ing from within the System

Transcription

1 ing from within the System Many documents may be sent by directly from the system to customers, suppliers, employees and owners. Two methods are available for the recipient to retrieve the document. For the default method, links to documents are sent and the recipient clicks on the link in the to access the document. Once the recipient has viewed their document the user will, through the Queue, see the date that it was viewed. The alternative method is the document is sent as a direct attachment to the . Either Liberty Accounts servers or your own severs may be configured for use. Documents that may be ed ing from the system in summary... 2 When s are sent out... 2 Deletion of s... 2 Configuring server settings... 3 Using Liberty Accounts server Using your own server What the recipient receives... 6 Linked Document Method... 6 Attached Document Method... 8 Monitoring Status... 8 Entering and Maintaining Addresses... 9 Sales invoices, credit notes, statements, sales order quotes and despatch notes... 9 Stock Purchase Orders... 9 Payslips, Year of Year Certificates (P60) and Dividend Tax Vouchers ing Documents Automatically ing of Payslips Page 1 of 13

2 Documents that may be ed Documents that may be ed from within the system are: - Sales Invoices Credit Notes Customer Statements Sales Order Quotes Bill payment remittance advice Stock Despatch Note Stock Purchases Orders Payslips End of Year Certificate (P60) Dividend Tax Vouchers ing from the system in summary Configure the server settings Ensure details for customers, suppliers and employees are set up as necessary. For each recipient set the mode of document retrieval, via a link or as an attachment. Record transactions as normal. the appropriate documents from the transaction or subsequently from the lists provided. When s are sent out The system will queue and then send new s every 10 minutes, starting on the hour, so at the following times past the hour, :00, :10, :20,: 30, :40, :50. Deletion of s Until they are sent, s may be deleted from the Queue page. Entity Name à Queue The status of each is displayed. Page 2 of 13

3 Click Delete to remove the from the list and prevent it being sent. Configuring server settings Configuring server settings is accessed via the Entity Name menu. Entity Name à Mail Settings A two-tabbed screen is presented. Users can select whether to use their own normal server or Liberty Accounts servers by clicking the appropriate button. If you are going to use your own servers you may need to consult with your provider or IT administrator to ensure that the correct settings are made. Using Liberty Accounts server. On the General Mail Settings tab simply ensure that the Liberty Accounts Server button is selected. The Liberty Accounts server will send s and attachments to the address associated with the recipient. To specify an alternative address to which any relies from the recipient are sent enter in the Reply- To- E- Mail Address box and add a Reply- To Display Name if required. If this box is left empty then any replies will be sent to the address associated with the user account. Ticking the box can set Return Receipt status. Confirm by clicking Submit. Page 3 of 13

4 Using your own server. Your own server can be any server that is used for your existing ing processes. This could range from BT (British Telecom), Google, MS Exchange, Yahoo, AOL, any other or an in-house system. Certain details will be necessary and if you are uncertain you may need to consult with your service provider or system manager. IMPORTANT NOTE: The information required is relevant to the Outgoing Mail Server settings NOT the incoming mail server settings. Some experimenting by you may be necessary. Select the Your Own Mail Server button and then enter the details in the Your Server Connection Settings screen. Mail Account Address Enter the address associated with the account. Mail Account User name Enter the account/username through which s should be sent. This may be an account for an individual, or an account created specifically for the purpose of handling your despatches from Liberty Accounts. Page 4 of 13

5 Mail Account Password Enter the password linked to your username. Take care as you type in as the entry is hidden Outgoing Mail Server Enter the details of the Outgoing Mail Server Hostname. The format will be something like smtp.mymailserver.com, mail.btconnect.com or possibly an IP address such as Port Number Enter the outgoing port number. Some standard smtp port numbers are: o No security: Port 25 or 587 o TLS: Port 25 or 587 o SSL: Port 465 o Port 25 is the standard for outgoing s. However your provider may require another configuration and you may need to check with them. Page 5 of 13

6 Requires Authentication The checkbox will need to be ticked if your provider requires it. Connection security Select the type of security suggested by your provider, either None, TLS or SSL. The footer will allow the user to add any messages or disclaimers that need to appear on any being sent from the business. There may be a standard set of words for your business that are always used as part of compliance with the Companies Act 2006 and you are advised to check this if uncertain. Send a Test Message Tick the box and when the screen is submitted a test mail will be sent using the specified configuration. Correctly configuring the e-ail settings will be important for ensuring the facility functions efficiently. Inhouse settings will be available from the IT advisor. What the recipient receives Linked Document Method The recipient will receive an that contains a link to the relevant document, as in the example of a sales invoice below: - Page 6 of 13

7 The recipient uses the link to access the document. Options to print and/or save locally are offered. Note the Social media icons and links are added via document settings. Entity Name à Document Settings à Social Media Tab Page 7 of 13

8 Attached Document Method The recipient will receive an that contains the relevant document attached, as in the example of a sales invoice below: Monitoring Status The status of s may be monitored from the Queue page. Entity Name à Queue The status of each is displayed; including when, if sent as a link, the recipient viewed a document. Where the document is sent as an attachment that information is not available. Page 8 of 13

9 Entering and Maintaining Addresses addresses and delivery method can be entered and maintained for Customers, Suppliers and Employees. Sales invoices, credit notes, statements, sales order quotes and despatch notes To these documents addresses are entered and maintained on the Customer record. Lists à Customersà List Customers à Edit the relevant record The address entered on the record will be the one that receives ed documents Stock Purchase Orders To these documents addresses are entered and maintained on the Supplier record. Lists à Suppliers à List Suppliersà Edit the relevant record The address entered on the record will be the one that receives ed documents. Payslips, Year of Year Certificates (P60) and Dividend Tax Vouchers To these documents addresses are entered and maintained on the Employee record. Lists à Officers/Employees à List Officers/Employeesà Edit the relevant record or Payroll à Set Employeeà Set Relevant Employee à Employee Details The address entered on the record will be the one that receives ed documents. Page 9 of 13

10 ing Documents Documents can be ed as they are created as a single item. Alternatively groups of documents may be ed in bulk batches. For example when a sales invoice has been created and recorded by clicking Submit the transaction is confirmed and both Print and Mail buttons are visible. The Print button will create a hard copy pdf document for printing or storing. The Mail button will send an to the address on the customer record with the invoice as a pdf attachment. Clicking the Mail button will place the in a sending queue and a confirmation message is shown. If no valid address exists the Mail button displays a red coloured icon. ing invoices as a batch is done from the Lists of sales invoices Lists à Customer Invoices/Credits Options exist to create printable reports in batch or in batch. Use the check boxes to select the documents and click to Mail button to all those selected. A confirmation message is displayed confirming that s have been queued. Page 10 of 13

11 In summary, documents are sourced from the following menu items:- Sales Invoices/Credit Notes Activitiesà Accounts Receivable Listsà Customer Invoices/Credits Customer Statements Reportsà Accounts Receivableà Customer Statements Sales Order Quotes Stock à Sales Ordersà Add Sales Order Stockà Sales Orders à List Sales Orders Sales Order Despatch notes Stock à Sales Ordersà Edit/View Sales Order Stock à Sales Ordersà List Sales Orders Stock Purchase Orders Stockà Purchase Orders à Add Purchase Order Stockà Purchase Orders à List Purchase Orders Page 11 of 13

12 Payslips Payroll à Reports à Payslips Payroll à Reports à End of Year Certificate (P60) Dividend Tax Vouchers Entity Name à Sharesà Dividend Declarationsà Approved Declarations Automatically ing of Payslips A convenient method of distributing payslips to employees is via the system- ing feature. To use this feature, in the first instance, make sure addresses are accurately entered for each employee on their employee details record. The user may also choose whether the pay slip is ed as an attachment or a link; the default being as a link. Payroll à Manage Employees à Set Employee à Contact Details tab If the feature is used Payslips are automatically ed to employees on successful filing of the related FPS to HMRC. The Configure Payroll screen allows a user to set the default position preferred, either automatically or when the payroll run is created. Payroll à Configure Payroll à Business PAYE Settings à Payroll Run Defaults tab Tick the Payslips box to set automatic ing. The user still has the option to switch ing off at the time of a pay run creation. During the creation of a particular pay run the Payslips box will be automatically ticked if the default above is set; otherwise the user may choose to automatically payslips or not by ticking or un-ticking the box. Page 12 of 13

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