Send documents from Uniconta without SMTP and MS Graph

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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
  1. If you only want to send invoice documents
    1. Applies to companies with one to multiple users.
  2. 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.
  3. 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.
  4. 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. 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 in Guide 3.
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

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. 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 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 in Guide 3.
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. In addition, 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. Go to Accounts Receivable/Maintenance/Email setup. Select the desired email setup and “Edit” it and fill in the fields below:
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
 

Guide 4: The auditor owns the accounts

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. 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 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 in Guide 3.
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. If there is a billing user on the account, you can enter this user's email and they will have the option to receive replies for customers.
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.
If you want to send multiple types of documents, do this exercise for all document types.