive a copy of the invoice/document sent.
Write an email subject, e.g. Invoice from [Company name]
Write a Message in email
Save the email setup.

If you want to send multiple types of documents, do this exercise for all document types.