Completing Email Manager

From the main School Accounting System screen, select the Maintenance menu and then Email Manager.
Click the General Options tab to enter the general information for sending emails from within the School Accounting System, including the mail server name.

Select the Enable Email Manager field to turn on the functionality of sending emails from within the School Accounting System, including the options stipulated within the Email Manager option (such as emailing direct deposit stubs) and the other miscellaneous options available without being defined in the Email Manager option (such as emailing reports).

Note: If this field is unselected, emails cannot be sent from within the School Accounting System, including test emails.

For organizations using the School Accounting System-Online version, select the Use Hosted Mail Server field to send emails from within the School Accounting System using the hosted mail server (at Wizmo); otherwise, leave the field unselected to use your organization’s SMTP mail server.

Note: The Use Hosted Mail Server field is only enabled if the Enable Email Manager field is selected and the organization uses the School Accounting System-Online version.

If the Enable Email Manager field is selected, the General Information section is enabled. Complete the General Information section as follows:

Tip: If using the School Accounting System-Online version and sending emails using the hosted mail server (at Wizmo), refer to the Configuring Email Manager for School Accounting System-Online Version topic for more information; or if using a Google® mail server to send emails, refer to the Configuring Email Manager for a Google® Mail Server topic for more information.

Select the Enable SSL field if your server has a SSL (Secure Sockets Layer) certificate installed to secure communication so that others cannot intercept and decipher the data being transferred. Consult your Technology Coordinator to determine if this field should be selected.

Note: If the Use Hosted Mail Server field is selected, this field will be selected automatically and disabled.

Enter the name of your organization’s SMTP mail server in the Mail Server field. The name can be alphanumeric and up to 50 characters long. Consult your Technology Coordinator if the name is unknown.

Note: If the Use Hosted Mail Server field is selected, this field will be completed automatically (with authmailrelay.sui-online.com) and disabled.

If needed, enter the number (up to 5 digits) for the specific port used by the SMTP mail server in the Port Number field. In most cases, leave the Port Number field blank to use the standard SMTP port number of 25.

Note: If the Use Hosted Mail Server field is selected, this field will be completed automatically (with 587) and disabled.

Select the font, font style, and font size to use for the text in the message (body) of the emails by clicking the Search button for the Email Message Font field. The default of Arial, Regular, font size 12 will appear, but can be changed.

Select the font, font style, and font size to use for the text in the disclaimer of the emails by clicking the Search button for the Disclaimer Font field. The default of Arial, Regular, font size 10 will appear, but can be changed.
If desired, enter the text to use as a disclaimer appended to the bottom of the email messages in the Disclaimer field. The disclaimer can be an unlimited number of characters in length. The information entered here will be used as the default, but can be changed on the Email Options screen, if applicable.
If using an Office 365 SMTP mail server, enter the unique string (up to 100 characters long) for the tenant-specific directory (account) for your organization for use with OAuth2 authorization in the Directory (Tenant) ID field. For all other mail servers, leave this field blank.

Note: If the Use Hosted Mail Server field is selected, this field will be disabled.

Tip: For instructions to determine the values to enter into the Directory (Tenant) ID, Application (Client) ID, Client Secret Value, and Authority fields, click here.

If using an Office 365 SMTP mail server, enter the unique string (up to 100 characters long) for your registered application for use with OAuth2 authorization in the Application (Client) ID field. For all other mail servers, leave this field blank.

Note: If the Use Hosted Mail Server field is selected, this field will be disabled.

Tip: For instructions to determine the values to enter into the Directory (Tenant) ID, Application (Client) ID, Client Secret Value, and Authority fields, click here.

If using an Office 365 SMTP mail server, enter the unique string (up to 100 characters long) generated to authenticate your application for use with OAuth2 authorization in the Client Secret Value field. For all other mail servers, leave this field blank.

Note: If the Use Hosted Mail Server field is selected, this field will be disabled.

Tip: For instructions to determine the values to enter into the Directory (Tenant) ID, Application (Client) ID, Client Secret Value, and Authority fields, click here.

If using an Office 365 SMTP mail server, enter the URL (up to 200 characters long) to grant access for application permission for use with OAuth2 authorization in the Authority field. For all other mail servers, leave this field blank.

Note: If the Use Hosted Mail Server field is selected, this field will be disabled.

Tip: For instructions to determine the values to enter into the Directory (Tenant) ID, Application (Client) ID, Client Secret Value, and Authority fields, click here.

Select the Send Emails in Groups field to send the emails initiated from within the School Accounting System in groups or batches. Typically, this field is only selected if the mail server has a limitation on the number of emails sent at one time and there were issues in the past sending bulk emails from within the School Accounting System.
If the Send Emails in Groups field is selected, the Number of Emails per Group field is enabled. Enter the number of emails to send in each batch in the Number of Emails per Group field. The number can be up to 4 digits.
If the Send Emails in Groups field is selected, the Pause Between Groups (Minutes) field is enabled. Enter the number of minutes for which to pause in between sending the batches of emails in the Pause Between Groups (Minutes) field. The number can be up to 2 digits.

If desired, enter the ID of the email address to use as the default when emailing reports for options accessed on the main School Accounting System screen in the Default Email Address ID field (in the Report Options section). The ID of the email address entered here will be used as the default, but can be changed at the time a report is emailed, if needed.
If the system is set up to make a daily backup (the Complete Daily Backup field is selected on the Backup Options tab in the System File), complete the Backup Options section in order to send notification emails for the daily backups.

Note: The Backup Options section is not available for organizations using the School Accounting System-Online version with the updated database configuration.

Select the Send Email Notification field to send a notification email each time a daily backup was made, or if there were any issues with the daily backup.
Enter the email address for which to send the notification emails for the daily backups in the To Email Address field. The email address can be up to 128 characters long and must follow the proper format of "username@example.com". This field is only enabled if the Send Email Notification field is selected.

Tip: Multiple email addresses can be entered in this field by using a semi-colon (;) between the email addresses.

Enter the ID of the email address to use when emailing the notification messages for the daily backups in the Email Address ID field. This field is only enabled if the Send Email Notification field is selected.

Click the Save button.

Click the Email Addresses tab to define the various email addresses that will be utilized when sending emails within the School Accounting System.

Note: There must be at least one email address defined within the Email Manager option.

Click the New Record button.
Enter a unique ID for the email address in the Email Address ID field. The ID can be alphanumeric and up to 10 characters long (no spaces).

Note: To have the system automatically assign the ID using the first 10 characters (letters and numbers only) of the description, leave the ID field blank; once the record is saved, the ID will be assigned.

Enter a description for the email address in the Email Address Description field. The description can be up to 40 characters long.

Enter the email address from which to send the emails in the From Email Address field. The email address can be up to 128 characters long and must follow the proper format of "username@example.com".

Note: If using the hosted mail server (the Use Hosted Mail Server field is selected on the General Options tab), this field will be completed automatically (with sas@notifications.sui-online.com) and disabled.

Tip: The email address entered in this field will also be used when the system sends rejection emails if the Use Hosted Mail Server field (on the General Options tab) is not selected.

Enter the name to show who the emails are from (within the recipient's inbox) in the From Display Name field. The name can be alphanumeric and up to 128 characters long.
If required by your organization’s SMTP mail server, enter the user ID and password for the email address in the User Name field and Password field. The user ID and password can be alphanumeric and each can be up to 128 characters long. The password is case sensitive. Consult your Technology Coordinator to determine if the fields are required and what to enter in the fields.

Note: If using the hosted mail server (the Use Hosted Mail Server field is selected on the General Options tab), the User Name and Password fields will be disabled and blank; when emails are sent, the proper information for the user name and password will be automatically included.

In the Reply To Email Address field, enter the email address to use when a recipient clicks to reply (from within the recipient's inbox) to an email sent from the School Accounting System. The email address can be up to 128 characters long and must follow the proper format of "username@example.com".

Tip: The email address entered in this field will also be used when the system sends rejection emails if using the hosted mail server (the Use Hosted Mail Server field is selected on the General Options tab).

Click the Save button.

Tip: If desired, click the Test button to send a test email message for the newly added email address.

Steps to Test Email Manager

If applicable, repeat these steps until all the desired email addresses have been added.

Click the General Ledger tab.

If desired, enter the ID of the email address to use as the default when emailing General Ledger reports in the Default Email Address ID field in the Report Options section. The ID of the email address entered here will be used as the default, but can be changed at the time a General Ledger report is emailed, if needed.
Click the Save button.

Click the Accounts Payable tab.

If direct deposit stubs and/or 1099s will be emailed to vendors in Accounts Payable, complete the Direct Deposit/1099 Options section.

Enter the ID of the email address to use as the default when emailing direct deposit stubs and 1099s to vendors in the Default Email Address ID field. The ID of the email address entered here will be used as the default, but can be changed at the time the direct deposit stubs or 1099s are emailed, if needed.
To email direct deposit stubs to vendors during an Accounts Payable check cycle, select the Email Direct Deposit Stubs field.
Enter the subject line to use as the default when emailing the direct deposit stubs in the Email Subject field. The subject line can be alphanumeric and up to 100 characters long. The information entered here will be used as the default, but can be changed when emailing the stubs, if needed. This field is only enabled if the Email Direct Deposit Stubs field is selected.
Enter the text to use as the default for the message (body) of the emails in the Email Message field. The text can be alphanumeric and up to 1,000 characters long. The information entered here will be used as the default, but can be changed when emailing the stubs, if needed. This field is only enabled if the Email Direct Deposit Stubs field is selected.
If desired, click the Test Vendors button to send a test email message to the vendors defined to be emailed direct deposit stubs. This button is only enabled if the Email Direct Deposit Stubs field is selected.

Steps to Test Email Manager

If desired, enter the ID of the email address to use as the default when emailing Accounts Payable reports in the Default Email Address ID field in the Report Options section. The ID of the email address entered here will be used as the default, but can be changed at the time an Accounts Payable report is emailed, if needed.
To send notification emails for requisitions, click the Requisition Options tab and complete the information.

Enter the ID of the email address to use when emailing requisition notifications in the Email Address ID field.
To send notification emails to those users who approve requisitions, complete the Approver Emails section.

Select the Send Email to Approvers field to send notification emails to those users who approve requisitions when requisitions are pending their approval, and for recalled requisitions if requisitions are allowed to be recalled (as defined within the Requisition Options option).

Tip: Regardless if this field is selected or not, an alert will appear on the Accounts Payable screen if requisitions are pending the approval of the user currently logged into the system.

Note: The notification emails for approvals use the verbiage as entered in the Approver Message field, while the recalled requisition emails use the verbiage in the Requisition Recall Message field. If applicable, notification emails to approvers for requisitions awaiting approval are sent each time a user in Accounts Payable exits the Requisition Entry option after submitting requisitions or exits the Requisition Approvals option after approving requisitions; in Web Link the notification emails are sent after submitting each requisition and processing each requisition approval. If the Send Email to Approvers field is selected and the Send First Email Only to Approvers field is not selected, a notification email is sent to approvers each time requisitions are pending their approval, whether from a user submitting one or more requisitions or from requisitions advancing through the approval process. For example, if User A enters and submits 10 requisitions (all for the same approver) in Accounts Payable and then exits the Requisition Entry option, and User B enters and submits 1 requisition (for the same approver as User A) and then exits the Requisition Entry option, 2 notification emails will be sent to the approver. However, if User A had closed the Requisition Entry option in Accounts Payable after entering and submitting each of the 10 requisitions, 11 notification emails would have been sent to the approver instead (10 from User A and 1 from User B). If the Send Email to Approvers field is selected, notification emails for a recalled requisition are sent right after a requisition is recalled, and are sent each time a requisition is recalled, no matter if the Send First Email Only to Approvers field is selected or not.

Select the Send First Email Only to Approvers field to only send one approval notification email to each approver until the approver accesses the Requisition Approvals option in Accounts Payable, or processes requisition approvals in Web Link. Regardless of the number of requisitions pending approval by the approver, only one email is sent when the first requisition is pending; then once the approver accesses the Requisition Approvals option in Accounts Payable, or processes requisition approvals in Web Link, the system initiates another notification email when the next requisition is pending for the approver. This field is only enabled if the Send Email to Approvers field is selected.

Select the Send Daily Email Reminders to Approvers field to send an email each day to approvers who have requisitions pending their approval. This field is only enabled if the Send Email to Approvers field is selected.

Tip: If this field is selected, the daily email is sent at the point the first user logs into the School Accounting System and uses the verbiage as entered in the Approver Message field.

Enter the text to use as the message (body) of the notification emails sent to approvers when requisitions are pending their approval in the Approver Message field. The text for the message can be alphanumeric and up to 8,000 characters long. This field is only enabled if the Send Email to Approvers field is selected.
Enter the text to use as the message (body) of the notification emails sent to approvers for recalled requisitions in the Requisition Recall Message field. The text for the message can be alphanumeric and up to 8,000 characters long. This field is only enabled if the Send Email to Approvers field is selected and the Allow Recall of Requisitions field is selected within the Requisition Options option.

Note: If desired, reserved words can be used in this field to include various fields of information from the requisition. To use a reserved word, either key the reserved word or else right-click within the field, select Reserved Words, and then select the correct one. The reserved words available to use in this field are: #### to include the requisition number; COMMENTS to include the comments entered for the requisition; VENDORID to include the ID of the vendor to whom the requisition is issued; VENDORNAME to include the name of the vendor to whom the requisition is issued; REQAMOUNT to include the total amount of the requisition; REQDATE to include the date of the requisition; EXPECTEDDATE to include the expected date of the requisition; REQDESCRIPTION to include the summary description from the requisition (as entered in the Header section); APPROVALTREEID to include the ID of the approval tree being used for the requisition; APPROVALTREEDESCRIPTION to include the description (name) of the approval tree being used for the requisition; SHIPTOADDRESSID to include the ID of the ship to address assigned to the requisition; SHIPTOADDRESSNAME to include the name of the ship to address assigned to the requisition; EMPLOYEEID to include the ID of the employee assigned to the requisition; and EMPLOYEENAME to include the name of the employee assigned to the requisition. (Tip: The reserved words that are dollar amounts are not formatted to automatically print the dollar sign; therefore, to have the amount print with a dollar sign, enter $ directly in front of the reserved word (for example, $REQAMOUNT).)

Select the Send Changed Requisition to Prior Approvers field to send an email to the users who previously approved a requisition if a requisition was changed during the approval process (by a different user). This field is only enabled if the Allow Approver Edits option (field) is selected for one or more fields within the Requisition Options option (in the Requisition Entry/Approval Defaults List on the General tab or in the Requisition Entry/Approval Overrides List for any approval tree).

Note: The notification emails to prior approvers for requisition changes use the verbiage as entered in the Changed Requisition to Prior Approvers Message field, and if the Default Requisition Form Report field is completed for the applicable approval tree (within the Requisition Options option), the updated requisition will be attached as a .PDF file to the email. If applicable, emails to approvers for changed requisitions are sent each time a user in Accounts Payable exits the Requisition Approvals option after approving requisitions; in Web Link the notification emails are sent after processing each requisition approval.

Enter the text to use as the message (body) of the notification emails sent to the prior approvers for requisition changes in the Changed Requisition to Prior Approvers Message field. The text for the message can be alphanumeric and up to 8,000 characters long. This field is only enabled if the Send Changed Requisition to Prior Approvers field is selected.

Tip: If the Default Requisition Form Report field is completed for the applicable approval tree (within the Requisition Options option), the updated requisition will automatically be attached as a .PDF file to the email.

To send notification emails to those users who submitted the requisitions, complete the Submitter Emails section.

Select the Send Email to Submitters field to send notification emails to those users who submit requisitions once the requisitions have been processed.

Note: If applicable, notification emails to submitters are sent only for requisitions which received final approval or were rejected, and are sent once a user in Accounts Payable exits the Requisition Approvals option; in Web Link the notification emails are sent after processing each requisition approval. If the Send Email to Submitters field is selected and the Send First Email Only to Submitters field is not selected, a notification email is sent to submitters each time a requisition has been processed, using the verbiage as entered in the Single Requisition Approved Message field or the Single Requisition Rejected Message field.

Select the Send First Email Only to Submitters field to only send one notification email to each submitter until the submitter accesses the Requisition Status option in Accounts Payable or accesses the Requisition Entry option in Accounts Payable or Web Link. Regardless of the number of requisitions processed (received final approval or rejected) for a user, only one email is sent when the first requisition is processed; then once the submitter accesses the Requisition Entry option in Accounts Payable or Web Link, or the Requisition Status option in Accounts Payable, the system initiates another notification email when the next requisition is processed for the submitter. This field is only enabled if the Send Email to Submitters field is selected.

Note: If the Send First Email Only to Submitters field is selected, the notification emails use the verbiage as entered in the Multiple Requisition Changes Message field.

Enter the text to use as the message (body) of the notification emails sent to the users who submitted requisitions that were fully processed and approved in the Single Requisition Approved Message field. The text for the message can be alphanumeric and up to 8,000 characters long. This field is only enabled if the Send Email to Submitters field is selected.

Note: The verbiage in this field is only used for requisitions that are fully processed and approved if the Send Email to Submitters field is selected and the Send First Email Only to Submitters field is not selected. If desired, reserved words can be used in this field to include various fields of information from the requisition. To use a reserved word, either key the reserved word or else right-click within the field, select Reserved Words, and then select the correct one. The reserved words available to use in this field are: #### to include the requisition number; COMMENTS to include the comments entered for the requisition; VENDORID to include the ID of the vendor to whom the requisition is issued; VENDORNAME to include the name of the vendor to whom the requisition is issued; REQAMOUNT to include the total amount of the requisition; REQDATE to include the date of the requisition; EXPECTEDDATE to include the expected date of the requisition; REQDESCRIPTION to include the summary description from the requisition (as entered in the Header section); APPROVALTREEID to include the ID of the approval tree being used for the requisition; APPROVALTREEDESCRIPTION to include the description (name) of the approval tree being used for the requisition; SHIPTOADDRESSID to include the ID of the ship to address assigned to the requisition; SHIPTOADDRESSNAME to include the name of the ship to address assigned to the requisition; EMPLOYEEID to include the ID of the employee assigned to the requisition; and EMPLOYEENAME to include the name of the employee assigned to the requisition. (Tip: The reserved words that are dollar amounts are not formatted to automatically print the dollar sign; therefore, to have the amount print with a dollar sign, enter $ directly in front of the reserved word (for example, $REQAMOUNT).)

Enter the text to use as the message (body) of the notification emails sent to the users who submitted requisitions that were rejected in the Single Requisition Rejected Message field. The text for the message can be alphanumeric and up to 8,000 characters long. This field is only enabled if the Send Email to Submitters field is selected.

Note: The verbiage in this field is only used for requisitions that are rejected if the Send Email to Submitters field is selected and the Send First Email Only to Submitters field is not selected. If desired, reserved words can be used in this field to include various fields of information from the requisition. To use a reserved word, either key the reserved word or else right-click within the field, select Reserved Words, and then select the correct one. The reserved words available to use in this field are: #### to include the requisition number; COMMENTS to include the comments entered for the requisition; VENDORID to include the ID of the vendor to whom the requisition is issued; VENDORNAME to include the name of the vendor to whom the requisition is issued; REQAMOUNT to include the total amount of the requisition; REQDATE to include the date of the requisition; EXPECTEDDATE to include the expected date of the requisition; REQDESCRIPTION to include the summary description from the requisition (as entered in the Header section); APPROVALTREEID to include the ID of the approval tree being used for the requisition; APPROVALTREEDESCRIPTION to include the description (name) of the approval tree being used for the requisition; SHIPTOADDRESSID to include the ID of the ship to address assigned to the requisition; SHIPTOADDRESSNAME to include the name of the ship to address assigned to the requisition; EMPLOYEEID to include the ID of the employee assigned to the requisition; and EMPLOYEENAME to include the name of the employee assigned to the requisition. (Tip: The reserved words that are dollar amounts are not formatted to automatically print the dollar sign; therefore, to have the amount print with a dollar sign, enter $ directly in front of the reserved word (for example, $REQAMOUNT).)

Enter the text to use as the message (body) of the notification emails sent to the users who submitted requisitions that were fully processed (approved or rejected) in the Multiple Requisition Changes Message field. The text for the message can be alphanumeric and up to 8,000 characters long. This field is only enabled if the Send Email to Submitters field is selected.

Note: The verbiage in this field is only used for requisitions that are rejected if the Send Email to Submitters field is selected and the Send First Email Only to Submitters field is also selected.

Enter the text to use as the message (body) of the notification emails sent to the designated users on the approval trees (if applicable) when requisitions are fully processed and approved in the Fully Approved Message field. The text for the message can be alphanumeric and up to 8,000 characters long. This field is only enabled if the Send Email to Submitters field is selected.

If applicable, select the Send Changed Requisition to Original Submitter field to send an email to the user who submitted a requisition if the requisition was changed during the approval process. This field is only enabled if the Allow Approver Edits option (field) is selected for one or more fields within the Requisition Options option (in the Requisition Entry/Approval Defaults List on the General tab or in the Requisition Entry/Approval Overrides List for any approval tree).

Note: The notification emails to submitters for requisition changes use the verbiage as entered in the Changed Requisition to Submitter Message field, and if the Default Requisition Form Report field is completed for the applicable approval tree (within the Requisition Options option), the updated requisition will be attached as a .PDF file to the email. If applicable, emails to submitters for changed requisitions are sent each time a user in Accounts Payable exits the Requisition Approvals option after approving requisitions; in Web Link the notification emails are sent after processing each requisition approval.

Enter the text to use as the message (body) of the notification emails sent to submitters for requisition changes in the Changed Requisition to Submitter Message field. The text for the message can be alphanumeric and up to 8,000 characters long. This field is only enabled if the Send Changed Requisition to Original Submitter field is selected.

To set the default information to use when emailing purchase orders, click the Purchase Order Options tab and complete the information.

Enter the ID of the email address to use as the default when emailing purchase orders in the Email Address ID field. The ID of the email address entered here will be used as the default, but can be changed at the time the Email Purchase Orders option is completed, if needed.
Enter the subject line to use as the default when emailing purchase orders in the Email Subject field. The subject line can be alphanumeric and up to 100 characters long. The information entered here will be used as the default, but can be changed when emailing purchase orders, if needed.
Enter the text to use as the default for the message (body) when emailing purchase orders in the Email Message field. The text can be alphanumeric and up to 8,000 characters long. The information entered here will be used as the default, but can be changed when emailing purchase orders, if needed.

Note: If desired, reserved words can be used in this field to include various fields of information from the purchase order. To use a reserved word, either key the reserved word or else right-click within the field, select Reserved Words, and then select the correct one. The reserved words available to use in this field are: #### to include the purchase order number; VENDORID to include the ID of the vendor to whom the purchase order is issued; VENDORNAME to include the name of the vendor to whom the purchase order is issued; POAMOUNT to include the total amount of the purchase order; PODATE to include the date of the purchase order; EXPECTEDDATE to include the expected date of the purchase order; PODESCRIPTION to include the summary description from the purchase order (as entered in the Header section); SHIPTOADDRESSID to include the ID of the ship to address assigned to the purchase order; SHIPTOADDRESSNAME to include the name of the ship to address assigned to the purchase order; EMPLOYEEID to include the ID of the employee assigned to the purchase order; and EMPLOYEENAME to include the name of the employee assigned to the purchase order. (Tip: The reserved words that are dollar amounts are not formatted to automatically print the dollar sign; therefore, to have the amount print with a dollar sign, enter $ directly in front of the reserved word (for example, $POAMOUNT).)

To send notification emails for receivings, click the Receiving Options tab and complete the information.

Select the Send Receiving Notification Emails field to send notification emails to a designated user when purchase orders have been received and are ready for invoicing (marked as received within the Receiving option).

Note: If applicable, receiving notification emails are sent each time a receiving is saved in Accounts Payable or Web Link (if applicable).

Enter the ID of the email address to use when emailing receiving notifications in the Email Address ID field. This field is only enabled if the Send Receiving Notification Emails field is selected.
Enter the ID of the user for whom to send the receiving email notifications in the User ID for Receiving Email Notifications field. This field is only enabled if the Send Receiving Notification Emails field is selected.

Enter the text to use as the message (body) of the receiving notification emails in the Receiving Email Message field. The text for the message can be alphanumeric and up to 8,000 characters long. A default message will appear initially, but can be edited if desired. This field is only enabled if the Send Receiving Notification Emails field is selected.

Note: If desired, reserved words can be used in this field to include various fields of information from the purchase order or receiving. To use a reserved word, either key the reserved word or else right-click within the field, select Reserved Words, and then select the correct one. The reserved words available to use in this field are: #### to include the purchase order number; COMMENTS to include the comments entered for the receiving; VENDORID to include the ID of the vendor to whom the purchase order is issued; VENDORNAME to include the name of the vendor to whom the purchase order is issued; POAMOUNT to include the total amount of the purchase order; PODATE to include the date of the purchase order; EXPECTEDDATE to include the expected date of the purchase order; PODESCRIPTION to include the summary description from the purchase order (as entered in the Header section); SHIPTOADDRESSID to include the ID of the ship to address assigned to the purchase order; SHIPTOADDRESSNAME to include the name of the ship to address assigned to the purchase order; EMPLOYEEID to include the ID of the employee assigned to the purchase order; and EMPLOYEENAME to include the name of the employee assigned to the purchase order. (Tip: The reserved words that are dollar amounts are not formatted to automatically print the dollar sign; therefore, to have the amount print with a dollar sign, enter $ directly in front of the reserved word (for example, $POAMOUNT).)

Click the Save button.

Click the Payroll tab.

If direct deposit stubs, W2s, and/or 1095s will be emailed to employees in Payroll, complete the Direct Deposit/W2/1095 Options section as follows:

Enter the ID of the email address to use as the default when emailing direct deposit stubs, W2s, and 1095s to employees (and payees, applicable for direct deposit stubs only) in the Default Email Address ID field. The ID of the email address entered here will be used as the default, but can be changed at the time the direct deposit stubs, W2s, or 1095s are emailed, if needed.
To email direct deposit stubs to employees and payees during a Payroll check cycle, select the Email Direct Deposit Stubs field.
To have the emailed direct deposit stubs for employees sent as a password-protected .PDF file attachment (using the format of the passwords as specified in the Password Format field), select the Password Protect Direct Deposit Stubs field. This field is only enabled if the Email Direct Deposit Stubs field is selected.

Note: This field is not applicable for direct deposit stubs emailed to payees, or for organizations using a check-writing software.

If the Email Direct Deposit Stubs field is selected, the Email Subject field is enabled. Enter the subject line to use as the default when emailing the direct deposit stubs in the Email Subject field. The subject line can be alphanumeric and up to 100 characters long. The information entered here will be used as the default, but can be changed when emailing the stubs, if needed.
If the Email Direct Deposit Stubs field is selected, the Email Message field is enabled. Enter the text to use as the default for the message (body) of the emails in the Email Message field. The text can be alphanumeric and up to 1,000 characters long. The information entered here will be used as the default, but can be changed when emailing the stubs, if needed.
If desired, click the Test Employees button to send a test email message to the employees defined to be emailed direct deposit stubs. This button is only enabled if the Email Direct Deposit Stubs field is selected.

Steps to Test Email Manager

If Payroll reports will be emailed, complete the Report Options section as follows:

If desired, enter the ID of the email address to use as the default when emailing Payroll reports in the Default Email Address ID field. The ID of the email address entered here will be used as the default, but can be changed at the time a Payroll report is emailed, if needed.
Select the Password Protect Employee Reports (applies to PR, HR, and NG) field to send the reports as a password-protected file attachment (using the format of the passwords as specified in the Password Format field) when emailing employee reports as .PDF files to individual employees in Payroll, Human Resources, and Negotiations.

Note: If this field is selected, only the employee reports (those with a parameter for Employee ID) in Payroll, Human Resources, and Negotiations that are emailed to employees as a .PDF file attachment using the Email Recipients Individual Pages option will be password protected (reports emailed as a .XLSX file attachment or using the Email Entire Report to Selected Employees option will not be password protected).

Tip: The Password Protect Employee Reports (applies to PR, HR, and NG) field displays in the Report Options section on the Payroll, Human Resources, and Negotiations tabs and if the field is selected on one of the tabs, the field is also selected on the other tabs.

In the Password Format field, enter the desired format of the passwords to use for the emailed items, including W2s, 1095s, direct deposit stubs (only if the Password Protect Direct Deposit Stubs field is selected), and employee reports (only if the Password Protect Employee Reports (applies to PR, HR, and NG) field is selected). To use the birth date of the employee formatted as MMDDYYYY for the password, enter Employee Birth Date (MMDDYYYY). To use the birth date of the employee formatted as YYYYMMDD for the password, enter Employee Birth Date (YYYYMMDD). To use the first four letters of the employee's last name (in all caps) and then the last four digits of the employee's social security number for the password, enter First Four Letters of Employee Last Name and Last Four Digits of Social Security Number. To use the last four digits of the employee's social security number for the password, enter Last Four Digits of Social Security Number. To use the last six digits of the employee's social security number for the password, enter Last Six Digits of Social Security Number.
Click the Save button.

If applicable, click the Human Resources tab (only appears if your organization has licensed the Human Resources module).

Enter the ID of the email address to use as the default when emailing messages within the Select Email Criteria, Sick Bank Deposits, and Training Events options in Human Resources in the Default Email Address ID field (in the Notification Options section). The ID of the email address entered here will be used as the default, but can be changed at the time the emails are sent in Human Resources, if needed.
If Human Resources reports will be emailed, complete the Report Options section.

If desired, enter the ID of the email address to use as the default when emailing Human Resources reports in the Default Email Address ID field. The ID of the email address entered here will be used as the default, but can be changed at the time a Human Resources report is emailed, if needed.
Select the Password Protect Employee Reports (applies to PR, HR, and NG) field to send the reports as a password-protected file attachment (using the format of the passwords as specified in the Password Format field) when emailing employee reports as .PDF files to individual employees in Payroll, Human Resources, and Negotiations.

Click the Save button.

If applicable, click the Negotiations tab (only appears if your organization has licensed the Negotiations module).

If Negotiations reports will be emailed, complete the Report Options section.

If desired, enter the ID of the email address to use as the default when emailing Negotiations reports in the Default Email Address ID field. The ID of the email address entered here will be used as the default, but can be changed at the time a Negotiations report is emailed, if needed.
Select the Password Protect Employee Reports (applies to PR, HR, and NG) field to send the reports as a password-protected file attachment (using the format of the passwords as specified in the Password Format field) when emailing employee reports as .PDF files to individual employees in Payroll, Human Resources, and Negotiations.

Click the Save button.

If applicable, click the Fixed Asset Inventory tab (only appears if your organization has licensed the Fixed Asset Inventory module).

Only if your organization has licensed both the Fixed Asset Inventory and Web Link modules, the Default Email Address ID field in the Web Link Room Inventory Options section is enabled. If applicable, enter the ID of the email address to use as the default when emailing messages within the View Room Inventory Status option in Fixed Asset Inventory in the Default Email Address field. The ID of the email address entered here will be used as the default, but can be changed at the time the emails are sent in Fixed Asset Inventory, if needed.
If desired, enter the ID of the email address to use as the default when emailing Fixed Asset Inventory reports in the Default Email Address ID field in the Report Options section. The ID of the email address entered here will be used as the default, but can be changed at the time a Fixed Asset Inventory report is emailed, if needed.
Click the Save button.

If applicable, click the Web Link tab (only appears if your organization has licensed the Web Link module).

If miscellaneous messages for Web Link, such as password retrieval messages and multi-factor authentication messages, will be sent, complete the General Options section.

Enter the ID of the email address to use when emailing miscellaneous messages for Web Link, including password retrieval messages, multi-factor authentication messages, and other notification messages, in the Email Address ID field.
To have the automatic password retrieval option available within the Web Link module for the users to access if they forgot their Web Link password, select the Allow Password Retrieval field. If the field is selected, a link called "Lost Your Password?" will appear on the Web Link Login screen; if a user selects the link, the user's password will be reset and a new password will be emailed to the user.

To send notification emails for leave requests, complete the Leave Request Options section.

Enter the ID of the email address to use when emailing leave request notifications in the Email Address ID field.
To send notification emails to those users who approve leave requests, complete the Approver Emails section.

Select the Send Email to Approvers field to send notification emails to those users who approve leave requests when leave requests are pending their approval, and for recalled leave requests.

Tip: Regardless if this field is selected or not, an alert will appear on the Payroll screen if leave requests are pending the approval of the user currently logged into the system.

Note: A notification email is sent to approvers each time leave requests are pending their approval, whether from a user submitting one or more leave requests or from leave requests advancing through the approval path. The notification emails for approvals use the verbiage as entered in the Approver Message field, while the recalled leave request emails use the verbiage in the Leave Request Recall Message field. If applicable, notification emails to approvers for leave requests awaiting approval are sent each time a user in Payroll exits the Leave Request Entry option after submitting leave requests or after processing each leave request approval within the Leave Request Approvals option; in Web Link the notification emails are sent after submitting each leave request and processing each leave request approval. If the Send Email to Approvers field is selected, notification emails for a recalled leave request are sent right after a leave request is recalled.

Enter the text to use as the message (body) of the notification emails sent to approvers when leave requests are pending their approval in the Approver Message field. The text for the message can be alphanumeric and up to 8,000 characters long. This field is only enabled if the Send Email to Approvers field is selected.

Note: If desired, reserved words can be used in this field to include various fields of information from the leave request. To use a reserved word, either key the reserved word or else right-click within the field, select Reserved Words, and then select the correct one. The reserved words available to use in this field are: EMPLOYEE to include the first and last name of the employee requesting the leave in the message, LEAVEID to include the ID of the leave tied to the leave request (for leave requests submitted using the Leave Request Entry - FMLA option, FMLA will be included in place of the leave ID), LEAVEDESCRIPTION to include the description of the leave tied to the leave request (for leave requests submitted using the Leave Request Entry - FMLA option, a leave description would be included only if a leave was specified for the leave request), STARTDATE to include the start date of the leave request, ENDDATE to include the end date of the leave request, STARTTIME to include the start time of the leave request (if a start time is entered for the leave request), ENDTIME to include the end time of the leave request (if an end time is entered for the leave request), ALLDAY to include the words "All Day" if the leave request has the All Day field selected, UNITOFTRACKING to include the data entered in the Unit of Tracking field in the Leave File for the specified leave, LEAVEUNITSTOUSE to include the number entered in the Number of Leave Units to Use field for the leave request, COMMENTS to include the comments entered for the leave request, and SUBSTITUTE to include the following substitute information for the leave request: Substitute First and Last Name, Start to End Date, Units, and Comments.

Enter the text to use as the message (body) of the notification emails sent to approvers for recalled leave requests in the Leave Request Recall Message field. The text for the message can be alphanumeric and up to 8,000 characters long. This field is only enabled if the Send Email to Approvers field is selected.

Enter the text to use as the message (body) of the notification emails sent to the designated users on the approval paths (if applicable) when leave requests are fully processed and approved in the Fully Approved Message field. The text for the message can be alphanumeric and up to 8,000 characters long. This field is only enabled if the Send Email to Approvers field is selected.

Enter the text to use as the message (body) of the notification emails sent to the designated users on the FMLA leave request approval path (if applicable) when FMLA leave requests are fully processed and approved in the FMLA Leave Request Approved Message field. The text for the message can be alphanumeric and up to 8,000 characters long. This field is only enabled if the Send Email to Approvers field is selected.

To send notification emails to those users who submitted the leave requests, complete the Submitter Emails section.

Select the Send Email to Submitters field to send notification emails to those users who submit leave requests once the leave requests have been processed.

Note: A notification email is sent to a submitter for each leave request which received final approval or was rejected, and is sent after processing each leave request approval in either Payroll or Web Link. The notification emails for submitters use the verbiage as entered in the Leave Request Approved Message field or the Leave Request Rejected Message field.

Enter the text to use as the message (body) of the notification emails sent to the users who submitted leave requests that were fully processed and approved in the Leave Request Approved Message field. The text for the message can be alphanumeric and up to 8,000 characters long. This field is only enabled if the Send Email to Submitters field is selected.

Enter the text to use as the message (body) of the notification emails sent to the users who submitted leave requests that were rejected in the Leave Request Rejected Message field. The text for the message can be alphanumeric and up to 8,000 characters long. This field is only enabled if the Send Email to Submitters field is selected.

To send notification emails to those users who enter substitutes, complete the Edit Substitute Emails section.
Select the Send Email to Users who Edit Substitutes field to send notification emails to those users who are able to edit (enter) substitutes for leave requests once the leave requests have been fully approved.

Note: A notification email is sent to the specified user(s) for each leave request which received final approval, and is sent after processing each leave request approval in either Payroll or Web Link. The notification emails for users who edit substitutes use the verbiage as entered in the Edit Substitutes Message field.

Enter the text to use as the message (body) of the notification emails sent to users who are able to edit (enter) substitutes for leave requests that are fully approved in the Edit Substitutes Message field. The text for the message can be alphanumeric and up to 8,000 characters long. This field is only enabled if the Send Email to Users who Edit Substitutes field is selected.

Click the Save button.

If applicable, click the Accounts Receivable tab (only appears if your organization has licensed the Accounts Receivable module).

If desired, enter the ID of the email address to use as the default when emailing Accounts Receivable reports in the Default Email Address ID field in the Report Options section. The ID of the email address entered here will be used as the default, but can be changed at the time an Accounts Receivable report is emailed, if needed.
To set the default information to use when emailing statements, complete the Email Statements section.

Enter the ID of the email address to use as the default when emailing statements in the Default Email Address ID field. The ID of the email address entered here will be used as the default, but can be changed when emailing statements, if needed.
Enter the subject line to use as the default when emailing statements in the Email Subject field. The subject line can be alphanumeric and up to 100 characters long. The information entered here will be used as the default, but can be changed when emailing statements, if needed.
Enter the text to use as the default for the message (body) when emailing statements in the Email Message field. The text can be alphanumeric and up to 1,000 characters long. The information entered here will be used as the default, but can be changed when emailing statements, if needed.

Click the Save button.