Email Templates

Access this form using Accounting or Payroll>Maintain>Email Templates. This form is only available if you have installed and added the Accounts Receivable Billing or the Payroll and Direct Deposit modules.

Use this form to create default and customized email templates for forms that are emailed from MIP Fund Accounting. You must set up default preferences, such as a subject and message for each type of form in the system before creating any customized email templates. (At this time, email templates are only available for the Accounts Receivable and Payroll and Direct Deposit modules.) Also, the <Default> template cannot be deleted.

To Set Up an Email Template

1. Email Templates work in conjunction with the SMTP Connection information that was set up by the Administrator using the Organization>Organization Information>Email Setup tab.

We recommend that the SMTP Connection information be set up and tested by the Administrator before creating an email template (Organization>Organization Information>Email Setup tab).

2. On the Email Templates form, select a Process Type.
3. Enter a Process Template. Before creating customized email templates, you must select the <Default> process template, then complete the form and save it. A <Default> Process Template is recommended for each Process Type. That way you have a generic or standard email format composed that can be sent to customers who want emailed statements and/or invoices, or employees who want their direct deposit voucher information emailed.
4. Enter a From email address. A From email address is required in order to send emails.
5. Enter a Cc or Bcc email address. To receive a copy of the emails being sent, we recommend that you enter your email address in the Cc or Bcc fields. If you do not want your customers or employees to see your email address, you should use the Bcc field.
6. Enter a default Subject and Message for each process type.
   • For example, for A/R Invoices, you might include a subject of “Monthly Invoice from ABC Organization” and a message of “Attached is a copy of your monthly invoice. Please call if you have any questions or concerns. Thank you for your continued support!”
7. Click Send Test Email. Click this button to test the connectivity with the server and that SMTP will work with the system to email forms. The addresses entered by the Administrator on the Organization>Organization Information>Email Setup tab will be used when this button is clicked to test that your connection is set up correctly.
8. Click Save.
9. Now, you’re ready to select which customers will receive their invoices and/or statement via email, as well as which employees will receive their pay stubs via email.
   • Open the Maintain>Accounts Receivable>Customers form,
     • On the Customers tab, select a Customer ID.
     • On the Email tab, select the Email check box, enter the email address, and select the process template, or accept the default process template.
     • You will need to select this for each customer and decide if they want to receive their invoices, customer statements, or both through email.
   • Open the Payroll>Maintain>Employee Information form,
     • On the Employee tab, select an Employee ID.
     • On the Email tab, select the Email check box, enter the email address, and select the process template, or accept the default process template.
     • You will need to select this for each employee who wants to receive their direct deposit voucher information through email.

 

Process Type: Select a process type from the drop-down list, such as A/R Invoice. Then you will define the default email preferences for each process type, such as From email address, and subject.

Process Template: Select <Default> or enter a process template for this Process Type. It is recommended that you create and save a <Default> process template for each process type before creating any additional Process Templates. Also, we recommend that the <Default> process template be defined with internal email routing information and generic messaging content.

That way you have a generic or standard email format composed for customers who want statements emailed, and another for those who want their invoices emailed.

You can get creative and customize email templates for each individual customer per process type or create customized email templates for specific purposes, such as Final Notice or Past Due Invoices; however, you will need to select each one individually on each Customer’s Email Tab before processing invoices and/or statements.

Define Email Routing:

• From: Enter the email address from where the email is being sent. (This is required to email.) For example, you might want to enter your company’s email address; if you have rights to monitor it.

If the Use Custom Credentials check box was selected and a User name was entered by the Administrator on the Organization>Organization Information>Email Setup tab, the “From” email address here must match the User name, in order to use the selected Process Type’s format.
You cannot use a User name with someone else’s email address when the Use Custom Credentials check box was selected.

• Cc, Bcc: To send emails for this process type to another email address, enter that email address here. (The email address entered displays on the email being sent; however, the Bcc email address will not display on the email.
  If you are entering multiple email addresses, each address must be separated with a semicolon and a space. Example, you@email.com; me@email.com.
  

Note: We recommend that the organization include their email address as a Cc or Bcc, so that you can collect historical information about the emails being sent from MIP Fund Accounting. Do not delete these emails, as they are your only historical record.

• Send Test Email: Click this button to test the email connection. The addresses entered by the Administrator on the Organization>Organization Information>Email Setup tab will be used when this button is clicked to test that your connection is set up correctly. Note that if the From and To email address fields were left blank, the system will only verify that the Server, Port, and User and Password (if applicable) fields have information but a test email will not be sent when this button is clicked.

Customize Email Content:

• Subject: Enter the subject line for the process type selected. This text displays in the subject line of every email sent for this process type.
• Message: Enter a message to be included in the email for the process type selected. For example, it could include information such as a contact person and telephone number that would be applicable to all customer’s receiving an emailed invoice.