E-mail Setup in your Free Purchase Order Software

email purchase order

>>> 07/29/2015 update – The free version of SpendMap now includes a free, built-in e-mail service, which you can use instead of configuring the system to use your own e-mail server or ISP.  This post has details.  The balance of this post, below, still applies if you want to set the system up to use your own e-mail server or ISP.

Most people who use the Free Version of SpendMap want to send Purchase Orders and other documents to their suppliers by e-mail.

You can also enable various e-mail notifications, to let people know about important events, without them having to log into the system (e.g. “You have a new Requisition waiting for your approval” or “Your Requisition was rejected”, and so on).

For SpendMap to send e-mail to your suppliers and staff, you need to enable and set up the e-mail connectivity module, which is included in your free PO software.

Everything you need to know to get e-mail going is in the Online Help system, but I’ve taken the liberty of writing it out in detail here, to save you some time…

E-Mail Server Settings

Before we get started, it helps to understand that SpendMap is no different from any other e-mail client (e.g. Outlook, etc.) when it comes to sending e-mail. Just like Outlook needs to “connect” to your outgoing e-mail server to send messages, so does SpendMap. So you can probably borrow the settings from your standard e-mail software and plug those into the E-Mail Settings Utility in SpendMap, using this menu option…
– PURCHASING > Setup system > e-mail settings

Most people use the SMTP protocol (as opposed to MAPI), so I’ll assume SMTP for now. If you have any questions, or if you prefer to use MAPI and need any tips after reading the Online Help, please log a free support ticket.

>>>CORRECTION<<<  After we posted this article, we realized that the MAPI option might be better than SMTP for many smaller companies (the target market for the Free-Procurement Project).  If you have any trouble using the SMTP option outlined below, you might want to give MAPI a try instead.  Here’s another post with more details.

OK, back to what we were saying…

On the E-mail Settings screen, select “ISP or SMTP server” in the two fields at the top of the screen.

Then, in the block of fields labeled “SMTP” just below that, enter your outgoing mail server’s name or IP address. It will usually look something like “smtp.service-provider.com”. Again, you can probably get that from the Settings area of your e-mail software, or you might have to contact your service provider or IT Department.

Next, enter “587” for the port number, unless your service provider advises you otherwise.

Then enter the user account (or e-mail address) that you use to log into to your e-mail account, and the associated password in the adjacent field.

That’s usually all that is needed for SpendMap to connect to your outgoing mail server.

Other E-Mail Settings

Other than that, you will need to fill in the three fields at the bottom of the screen (Proper User Name, User E-mail Address, and SpendMap User ID). This will improve the formatting of the e-mail messages that your suppliers receive.  Again, the Online Help has details of what those fields are used for.

So those are the only mandatory (i.e. minimum) fields that you have to fill in. You may, however, want to review the other (optional) fields. For example, if you want to add some text to the cover page of the e-mail that goes along with each new Purchase Order to your suppliers, you can use the Boilerplate field in the center of the screen. If so, this blog post may also be of interest.

And it’s also quite popular to enable the setting to “Maintain a log of sent e-mail messages” but, again, all that stuff is optional. And again, the Online Help has all the details.

Test to Confirm Settings

Once the E-mail Settings are configured per above, it’s time to test that SpendMap is in fact able to connect to your outgoing e-mail server. Rather than processing a new PO to do this test, I prefer to just try e-mailing a report, which has less variables than processing a PO, so it’s faster/easier to confirm that it’s working.

So just run any report and select the “e-mail” option when it asks you “Where do you want to send the report?”. Any report will do, but personally I like to use a small report for testing, so maybe try the User Master File report, which you can find here…
– PURCHASING > Reports > Master file reports > Users master file

So, assuming the report shows up in your e-mail client, then that means that SpendMap is able to send e-mail.

Additional Setup for Specific Types of E-Mail

Once you have the e-mail feature working per above, you can enable the various types of e-mail messages in SpendMap.

Sending Documents by E-Mail

If you would like to e-mail Purchase Orders or other documents to your suppliers, please see this section of the Online Help…
– System-Wide Features and Information > Documents and Reports > Sending Documents Electronically

E-Mail Notifications

If you would like SpendMap to send e-mail notifications to your users when certain events occur (e.g. an e-mail to the Approver when someone processes a new Requisition, etc.), please see this section of the Online Help…
– System-Wide Features and Information > System-Wide Features and Utilities > Automatic E-mail Notifications

One comment

Leave a Reply

Fill in your details below or click an icon to log in:

WordPress.com Logo

You are commenting using your WordPress.com account. Log Out /  Change )

Facebook photo

You are commenting using your Facebook account. Log Out /  Change )

Connecting to %s