How to Setup Email Delivery in Sage 50

There are times when the user is unable to send an email from Sage 50. This usually occurs when the email writer is damaged. The other causes also include the email preferences not being set up, or when the email client is not available. The error is easily seen when the user tries to send the email but is unable to send it. Likewise, there are also various reasons for this error to occur, let us take a look at a few of them:

• A Damaged Email writer
• The unavailable email client on the system
• The UAC or the User Account Control has blocked the email program communication with Sage 50. 
• An un-compatible email program with Sage 50 or any system that you are using. 
• The Windows system has not been updated. 
• Within Windows, the email client being used has not been set as Default. 
• The Sage 50 has not been updated to the current release. 
• The configuration has not been set for the Email Writer.

With its amazing set of features and tools, Sage 50 has provided a much-needed helping hand to businesses and professionals alike. With Sage 50 by their side, businesses have been able to perform their accounting activities with the desired efficiency. Sage 50 Email is one such feature. With the help of this, organizations can link their business email Ids with Sage and accomplish important tasks through their outlook/webmail ids. They can send invoices to clients, send and receive reports and perform other similar tasks with ease.

In this blog, we will tell you how you can set up email delivery in Sage and will also provide other related information.

Keep these Points in Mind

First things first! You need to keep the below-mentioned information for ready reference, before setting up the Sage 50 Email. –

• A valid password and username on the email server
• Port number (by default, it is 587 and 465). 
• Address of the Incoming mail server 
• Address of the Outgoing mail server

If you are not sure about these details, you may contact your Internet Service provider (ISP).

Set up Defaults for your Email Messages

One can easily Save time and set up defaults for your email messages for documents you email from Accounting. These include invoices, credit notes, quotes, estimates, statements, and remittance advice.

• Instead of entering the email message every time you email a document, you can set up a default message for every type of document.
• Next change the address that the replies are sent to.
• Finally, select to always attach the document as PDF

Change the ‘reply’ Email Address

When the user sends the email documents they are sent from [email protected]. In case the user replies to this email, it is automatically sent to the email address that is registered on your account.

In case you want the replies to go to a different email address, you can change it here. The user might have a generic sales email address or your replies to go to someone else

• Go to Settings
• Now select Document Emails.
• Within the Email Reply Address section, select Change. 
• This will display the email address we are currently using for replies.
• Add the email address you wish to use.
• Now click Continue.
• Next, Check your inbox for an email with a verification code.
• Enter the code.
• Select Verify.
• If it is a wrong email address, simply select Reset to start again

Send Documents from Your Email Account

When you can not change the no reply address; [email protected]. Hence, send it from your email account

• Start by Exporting the invoice to PDF and save the file locally to your PC or any mobile device.
• Next, Attach your file to an email to send from your email account.

Set up a Default Email Message

• Go to Settings, 
• Go to Business Settings
• Select Document emails.
• Now, Scroll to the bottom of the page.
• Next, click on Select the document type from the left panel.
• Enter the message. 
• This will display the character count and will show how much you can write.
• Click Save.

You can also update the message when you send individual documents.

Send Copies to yourself

If you want to receive a copy of the emails you send out, simply select  Yes Always and send a copy. This allows the user to set the section by default when sending emails.

Attach Document as PDFs

If you generally want to attach your documents to the email as a PDF, select Yes. Be sure to always attach the document as a PDF. This just sets this section by default when sending emails. All documents are sent in the form of a link that opens in a browser.

Procedure to Set Up Email Delivery in Sage 50 through MS Outlook

Here, we will discuss two fairly simple methods –

Method 1: Through the Default Email Application

• Go to the Maintain section at the top
• Click on email set up
• Go to default email application
• Now go to reports and use the MAPI compliant email application and email

Method 2: With the Help of Webmail

• Go to the Maintain section at the top
• Click on email set up
• From default, alter the mail setting to use a webmail account 
• Click on the Add Account Information link
• Specify the webmail service type 
• Enter your preferred email address 
• If you select any one from Gmail, Outlook or Yahoo, type in the address for the mail account you want to use. Click OK to proceed
• In case you have selected Others, you will need to enter the SMTP port and SMTP server of your email service. You must also specify if you need a secure (TLS/SSL) connection. 
• After you have defined the email account, use the edit hyperlinks to make the modifications you want

Read More-: Shipping Software Integrates with Sage 50

What is the Process to Set up Documents for Email in Sage 50 Cloud Accounts?

If you are using Sage 50cloud Accounts, you can send layouts and reports via email via webmail or MS Outlook. You can use the Email Defaults option and apply your preferred email settings to as many documents as you want.

How do I set up email?

Section1: Using the Default Email Application

Note: If you are utilizing Sage 50 via terminal services or a remote desktop program, you will need to install the email program within the host system and set it as the default email program there.

A) Microsoft Outlook

In this case, the user will need to be utilizing a compatible version of Outlook. For this Check which version you are using with Compatible email programs. These include:

Note: Although these are the unsupported programs that are listed here that are known to work, extensive testing has not been performed and therefore cannot be guaranteed to work consistently.

Before you proceed to set up email delivery in MS Outlook, please make sure that you are using an Outlook version compatible with that of your Sage 50 version. You should also take a ‘layout only’ backup.

Next, perform the sequential steps below-

• Open the Sage 50cloud Accounts application
• Click Settings
• Go to the Email Defaults section
• Click on the Email Program drop-down box
• Click on Microsoft Office Outlook.

Sage 50—U.S. Edition supported Email Applications:

32-bit releases of Microsoft Outlook:

• 2013
• 2016
• 2019

Programs not Supported but known to Work:

• The 32-bit versions of Microsoft Outlook 2007 and 2010
• The desktop install of 32-bit Microsoft 365 includes an Outlook based on the retail version of 2016 that is known to work.
• Mozilla Thunderbird 32-bit

B) Web-based e-mail

• To start with, take a ‘layout only’ backup
• Go to the Menu bar 
• Click on Settings
• Go to the Email Defaults section
• Click on the Email Program drop-down box 
• Click on Webmail
• Now click on the Email Provider drop-down box 
• Select your chosen email service provider. 
• If the same is not listed, click on the Other tab
• Go to Sender Details 
• Specify your display name and email address in the space provided
• In case you have chosen ‘Other’, mention the server details of the email provider. 
• Go to the Login Details section
• If you want to be logged in to your webmail while emailing documents, click on ’Use logged-on user details’. 
• Alternatively, you can just click Use Username and password and type in your user name and password.

Mozilla Thunderbird or another MAPI-Compliant Email Client

To email using a MAPI-compliant email application, you need to follow these steps:

• Go to the top to Maintain and then down to Email Setup
• Select to Use Default Email Application
• You can now email from reports/transactions through your MAPI-compliant email application

Section 2: Use Webmail

• Navigate to Maintain.
• Go to Email Setup.
• Next, click Edit Email Setup from the System navigation window.
• Now, Click Use a webmail account.
• Click the link to Add account information.
• Now, Select the type of Webmail service and enter the email address. 
• Here, Outlook.com, Gmail, and Yahoo have predefined settings. 
• In case you select Other, you will also need to provide the name of the SMTP server and the SMTP port.
• In case you are setting up either a Gmail or a Yahoo account, you will also need to configure the account in the account settings of those applications to ‘allow less secure applications’.
• Otherwise, emails sent through the account via Sage 50 will be blocked.
• Once the email account is defined, you need to use the Edit or Remove hyperlinks to make changes in the Email Setup window.

Sage 50 Canada Email Setup and Setting

If you are a Canadian user of Sage 50, it is important to use Sage 50 Canada Email Setup and Setting correctly to ensure that you can send and receive emails from within the software. The email setup process is relatively straightforward, and Sage provides detailed instructions on their website to guide you through the process.

To set up your email in Sage 50 Canada, follow these steps:

• Click on the “Maintain” menu and select “Email Setup and Settings.”
• Click on the “SMTP Settings” tab.
• Enter the SMTP server details provided by your email provider. This includes the server name, port number, and encryption type.
• Enter your email address and password.
• Select the email format that you prefer.
• Click on “Test Email Settings” to check that everything is working correctly.
• Click “Save” to save your email settings.
• Once you have completed these steps, you should be able to send and receive emails from within Sage 50

The Footnote

We hope from the discussion above, you have got a fair idea of how to set up email delivery in Sage. We have also discussed other important matters related to Sage Email. In case you are l finding it difficult to set up email delivery in Sage so on your own or if you have any queries, we recommend that you should consult with an experienced Sage professional .

Frequently Asked Questions(FAQs)