Using Webmail with Sage BusinessVision

Sage BusinessVision 2018 expands the emailing functionality allowing you to use your webmail or your regular email account to send forms such as invoices, statements and purchase orders (to mention a few) without having to reply on your Microsoft Outlook desktop program. In prior versions if you wish to email from Sage BusinessVision, you must perform these functions from a computer with Microsoft Outlook installed and configured. In version 2018, by setting up a webmail or regular email account, anyone with the proper permissions in Sage BusinessVision can email forms from any workstations totally independent of Microsoft Outlook.

Email Setup

To setup your email account in Sage BusinessVision, ensure that everyone is logged out of Sage BusinessVision.

  1. From within Sage BusinessVision click Utilities, choose System Manager and then click System Setup.
  2. Click Company and then choose Email Setup.
  3. Select the form you wish to setup. You can also enter a subject for the email as well as the message in the body. Variables are available for use and will be replaced at the time a message is emailed. See below for the variables available for each of the forms.                                                                         
  4. Select Use a webmail account and a dialog box will appear for you to enter your webmail settings.
  5. The available webmail services are available with default settings pre-populated for Gmail, Outlook.com, and Yahoo. In addition to the 3 webmail services, if you have another email provider choose Other Email Provider - Note that TLS secured connections, which generally use port 587, are supported. SMTPS connections, which generally use port 465, are not supported. For additional information please contact your email provider. In this example we will use Gmail. Enter your Gmail email address and the password for the account. Click OK.                                                                                                                                                                                                  
  6. Note that Gmail by default is setup to block access from external applications, the security within your Gmail settings must be configured before external applications as such Sage BusinessVision can use it. You must enable "Allow less secure apps" within the Gmail account.
    1. Using a web browser log into the user Gmail account.
    2. Go to your Gmail settings by clicking on your profile picture (located near the top right) and then select My Account.
    3. Select Sign-in & Security.
    4. On the left, select Apps with account access.
    5. Make sure "Allow less secure apps" is set to ON.

Subject and Message Content

The Subject and Message fields allow standard message content to be modified on a form by form basis. The Subject field accepts up to 128 characters, and the Message field accepts up to 1,024 characters. In addition to regular text, variables can be used in either field that will be replaced at the time a message is emailed.

A/R statements supported variables:

Variable name

Description

{CompName}

Your company’s name

{Date}

The current log-on date entered when logging on to Sage BusinessVision

{CustNo}

The customer number

Quotes supported variables:

Variable name

Description

{CompName}

Your company’s name

{Date}

The current log-on date entered when logging on to Sage BusinessVision

{CustNo}

The customer number

{OrderDate}

The order date

{QuoteNo}

The quote number


Order confirmations supported variables:

Variable name

Description

{CompName}

Your company’s name

{Date}

The current log-on date entered when logging on to Sage BusinessVision

{CustNo}

The customer number

{OrderDate}

The order date

{OrderNo}

The order number


Invoice supported variables:

Variable name

Description

{CompName}

Your company’s name

{Date}

The current log-on date entered when logging on to Sage BusinessVision

{CustNo}

The customer number

{InvoiceDate}

The invoice date

{InvoiceNo}

The invoice number

{OrderNo}

The order number


 Purchase orders supported variables:

Variable name

Description

{CompName}

Your company’s name

{Date}

The current log-on date entered when logging on to Sage BusinessVision

{PODate}

The purchase order date

{PONo}

The purchase order number

{VendNo}

The vendor number

Direct deposit statements supported variables:

Variable name

Description

{CompName}

Your company’s name

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