When you create invoices, bank statements, reminders etc. and want to send these documents to customers and suppliers, it's important that the email sending is set up correctly, and perhaps also looks nice and presentable.
In Uniconta, there are two places where you can set up your email setup.
- Company/Maintenance/Email setup
- Accounts Receivable/Maintenance/Email setup
Under Company you can create a default setup, which can then be used under Debtor.
In the setup under Company, you can also find the setup of the Approval email. Read more about the approval flow
here...
Email setup videos
Quick invoice incl. email setup and invoice layout
Create email setup
You can create an email setup for all the types of documents you want to send from your accounts/company.
Go to
Accounts Receivable/Maintenance/Email setup
Description of buttons (overview)
| Buttons |
Description of the button |
| Add a new email setup |
Add a new email setup |
| Edit an existing email setup |
Edit an existing email setup |
| Copy |
Copy an existing email setup |
| Attachments |
It is possible to attach one or more documents to the created email setup.
The attached documents are sent together with the current document that the email setup is set up for. For example, Terms of Delivery, together with an invoice. |
Description of buttons (email ops.)
| Buttons |
Description of the button |
| Check email host (SMTP)/Send control email |
When you have set up SMTP in your email setup, you need to check before you are allowed to save. Click Check and enter an email to check if the setup is correct.
If you don't use SMTP, you can check your setup to see if the content of the email looks correct and if you are sending from the correct emails. |
| Wizard |
A short guide to setting up SMTP for MS 365 etc. |
Description of fields
| Field name |
Field Description |
| Name |
Name the email setup with a meaningful name.
One email setup should be created for each document type sent from Uniconta.
If, for example, both invoice and debtor account statements are sent to both Danish and Swedish customers from Uniconta, you can create four email setups, e.g. with the names FakturaDK, FakturaSE, KontoudtogDK and KontoudtogSE. |
| Email Type |
Select which document in Uniconta this email setup should apply to. For example, select Invoice if the email setup is for sales invoices. |
| Language |
Choose a language, e.g. Danish. All debtors/creditors with the language Danish will automatically use this email setup. This applies to all languages selected.
If you select Default, debtors/creditors who have a language for which no email setup has been created will use this email setup. |
| Default |
Check the Default box to show that this email setup should be used unless otherwise specified on the debtor/creditor.
Set only one document of the same email type to be Default. |
| Email setup |
It is recommended to create a Company email setup under Company/Maintenance/Email setup and simply refer to it via the Email setup field.
If this field is left blank, Uniconta will send using the SMTP setup in the fields below.
Read more about Company Email setup here. |
| SMTP host |
The fields under the heading SMTP - Host are described in another article, which can be read here:
Setting up SMTP...If these fields are left blank, Uniconta will send using the selection in the Provider field. Read about the field below. |
| Provider |
If you do not set up the Company email setup and SMTP host in your email setup, Uniconta will automatically use the selected Provider
Default
Recommended! If Standard is selected in the Provider field, the system will automatically use Uniconta's own mail server and an email will be sent from mail@unicontamail.com.
Microsoft 365
It is also possible to send from Microsoft 365 in the Provider field.
Emailmananger.com
It is also possible to send from Emailmanager in the Provider field.
EmailManager.com has the advantage that it can display "Sender Name" (e.g. company name), which Microsoft does not always do.
Uniconta e-mail Server (same as Standard)
Recommended! If Standard is selected in the Provider field, the system will automatically use Uniconta's own mail server and an email will be sent from mail@unicontamail.com.
Fallback!
When Provider is selected, the order is the order from which shipments are sent:
- Company email setup, SMTP or Graph
- SMTP setup in Accounts Receivable email setup
- Uniconta mail server
- Uniconta MS 365
- Emailmanager.com
|
| Sending email |
The email that is listed as the sender. Only applies to SMTP and Graph.
If you do not set up SMTP or Graph, send from mail@unicontamail.com |
| Send email from employee. |
For SMTP or Graph
Allows you to send from the logged in employee.
This requires you to create an employee under Company/Employees with LoginID and e-mail address. However, this will only work if you use the organization's SMTP setup. And that the employee enters their email code in their Profile.
Without SMTP or Graph
Here you can't send from an employee, but you can reply to the employee.
This requires you to create an employee under Company/Employees and select the employee on e.g. a Debtor, Vendor or Sales order. However, it requires that you leave the Reply to field empty.
If there is no employee created, Answer is set to = owner of the accounts. |
| CC to sender |
Check CC if you want the email to be sent to another recipient or to your own inbox as a copy. |
| Name of sender |
The name can be the company name, or a person in the company.
The name changes if sending from an employee, then it becomes the name of the employee. |
| Reply to |
If you do not use SMTP or Graph, you should enter a Reply to email, unless you want to send from the employee
If the field is not filled in, it will be sent from the owner of the account. |
| Bcc |
Check BCC if you want a copy of the email in your inbox. |
| Email subject |
The text in the subject field of the email itself. Note that there is also a merge option, e.g. 'Invoice number {DebtorInvoice.InvoiceNumber} ' |
| HTML |
If you want to style your email, you need to use HTML. Check this box and it is now possible to use our HTML editor and format the email text as you wish. |
| Open HTML editor |
Open the HTML editor, if "HTML" is checked, to write in the email message itself.
Note: You can only have one email setup open at a time when editing the email message in the 'HTML Editor'. |
| Unicode |
Checking Unicode forces the email to use Unicode.
For example, it ensures that Danish letters (æøå) come through in email subject & text. If the recipients of your emails receive Chinese characters, try turning off Unicode and see if that solves the problem.
The problem can occur when using mail programs other than MS Outlook. |
| Remove æøå |
Check here to remove the æøå. This only applies to "Email subject". |
| Add fields |
In Subject from invoice and in Message in email, Uniconta's own fields can be inserted via [Add Fields] (In Subject, fields must be copied from Message)
Example: Select DebtorInvoice in the first dropdown field and InvoiceNumber in the second dropdown field. Click the black arrow to the right of the fields and the following will be inserted: {DebtorInvoice.InvoiceNumber} in the text itself. This will insert the invoice number itself into the email.
Example of an example
|
| Message in email |
If you choose to use HTML, you should not type in this field unless you know your HTML. If you use standard text, you type directly into this field, and what you see in the field will be what is written in the email.
Note: If you have checked HTML and type directly in this field, line breaks will not be accepted in the email and it will be a long line in the email, as HTML requires a line break code. If this happens, remove the check mark from the HTML. |
Example - Bold in email signature
Example - Logo/image in email signature
You can include images in the email setup using HTML as shown in the screenshot below:
The image text can be copied from here, replacing the x with the link to the image:
<img src="x">
Note! Images to be used in the email must be available online, e.g. on a website/web server.
Alternatively, an image can be dragged in via Open HTLM editor.
Important for email setup
Note! We recommend that everyone fills in the email setup with their own SMTP server or Graph setup.
If you do not fill in information about your own SMTP server/Graph, emails will be sent to the sender address
mail@unicontamail.com.
Note! If you do not create an email setup, the following will happen:
- Sender email be: mail@unicontamail.com
- Reply to email will be: the owner of the account email.
- The Uniconta user who sends the document will get a copy of the email CC