Send reports via email

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Send reports via email
« on: March 01, 2020, 01:43:09 PM »
With the e-mail module in Payroll4 you can easily email reports. With 1 click you send each employee his own salary slip, or email the monthly journal to the bookkeeper. Sending a report via email is as easy as printing a report, but without the waste of paper and time.

To email a report, proceed as follows:

1) Click on "Report"
2) Select the desired report, period, and employees
3) Select the "Email" destination
4) Click on "OK".
5) If necessary, enter the address of the sender and the addressee
6) Click on "Send"



If you want to send a report to every employee, such as a Payslip or the Wage Tax Card, then the addressee becomes “Each employee”. During the sending of each email, the program will automatically select the email address entered on the "Employee" tab of the employee. The program also automatically replaces within the message %n with the name of the employee. So every employee will receive a personal email with only his own salary slip or payroll tax card.

If you want to send yourself (or someone else) a copy of all emails then enter the email address at Cc or Bcc. It is always possible to enter multiple addressees, separated by a comma or dot comma.

If you are sending the emails on behalf of someone else, enter his email address in "Reply-to".

Options

Before you can send e-mails, you must first configure the email module. Click on "Options".

1) With a check mark at "Test mode" the module will not send any emails. This is useful if you want to test whether everything is set up correctly and whether all email addresses are correct. Remove this check mark when you are ready to actually send a report for the first time.
2) With a check mark at "Give warning when emailing to employees" you won't send emails to all employees by mistake.
3) Enter the correct outgoing SMTP server settings for your website or email server. Ask your system administrator for help if necessary.



Common settings are:

Server: mail.mycompany.com , or smtp.mycompany.com
Port: 25, 465, or 587
Authentication: Basic
Username: yourname@mycompany.com
Password: your email password
SSL: Enabled

If you don't have your own website or email server, you can also use an e-mail program on your computer.

Microsoft Outlook is part of Microsoft Office. Select this option if Microsoft Outlook is installed on your computer. (This is not the same as an email address that ends with @outlook.com).

Note: If you have full UAC protection on your computer you can get a warning with every email. Consult your system administrator to disable UAC protection.

Mozilla Thunderbird is the most widely used free e-mail program. In Thunderbird enter your e-mail address and password once and then you can read and send all your emails with Thunderbird. You can download Thunderbird for free: https://www.mozilla.org/thunderbird/
« Last Edit: March 06, 2020, 06:37:14 AM by Support »

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Re: Send reports via email
« Reply #1 on: March 02, 2020, 12:08:33 PM »
It is also possible to use the SMTP server of your Gmail account.

Server: smtp.gmail.com
Port: 465
Authentication: Basic
Username: xxxxxxxxxx@gmail.com
Password: xxxxxxxxxxx
SSL: Enabled

Note! To use Gmail, you must enable access to less secure apps in the Gmail settings:
https://www.google.com/settings/security/lesssecureapps





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Re: Send reports via email using Office 365
« Reply #2 on: March 02, 2020, 12:09:26 PM »
To use your Office 365 SMTP server, use these settings:

Server: smtp.office365.com
Port: 25
Authentication: Basic
Username: jouwnaam@office365.com
Password: jouwwachtwoord
SSL: Enabled
« Last Edit: March 06, 2020, 06:37:42 AM by Support »