Email Account

You can connect your email account to ERPNext so that you can send and receive emails right from ERPNext. This lets your team handle all communications with customers, suppliers, and other departments directly in the system, which makes things more efficient, clear, and organised.

You can use ERPNext to manage more than one email account that you send and receive emails from:

• Outgoing Email Account: This account is used to send invoices, notifications, reports, quotes, and other messages.
• Incoming Email Account: This is where you get and process emails that come in, like replies from customers, requests for help, or questions about sales.

For ERPNext to work right, it needs: - At least one email account that is set up to send emails by default. - One default email account for incoming messages.

Note:

ERPNext automatically sets up a default outgoing email account for you if you use ERPNext Cloud Hosting.

To get to Email Accounts, go to:

1. Requirements

You usually need to set up an Email Domain before you can make an Email Account. The domain configuration tells ERPNext how to connect to your company's email server, which was explained earlier in the Email Domain setup.

But ERPNext makes it easier to set up for popular email services. You can go straight to Email Account setup without making an Email Domain if you are using any of the following:

• Gmail
• Yahoo
• SparkPost
• SendGrid
• Outlook.com
• Yandex.mail

These services come with built-in settings that make setup easier.

2. How to Make an Email Account

To set up an Email Account in ERPNext, do the following:

• Open the Email Account list.
• To make a new email account, click New.
• Type the full email address (for example, support@yourcompany.com) into the Example Email Address field.
• Make sure the right Email Domain is set up before you go on if you aren't using Gmail or Outlook.
• Type in the email account password.

If you use Gmail or Outlook, you might need to make and enter an App Password, especially if Two-Factor Authentication (2FA) is turned on.

• Press the Save button. ERPNext will try to connect to your email account and check your credentials.

If set up right:

• Emails that come in will start to sync with ERPNext.

This account will send out emails like quotes, sales orders, and notifications.

2.1 More choices when setting up an email account

• Use a Different Email Login ID: Turn this option on if the email account has a different login ID than the email address of the person sending the email.
• For example: You want emails to look like they came from notifications@example.com, but the verification is done with admin@yourcompany.com. You can set different login information without changing the visible sender address by turning on this option.
• Waiting for Password: If you're creating an email account for someone else but don't know the password:

Check this box.

When the user logs in again, ERPNext will ask them to enter their password. - Use ASCII Encoding for Your Password: Some old email servers or email servers that are sensitive to security need ASCII-encoded passwords to work.

This makes sure that the password is sent in ASCII format when you connect.

3. Setting up the Email Account

3.1 Default Email Accounts

ERPNext has templates for email accounts that are often used:

• There are some templates, but they don't work until they're fully set up.
• To turn them on, you need to enter valid email addresses, login information, and server settings.

Different kinds of email accounts:

• Email Accounts for Sending Messages: In charge of all communication that goes out.

Use SMTP servers to send out system-generated emails, transaction documents, alerts, and newsletters.

• Email accounts that get messages: Used to get emails into ERPNext.
• Use the IMAP or POP protocols to get messages that come in.

3.2 Email Accounts That Come In

When you set up incoming email, ERPNext can automatically:

• Get emails.
• Make documents, such as Issues or Leads.
• Keep track of conversations with customers in the ERP.

How to set it up:

• Allow incoming email when you set up your account.
• Type in the POP3/IMAP settings that your email service provider gives you.
• To make setup easier, use preset settings for services like Gmail or Outlook.

Choices for Incoming Emails:

• Use IMAP: IMAP (Internet Message Access Protocol) is better than POP3 for syncing emails across multiple devices. If this is supported, turn it on.

• Use SSL: Secure Sockets Layer (SSL) makes sure that your mail server and ERPNext can talk to each other safely. Always turn on for safety.

• Limit on attachments: Set the largest size (in MB) of attachments that ERPNext should let incoming emails have. This stops problems from happening when files are too big.
• Default Incoming: If this account is turned on, it will be the main place for customer replies to go (like replies@yourcompany.com).
• Option to sync email: Decide if ERPNext should sync all of your emails or just the ones that you haven't read yet.
• First Sync Count: It tells ERPNext how many old emails to get during the first sync. This helps keep things from getting too busy during the first setup.

Linked emails make it possible to automatically create documents:

When an email is received, this feature automatically makes a document: - Connect certain email addresses to certain ERPNext modules. - For example: Connect support@example.com to the Issue module.

When a customer sends an email to support@example.com, ERPNext makes a new Issue document on its own.

Some other examples are: - Connect jobs@example.com to the Job Applicant module. Here, emails will automatically create Job Applicant documents. - Allow documents to link automatically:

This setting makes sure that all incoming emails are linked to the right transactions or records, which makes tracking and documentation better.

3.4 Email Accounts for Sending

All emails sent from ERPNext:

• Come from the Outgoing Email Account that was set up.
• This includes reports, invoices, payment reminders, newsletters, and system alerts.

How to set up:

• Set up your account to allow outgoing email.
• Enter the information for your SMTP server.
• Services like Gmail and Outlook that are popular already have settings set up to make things easier.

Choices for Sending Emails:

• Use TLS:

If your SMTP server uses TLS encryption to send emails, turn this on. - Port:

Set the right SMTP port:

Port 587 (for TLS).

Port 465 (for SSL).

Port 25 is the default, non-secure, and not recommended port.

• Turn off SMTP server authentication: If your SMTP server doesn't need authentication, use this option. For security reasons, you should usually leave this box unchecked.
• Add a signature: Automatically adds a set email signature to all emails that are sent.
• Default Outgoing: This account will be the main sender of ERPNext notifications and bulk messages.
• Always Send From the Account's Email Address: Makes sure that the configured email address for the account is always shown as the sender in ERPNext.
• Send an email with the message to unsubscribe: Automatically adds an unsubscribe link, which is required by law for marketing or bulk emails.
• Keep an eye on the status of your emails:
• Lets you see if the people you sent the email to opened it. Important:

If you send an email to more than one person, ERPNext thinks the email has been "opened" if even one person opens it. - Turn on Auto Reply:

Lets you set up automatic replies, such as "Thanks for your email. We'll get back to you soon."

• Add Outgoing Email to the Sent Folder:

Some custom mail servers, such as CPanel or Zimbra, do not automatically save emails that are sent. If you want to keep all of your outgoing emails in the Sent folder, tick this box.

• Use SSL for emails that go out:

Uses SSL encryption to make sure that outgoing emails are sent safely. Usually uses port 465.

4. How ERPNext Deals with Responses

When you send an email using ERPNext: - The email address of the sender will be the one you chose. - The Reply-To address, on the other hand, will usually be your default email account for incoming messages (like replies@yourcompany.com). - Any response from a customer will:

Go to the email account that is coming in.

Get automatically picked up by ERPNext.

Get a tag and a link to the right communication thread in ERPNext.

Fixing problems:

• If you get errors while setting up:

• Check the server settings and login information again.

• Check the security settings, ports, and addresses of the IMAP and SMTP servers.

• Check out ERPNext's official documentation or get in touch with your email service provider.

More To Follow

• Zikpro ERPnext Demo

• www.zikpro.com