CK Email Sales Invoices A Guide for the Installation and Activation of CK Systems CK Email Sales Invoices for the Pegasus Opera II/3 Accounting System. (Updated 11/09/13)
CK Email Sales Invoices Page 1 CK Email Sales Invoices USER GUIDE CONTENTS 1.0 Introduction and Overview 2.0 CK Email Sales Invoices Installation 3.0 CK Email Sales Invoices Activation 4.0 Upgrading CK Email Sales Invoices 5.0 Uninstalling CK Email Sales Invoices 6.0 Setting CK Email Sales Invoices for use 7.0 Using CK Email Sales Invoices 8.0 Troubleshooting/Frequently Asked Questions
CK Email Sales Invoices Page 2 1.0 Introduction & Overview CK Email Sales Invoices allows the mailing of single or multiple Sales Invoices & Credit notes from a batch browse screen view. Using Microsoft Outlook or Exchange server, multiple invoices can be attached to a single customer email so customers receive fewer emails in their inbox improving their account experience with you. The utility is not restricted to just using Exchange Server or Outlook. The mail server settings can be any SMTP server. If you are not emailing directly through an SMTP server then the system is not limited to Outlook but can use any MAPI complaint mail client installed on the PC. The emails can be set with priority flags for the customers attention, other attachments (such as terms & conditions) can be added and test emails can be produced so you can ensure the customer is receiving the emails in the correct format. Like all bespoke CK Email Sales Invoices requires that the Opera II/3 toolkit module has been installed and activated prior to installation and will not function without it. Should you experience any problems with this software or you have any queries or comments regarding this program please contact CK Systems by telephone on 01384 24500. Alternatively you can contact us by fax on 01384 245250 or by e-mail at support@ckca.co.uk DISCLAIMER Although programs are tested by CK Systems before release, no claim is made concerning the accuracy of software. CK Systems cannot assume liability or responsibility for any loss or damage arising from use of these programs. It is a condition of every sale or purchase of all CK Systems products that the purchaser accepts all such risk and such acceptance shall have deemed to be given when the purchase is made.
CK Email Sales Invoices Page 3 2.0 Installation of CK Email Sales Invoices The CKS Product Library has been written to standardise the installation and activation of CK Systems Bespoke products specifically written for the Pegasus Opera II/3 accounting system. You can download the library from our website www.cksystems.co.uk and follow the download link on the home page. Ensure you download the version that is compatible with the Opera version you are using. The file is call cksprods.exe prefixed by the compatible opera release number. The CKS Product Library is installed in two stages. First the Product Library is installed to the server then the CKS Client is installed on each workstation running Opera clients. To install the CK Email Sales Invoices programs take the following steps: 1. Double click on the xxxcksprods.exe and a wizard begins which will guide you easily through the install process.
CK Email Sales Invoices Page 4 2. The various stages are self-explanatory but Opera II/3 must already be installed either on the workstation or the network. After clicking next you ll need to agree to the terms and conditions and then be presented with some important information about the Product Library. Once you have read this pressing next will proceed to the next step where the destination location is specified. If the directory the wizard locates is the home of your Opera II/3 server installation then click OK. Otherwise you can browse for the correct directory by choosing the Change folder button. Please ensure this path is correct before continuing to the next stage this has to be the Server Opera II/3 root folder
CK Email Sales Invoices Page 5 3. Once the directory is selected then the next wizard screen begins the install Procedure once the install screen button is selected. During the install process on the server a windows service called Operaworker can be installed and started automatically. This windows service is not required for CK Email Sales Invoices and should be left unticked.
CK Email Sales Invoices Page 6 4. Once the installation has completed as below you will be shown the history of program changes. You now must install the bespoke on each client workstation that is using Opera II/3. 5. Explore to main Opera II/3 install directory and in the root folder there is an Executable file called CKSPRODS_CLIENT.EXE. Run this to install the Bespoke client engine, choose Next to continue. 6. All the following installation boxes are selected by default; Email Error Logs allows any error log created by Opera to be emailed directly to dealer support, improving the quality of support service we provide. Desktop Alerts Engine provides annual desktop alert messages to the user on Opera login if the product licence is due for renewal. CK Progress Control not required for CK Email Sales Invoices (untick). Follow the screen directions and after install is complete you are ready to activate CK Email Sales Invoices.
CK Email Sales Invoices Page 7 3.0 CK Email Sales Invoices Activation 1. Load Pegasus Opera II/3 and log in as normal. 2. In the System module, select Maintenance and then CKActivation. A menu is presented that contains detail of the bespoke modules installed on the system, with any modules that have been previously installed and activated highlighted in red. Enter the code supplied by CK Systems in the relevant activation code column. If the code entered is correct a Yes answer will be set in the activated column and the line will turn red. The current version number of the bespoke software will also be displayed so you can ensure you have the latest releases on your system. If the module is for demonstration purposes then enter a code of DEMO and the module will be restricted to company Z and printing of reports is not available. Further information about all the CK Systems/utilities within the activation screen can be found by highlighting the product and then clicking on the Details tab Important Note: The version number of the CKS Product Library is displayed on the blue title bar of this screen
CK Email Sales Invoices Page 8 Once the codes have been entered, click OK and you will then be prompted to restart Opera II/3. IMPORTANT NOTE: Every time you upgrade or reinstall Opera II/3 or upgrade the CK Systems bespoke you will need to go into the CK Systems Activation Form and then click OK to re-initialise the data structures and bespoke menu structures so data/access is not lost from the tables. 3. Once you have logged back into Opera II/3, open the System, Utilities folder and choose Update Data Structures. Select all companies and run the standard routines. 4. Once the UDS has finished log out and back in to Opera and your CK Email Sales Invoices product is ready for use. 4.0 Upgrading CK Email Sales Invoices IMPORTANT UPGRADE NOTE: After an Opera Upgrade the product library is checked automatically to see if a bespoke upgrade is required for the new version of Opera. If a critical upgrade is required the user is informed when activating. If this is necessary download the latest version from our website and contact CK Systems for new activation codes. The activation codes shipped with the product are relevant to the registered Opera II/3 username, version and number of users. If any of these items change then any activated items within the CK Email Sales Invoices will need to be re-activated with a new activation code supplied by CK Systems and entered within the CK Activation screen as per step 3.0 Also when CK Systems issue a version upgrade then CK Email Sales Invoices will need to be upgraded. To upgrade CK Email Sales Invoices that has already been installed and activated take the following steps: 1. Double click on the Setup icon and a wizard begins which will guide you easily through the install process as described in [2] above. 2. Once the installation has completed select OK 3. Load Pegasus Opera II/3 as normal. 4. Open the Maintenance folder in the System and open the CkActivation screen, the modules should already be highlighted in red with the word Yes displayed in the installed column. You do not need to do anything in this screen other than selecting OK. You will then be asked to re-start Opera II/3. Exit out of Opera II/3 then re-load as normal. 6. In the System module, select Utilities and run Update Data Structures on all companies. 7. When update data structures has completed, re-logon to Opera to activate the bespoke software. The upgrade to the install of the CK Email Sales Invoices is now complete.
CK Email Sales Invoices Page 9 5.0 Uninstalling CK Email Sales Invoices To uninstall the CKSystems product library take the following steps: 1. The CKSProduct libraryclient and CKSProductLibrary are uninstalled using the standard Windows uninstall routine i.e. via Add/Remove Programs in Control Panel. You will need to remove the Client and the Server versions. You should firstly remove the client installations from all workstations before uninstalling the server version please uninstall CKSProductLibraryClientSetup 2 Choose Add/Remove and follow the on screen selections. Once selections have been made choose okay and the system will remove all elements of the bespoke programs. 3 Please note that when de-installing not all files may be removed you may find some files remain, e.g.. cks?????.sys files in the System folder, these can be removed manually.
CK Email Sales Invoices Page 10 6.0 Setting CK Email Sales Invoices for use CK Email Sales Invoices allows you to select various invoices that you require to be emailed to your customers from a browse screen. These can be recently created invoices/credit notes (default) or historical invoices/credits. The utility links to the Microsoft Exchange Server on the network or uses the local outlook email account on the PC. If you choose to use the local email account then any sent emails will be stored locally on the outlook account that has run the utility. A benefit of this is that the user has a local record of the emails sent however a drawback is that local user account will get clogged up with these emails and will need to be deleted on a regular basis. The system can be set to use the Microsoft Exchange Server which would handle the delivery and storage of the sent emails on the server. The benefit here is that nothing is stored on the local outlook account so space for the local user is not an issue, the drawback is that there is no readily accessible check of the emails being sent. Therefore the following setting is only required if you choose to use the Exchange Server for delivering the email messages. 6.1 Exchange Server Delivery Setup To link Opera II/3 to use the exchange server as the default email delivery system when using CK Email Sales Invoices, go to Administration/System/Utilities/System Preferences. We have added a new tab to this screen called Bespoke which will need the exchange server settings entered.
CK Email Sales Invoices Page 11 For emails to be distributed correctly the company s exchange server name and administrator email address are mandatory and a mail server name and password may also be required dependant on the email server setup. Mail Server Name: Port: Mail username/ Password: Enter here the name of the exchange server that distributes emails on the network. (This should be obtained from the Network administrator on site.) Enter here the port used by Exchange server to allow emails to be distributed (this can be obtained from the network administrator if required). Enter here a registered username and password to access the exchange server if required by the Exchange mail server (not mandatory). System Administrator Email: Enter here the Opera administrators email. This can be used for testing that the emails are being distributed correctly. Click on the Test Email button to send an email to the system administrator. A message is received on screen if there are any connection issues or if the email has been sent successfully. ***
CK Email Sales Invoices Page 12 7.0 Using CK Email Sales Invoices 7.1 Sales Account Setup There are two new fields on the Sales/Processing client screen that can be used in conjunction with the Email Invoices utility. Exclude from Email Invoices: Select this option if this client is not to be included in the email invoice utility. It may be that a client has stated they don t wish to receive invoices by email therefore setting this will remove them from being included in the email options.. Invoice Email: Enter here the email address that is to receive the invoices if different from the statement email address used for the account contact. Emailing Statements will always use the A/C Contact email address as standard. This is for where a customer has different departments handling statemnets and email processing.
CK Email Sales Invoices Page 13 7.2 Email Invoices Utility Email Invoices is accessed from the Financials\Sales\Reports menu. Enter the criteria options on the selection screen presented; Select by: From/To: Select the criteria in which the records are to be filtered; this does not affect the browse screen sort order display. You can select by Account, Region, Territory or Type. Options here depend on the sequence selected but by default you can choose to filter the invoices by one, all or a range of customers. Start Date/Finish Date: By default the dates will default from the Monday of the current week to today s system date. If you want to select invoices before this date then amend accordingly. Show all Invoices: By default to save user entry time the system will only show invoices that have yet to be emailed to the customer. If you are selecting invoices to be re-emailed or to be sent from a historical date then select this option. Include Credit Notes: If you wish to include credit notes to be emailed then select this option. Test Mode: If you wish to run a test of the utility then select this option. With this selected any invoices chosen will be sent to email recipient specified in the System Preferences and customer email address will be ignored. Choose OK and the system will sort the invoices and display them as follows;
CK Email Sales Invoices Page 14 Any invoice lines displayed in Red indicates that these items cannot be currently emailed. This will either be because the Account has no Email address or the address is invalid on the header screen or the invoice transaction has no PDF image created. For any items that have no email address cancel the email utility and amend the customer account record in Sales\Processing accordingly and run again. By default each invoice that meets the email criteria will have a tick placed against it. If you do not want a particular invoice sent then remove the tick. Invoices can be all selected or de-selected by clicking on the Select column header. Invoices can be previewed by double clicking on the Invoice line The pdf of the invoice will open showing you the invoice/credit note image. ***
CK Email Sales Invoices Page 15 7.3 Email Options Tab At the top of the email selection browse screen there are further settings that govern how the email will be delivered. These are contained on the Email Options Tab. Importance: Attachment: Allows the email to be sent to have an Outlook flag of Normal, Low or High priority attached. Allows an added attachment to be placed on the email message along with the invoice PDF files. This could be used if you want to attach a schedule of your terms and conditions to the email. Use the browse button to search for the document/file to be attached. Send one email per customer: Ticked by default this will ensure each customer only receives one email with all their selected invoices attached. If you wish to send one email per invoice then un tick this option. Update Customer Notes: Ticked by default this will add an entry to the customer notes screen in Sales Processing when an email is sent detailing which invoice(s) have been emailed and to whom along with a date/time/user stamp for audit trail/credit control purposes.
CK Email Sales Invoices Page 16 Rename Invoice attachment As invoice Number: By default, the pdf image of the invoice is created by Opera with a random number. When using the email utility and selecting this option the random number will be replaced with the original invoice number making it easy for your clients to track once they ve received it. Test Email: Alt. Subject: Enter here the email address of the person who is to receive the emails if you are running a test of the utility. This will only show if the test mode is active. By default the system will enter a description on the subject line of the email to be sent. This will use the Opera email profile default for invoices (SQININ in the table) but can be over-ridden here. Alt. Message: By default the system will enter a descriptive message informing the customer of the invoice numbers attached to the email. This will use the Opera email profile default for invoices (SQININ in the table) but can be over-ridden here. If the Exchange Server is configured to send emails, there will be 2 further options displayed to request a Read and Delivery receipt. Below is an example of a single email containing multiple invoice attachments that is produced by the utility; The default message wording can be amended to suit your purposes. This is done in standard opera in the System\Maintenance\Email Profile section as indicated below.
CK Email Sales Invoices Page 17 8.0 Troubleshooting/Frequently Asked Questions The ability of CK Email Sales Invoices to perform its tasks correctly is reliant on the setup of the utility. Here are a few items to check for if CK Email Sales Invoices doesn t/ceases to function. Q - After running the cks products installation on the server workstation users are unable to login to Opera II/3? A- On each workstation running Opera II\3 clients you need to run the cksprods_client.exe from the main Opera Server location. Q I have installed Cks Product library & client but after logging in to Opera II/3 I cannot see the cksactivations option on the system\utilities\maintenance menu? A- Opera II/3 Toolkit module is not present. Q I have installed/upgraded Cks product library and client and toolkit module is on the Opera II/3 licence but still cannot see the cksactivations option on the system\utilities\maintenance menu? A- In visual foxpro open the Bespoke.DBF file exclusively. You will find that the CKSProds line has been flagged for deletion. Pack the database then reinstall CKSPRODS on the server and CKSPRODS_CLIENT.exe on the workstations. Q I have entered the activation code supplied against the CK Email Sales Invoices line on the activations screen but it comes up saying Invalid? A- Ensure that Ck Systems have the correct Opera licence details for your client. They need the exact company name on the licence (space & case sensitive), the Opera licence number and the Opera number of users. Q I have activated CK Email Sales Invoices but I m getting error messages when attempting to run it? A- After activation you must close Opera II/3, log back in and run an Update data structures routine selecting all companies before use. This procedure must be followed after an upgrade, if you run the uds BEFORE activating you could lose the bespoke tables from your system and data and a restore would be the only recourse. Q Test Emails are not delivered? Ensure Microsoft Outlook is installed on the workstation. Check the System Preferences and ensure the exchange server details and an administrator email address have been entered. Q When I run the utility I get No invoices selected message? Ensure the from date range has been set to a period in which invoices have been raised. If you are sending copy invoices ensure the Show all Invoices option is ticked on the utility criteria screen.
CK Email Sales Invoices Page 18 Q I m not using Exchange Server or Outlook can I use the utility? Yes Any SMTP Server details can be used or if not using a server then any MAPI compliant client used on the PC can be utilised. We are always looking for ways to improve our utilities and if there is an area where you feel the CK Email Sales Utility could be improved then please log the enhancement request at the email address below. If you have a query that you think should be included in this section please email support@ckca.co.uk with the detail.