Emailing with EFT Processing FAQ
There are different options to email remittance advices to Vendors, Customers and Employees using EFT Processing. Below are some common setup and support questions.
: Enter the email address to be used when sending email.
Example: Orchid.Systems.Modules@gmail.com . You can also enter it in the format {name} <{address}> e.g. Orchid Systems <Orchid.Systems.Modules@gmail.com>
To add a logo to the Message templates, you have to use an HTML template and include an image tag pointing to a logo hosted on your website.
Setup EFT Vendors to email remittance advices
There are different options to configure Vendors in EFT Processing to email remittance advices.
EFT Vendors Setup
To use a different email address in A/P and in EFT Processing, select "EFT Vendor Email-To in the EFT Delivery Method and enter the Email address.
To send Advice to Multiple Email Addresses, you can enter the Email Addresses in the e-mail field separated by semicolon “;”.
The Email-to field is 250 characters long In the EFT Vendors Setup screen.
If you want to use the same email addresses in A/P and in EFT, select A/P Vendor Delivery Method in EFT and enter the email addresses in the A/P Vendor screen.
When using A/P Vendor delivery method, the following email addresses are used:
AP Vendor email address: enter the email address in the email field on the AP Vendor > Address Tab
AP Vendor Contact email address: you enter the email address in the AP Vendor contact tab
At the moment, if the AP Vendor's delivery method is set to "Multiple Contacts", it is recommended to set the EFT Vendor's delivery method to EFT Vendor Email To and enter the email address in the EFT Vendors screen.
EFT Customers and EFT Employees SETUP
Note: The same logic applies to EFT Customers and EFT Employees.
You can configure Orchid modules to email using Gmail.
Since May 2022, you cannot disable 2-step authentication in the Gmail settings and you need to use App Password.
smtp.gmail.com:587
: username@gmail.com
App password you create for the user emailing.
Tip: If there are spaces in the App password, remove the spaces before saving. Include only the characters.
: TLS
When using any other email that has Transport Layer Security (TLS) encryption along with SMTP, you can prefix the email server field with “TLS:”.
For e.g.. TLS:securemail.server.net
Limit per Session/Minute
Configure limits when sending emails: (None / Per Minute / Per Session)
If you are getting errors relating to "exceeding limits" when sending email remittance advice, you can configure the options to Number of emails per minutes or Number of emails per session to match the requirements of your email server.
- Defaults to "None".
- Choose Per Minute if your email server has a limit per minute when sending SMTP emails (e.g. Office 365).
- Choose Per Session if your email server has a limit per session.
- Enter the number of emails to send per minute or per session.
How does it work?
When printing Advices and if the number of advices is greater than the limit, EFT will send the number entered in the limit, then pause if "per minute" is selected or Disconnect and start a new session if using "Per session" is selected.
Example: Limit per minute: If you set the limit to 30 per minute and you email 50 remittance advices, EFT Processing will send the first 30, pause for a minute, send the next 20, and will then display the result.
Example: Limit per session: If you set the limit per session to 10 and you select to Print/Email a batch of 50 remittance advices, EFT Processing will make a connection to the SMTP Server, send 10 emails (1 to 10), disconnect, then reconnect, send the next 10 emails (11 to 20), disconnect, connect again, send the next 10 emails (21 to 30), disconnect, etc. When all emails are sent, it will display the delivery results.
Troubleshooting Sending emails
If you leave the SMTP details blank in EFT Processing> Options Tab, the Sage 300 default way of sending emails will be used. Refer to . However, the program cannot verify that the email has been sent and cannot report the number of emails sent. If you want to use the ability to password protect the PDF attached to emails in EFT Processing, you need to configure SMTP details in EFT Options.
Email with Office 365
You can email from Orchid modules using Office 365. The exact steps depend on your Office 365 configuration. You can choose SMTP with basic authentication, use MFA and App Password, or use Microsoft Graph.
Tip: To send to multiple addresses, use a semi-colon (;) to separate the email addresses. For example ronald@samplecompany.com; ronald.black@samplecompany.com;
In EFT Processing, you have the option to password-protect PDF sent with Remittance Advices when emailing to a Vendor, Customer, or Employee. You can use a password formula, a password entered per record and a master password. This topic describes the order of precedence of each method.
Details specific to the process for each type are available below:
Using password to protect Remittance Advices for Vendors
Using password to protect Remittance Advices for Customers
Using password to protect Payroll Advices and other Payroll PDF for Employees
Encryption
If your SMTP server requires TLS Encryption, select TLS.
If you leave this field as None, no encryption will be done.
Note: This setting affects data encryption and authentication. Consult your IT professional or SMTP server documentation to determine which setting to use.
TLS Version
You don't select a specific TLS version. Orchid uses the .Net SmtpClient class to send emails. The SMTP Client uses the protocol configured on the operating system, based on the .NET version installed.
The email function supports Ssl3, Tls1.0, Tls1.1, Tls1.2 and Tls1.3.
Microsoft has recently stopped support for TLS1.0 and TLS1.1. Support for TLS 1.2 was added to Orchid modules in April 2020 and applies to Sage 300 versions 2018 and above.
Important! If you have any issues emailing, please ensure you download and install the latest product update for your Sage 300 version.
: smtp.domain.com:587 Enter the details of the SMTP Server you want to email from.
: There is no specific field for the Port in Orchid modules. You can specify a port number after filling in the email server details. After the email server name, enter “:xx” i.e. colon xx where xx is the port number required.
Tip: The default port is generally port 587 with TLS.
Example: smtp.office365.com:587
and : Enter a correct combination of Email user and password
Note: If using multi-factor authentication and App password, enter the App password you create in he Email Password field. Refer to Using Orchid Modules with Office365 App Passwords
: Enter the email address to be used when sending email.
Example: Orchid.Systems.Modules@gmail.com . You can also enter it in the format {name} <{address}> e.g. Orchid Systems <Orchid.Systems.Modules@gmail.com>
If the remittance advice is blank, it is likely because the CSCOM.AUDTORG is incorrect. (possibly after a SQL restore).
The report links the EFT Tables using the CSCOM.AUDTORG field and most likely it has a different value from the Database ID.
You need to check CSCOM.AUDTORG and CSCOM.ORGID in the database using SQL Server Management Studio.
