Solution Properties
Solution ID:
200427112159991
Last Modified Date:
Fri Nov 18 12:11:55 UTC 2022
Taxonomy Path:
Case category//How do I...//setting up
Author:
[email protected]
Set up Transaction e-Mail
Description

You can use Transaction e-Mail to send orders to suppliers and invoices to customers. If your suppliers also use Sage Accounts they can also email you invoices or orders using the Business Application Software Developers Association (BASDA) XML e-Business scheme.

Invoices and orders can be directly imported into your Sage Accounts software, automatically creating Invoices or Purchase Orders. This improves the efficiency of your stock control system by, saving time, improving accuracy, and reducing the time from order to delivery.

If you send a sales invoice to a customer using Transaction e-Mail, the customer can import this through Transaction e-Mail as a purchase order. If you send a purchase order to a supplier using Transaction e-Mail, the supplier can import this through Transaction e-Mail as an invoice.

This feature is only for use if your customer or supplier is using Sage Accounts software and wants to import the invoice or order in BASDA eBIS-XML format or if you need to trade with local government via e-Procurement. If you want to simply email an invoice or order as an attachment, please refer to article .

For a list of possible error messages and solutions for Transaction email, please refer to article .

Cause
Resolution

If you're using Sage 50 Accounts v25 or above and can't see the Transaction e-Mail options mentioned in this article, on the menu bar click Settings, click Invoice & Order Defaults, then click Enable Transaction Email.

NOTE: This function isn't available in Demonstration data.

Preparation

Before you use the Transaction e-Mail option you must:

  • Add Default Nominal Codes to your Customer and Supplier Records.

    Customers > Customer List > select the required Customer Record > Customer Record > Defaults > from the Default Nominal Code drop-down list, choose the required Nominal Code > Save > Close.
  • Add Default e-mail addresses to your Customer and Supplier Records.

    Customers > Customer List > select the required Customer Record > Customer Record > in the Email1, Email2 or Email3 box, enter the customers email address > select the I send invoices to this customer via Transaction Email check box > Save > Close.
  • Add Default Nominal Codes to your Product Records.

    Products > Product List > select the required Product Record > Product Record > from the Sales Nominal Code, drop-down list, choose the required nominal code > from the Purchase Nominal Code drop-down list, choose the required Nominal Code > Save > Close.
  • Set up a Default Nominal Code for Carriage.

    Settings > Invoice & Order Defaults > Footer Defaults > in the Invoice and Sales Orders Carriage Defaults N/C box, choose the Nominal Code to be used for carriage on your Invoices > in the Purchase Order Carriage Defaults N/C box, enter the Nominal Code to be used for carriage on your Purchase Orders > OK.

Set up Transaction e-Mail

To amend the Transaction e-Mail settings, from within Transaction e-Mail, open the Tools menu and choose Options. You cannot use this option for part allocated orders, proformas or quotes. Also due to legal implications, any orders raised using this system, cannot be deleted from the deleted items bin.

    1. On the menu bar click Tools then click Transaction e-Mail.
    2. To configure your email setup, from the left-hand menu, click Transmission.
    3. From the e-Mail (Basic) option, click Configure then click Next.
    4. Select the Outlook Profile you want to use, then click Next.

If you are unsure which profile to select, from your windows Control Panel, click Mail, then click Show Profile.

    1. If you use a password on your email system, enter the details into the Password box, then click Next.
    2. To amend the email folder to be used to pick up messages, click Change then locate and select the new default folder.

To prevent a warning each time you receive a non XML message, select the No, don't warn me of any non-XML messages in my Inbox check box.

To receive a warning each time you receive a non XML message, select the Yes, Warn me of any non-XML messages in my Inbox check box.

    1. To proceed with the wizard, click Next.
    2. Transaction e-Mail automatically retains a copy of every message that it receives.

To leave the original messages in your Inbox, select the Do nothing, leave the original email in the Outlook folder check box.

To delete the original messages from your Inbox, select the Delete the original email from the Outlook folder check box.

To move the original email from your Inbox to a different Outlook folder, select the Move the original email to another Outlook folder, as specified below check box.

To specify the folder where the emails are to be moved to, click Change then locate and select the required folder.

    1. To complete the email setup, click Finish then to select how often a check is made for incoming messages, from the left hand pane, click Frequency.
    2. Select the relevant option to set Transaction e-Mail to either automatically check for incoming messages after a set number of minutes, or not to check for incoming messages.
    3. From the Choose Option list, click Tax Rates.
      4. From the Rate Type drop-down list, a Lower rate means that the VAT percentage to be applied, is lower than the standard 20%, and a Higher rate means that the VAT percentage is higher than the standard 20%. OutsideScope is used to denote a Tax Code that is not covered by a category on the drop-down list. For example, T9 is the default non-vatable tax code therefore this would be outside the scope of VAT.

 

    1. Check or amend these settings as required, then to set the price tolerance, from the left-hand menu click Price Tolerance.
    2. Select the relevant option to set Transaction e-Mail to warn you if a price differs from the price set up within Sage Accounts by a specified percentage, or can be set to warn you about all price differences.
    3. From the left hand menu, click Status Messages.
    4. To automatically send an email to your Customer or Supplier once the order or invoice has been received, accepted, or rejected, select the required option for each of the following situations:
      • Order / Invoice Received
      • Order / Invoice Accepted
      • Order / Invoice Rejected
      • Order / Invoice Deleted

If you do not want to create or send an email, select Don't Create.

  1. From the left hand menu click Product Codes.
  2. To choose how the Transaction e-Mail displays product codes on your invoices and orders, select one of the following options:
    • Do not show any product codes on Orders or Invoices
    • Show Buyers' product codes on Orders and Suppliers' product codes on Invoices
    • Show both Buyers' and Suppliers' product codes on Orders and Invoices
  3. Click OK, on the menu bar click File then click Exit.

You have now configured your Transaction e-Mail.

 

[BCB:19:UK - Sales message :ECB]
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