Please follow the below steps to set up SMTP for bulk emailing of invoices, statements, and tax notices.
Follow the below steps to set up SMTP for bulk emailing of invoices, statements, and tax notices.
Step 1 - System and User Settings
Setup the SMTP details in SUPS:
Open System and User Settings.
Then View Settings, System.
Click on CORRESPONDENCE.
Update the SMTP fields as follows:
IMPORTANT NOTE: The fields highlighted in yellow are fixed and will be the same for APS Workspace sites, as they are using Office 365 for bulk emailing. These details will be different for sites NOT within the APS Workspace environment:
SMTP Encryption = SSL
SMTP Server = smtp.office365.com
SMTP Server Port = 587
The fields in green must be updated with the username and password of the Office365 account that is licenced to send bulk emails:
SMTP Server User Name
SMTP Server Password
Other fields highlighted above in blue should be reviewed and updated for bulk emailing.
Step 2 - Enter the Sender email address in the Entities Console
Update the Sender's email address in the Entities Console. This may be a generic email address and users can be set up to Send on behalf, rather than using a specific person's Office 365 account.
Open the Entities console.
Select the appropriate Entity from the drop down.
Select Correspondence.
Update the fields Invoice Email Sender Address and Statement Email Sender Address.
Check and update the other fields as appropriate.
Step 3 - Test SMTP Settings
Test the SMTP settings to ensure the bulk email is working correctly:
Open Central Console.
Select Action, Correspondence Admin.
Select the Test SMTP tab.
Enter a valid email in the To field and click the Test SMTP Settings button.
Check the Output Log to ensure the test email was successful.
If the test failed, please contact APS support for further assistance.
New Zealand Tax - 901 Notices
For bulk emailing of 901 notices, please also check and update Consoles as below:
Step 1 - System and User Settings
View Settings, System.
CORRESPONDENCE_TAX.
Update the SMTP fields with the same details as used above.
Step 2 - Enter Sender Email Address in Tax Agent Console
This may be a different account to the one used above for invoices and statements:
Open Tax Agent Console.
Select the appropriate Agent from the drop down.
Select the Correspondence menu.
Update the field 901 INC Email Sender Address and if appropriate, the 901 GST Email Sender Address
Step 3 - Test SMTP Settings
Open the Tax Correspondence Administration Console from the main APS menu
Select the Test SMTP tab
Enter a valid email in the To field and click the Test SMTP Settings button
Check the Output Log to ensure the test email was successful. If the test failed, please create a case online and reference the title of this article for further assistance.
For more detailed information on setup for bulk emailing, please refer to the article: Bulk Correspondence