Steps
to Complete the Email OptionsNote: The instructions below are for testing the information entered in the Email Manager option, such as the mail server name and user name and password for an email address (if required), and for testing vendors and employees set up to have direct deposit stubs emailed.
From the main School Accounting System screen, select the Maintenance menu and then Email Manager.
To send a test email message to verify the information entered for an email address is correct, along with the information entered in the General Information section in the Email Manager option, complete the following steps:
Click the Email Addresses tab.
Enter the ID of the email address to use when testing in the Email Address ID field. If the ID is not known, click the down-arrow button or the Find button to select the correct one.
Click the Test button.
Continue with Step 5 below.
To send a test email message to the vendors set up to have direct deposit stubs emailed, complete the following steps:
Click the Accounts Payable tab.
Click the Test Vendors button.
The Vendor Selection screen will appear listing all the active vendors (and their email addresses) set up to have direct deposit stubs emailed. Select the vendor records to test by clicking the box for the Selected column to the left of the desired records. A checkmark will appear in the box if the record is selected. To select all the records on the screen, click the Select All button located above the Vendor Selection List. If desired, change the filters to modify the records displayed here.
Click the Email button.
Continue with Step 5 below.
To send a test email message to the employees set up to have direct deposit stubs emailed, complete the following steps:
Click the Payroll tab.
Click the Test Employees button.
The Employee Selection screen will appear listing all the active employees (and their email addresses) set up to have direct deposit stubs emailed. Select the employee records to test by clicking the box for the Selected column to the left of the desired records. A checkmark will appear in the box if the record is selected. To select all the records on the screen, click the Select All button located above the Employee Selection List. If desired, change the filters to modify the records displayed here.
Click the Email button.
Continue with Step 5 below.
The Email Options screen will appear; complete the email options as needed.
Tip: If completing a test from the Email Addreses tab, the test message will be sent to the address entered in the Reply To Email Address field for the selected email address if using the hosted mail server, or the address entered in the From Email Address field if using your organization's mail server; and if needed, additional email addresses can also be entered for testing purposes.
Steps
to Complete the Email Options
Click the Execute button to send the test message.
Note: If the first email is unable to be sent successfully, a prompt will appear asking to continue trying to send the remaining emails; click Yes to continue sending the remaining emails, or click No to quit sending the emails at this time (and, if desired, edit the Recipients List and then resend). If an email is rejected because an incorrect email address was entered for a recipient, the rejection notice will be sent to the address entered in the Reply To Email Address field if using the hosted mail server, or the address entered in the From Email Address field if using your organization's mail server.
A message will appear in the status bar on the Email Options screen once the test emails have been sent.
Click the X in the upper right-hand corner to close the Email Options screen.
Note: If there were one or more emails not successfully sent, the Cancel button and Retry button appear at the bottom of the Email Options screen. If desired, edit the Recipients List and then click the Retry button to try resending the emails to those recipients who did not have one sent initially; otherwise, click the Cancel button to close the Email Options screen.