Transaction e-Mail - Processing

You can use Transaction Email to send orders to suppliers and invoices to customers. If your suppliers also use Sage Accounts they can send you invoices or orders via your Microsoft Outlook e-mail system, using the BASDA XML e-Business scheme. This is the agreed format from the Business Application Software Developers Association. For further information about the BASDA eBIS-XML schemas, please refer to the BASDA website.

Any Invoices, or Orders, sent or received can be directly imported into your Sage Accounts software, automatically creating Invoices or Purchase Orders. This improves the efficiency of your stock control system by, saving time, improving accuracy, and reducing the time from order to delivery.

If you send a sales invoice to a customer using Transaction Email, the customer can import this through Transaction Email as a purchase order. If you send a purchase order to a supplier using Transaction Email, the supplier can import this through Transaction Email as an invoice.

Note:

If you want to email your customers an invoice or order as an attachment you should not use Transaction Email. This feature is only for use if your customer or supplier is using Sage Accounts software and wants to import the invoice or order in BASDA eBIS-XML format or if you need to trade with local government via e-Procurement.

Sage Transaction Email is only compatible with Microsoft Outlook 98 and above.

Menu options for messages

Incoming messages

Once you have set up Transaction Email, incoming messages are available from Tools > Transaction Email.

If you right-click an incoming message or click the Actions menu the following options are available:

Print Message	Print a copy of the selected order or invoice.
Mark as Read or Unread	Mark the item as read or unread.
Delete Message	Delete the message completely remove it from your system. The invoice or order is unaffected.
Match Message	Check the address details and product codes to ensure that the order is added to the correct customer or supplier and product records.
Reject Message	Select this option to reject an order or invoice. The transaction is moved to the Processed Items folder with the status Rejected From Inbox.
Enter By Hand	Select this option to manually enter your sales order, product or service invoice into your accounts software.

Outgoing messages

Once you have set up Transaction Email, outgoing messages are available from Tools > Transaction Email.

If you right-click an outgoing message or click the Actions menu the following options are available:

Print Message	Prints a copy of the selected order or invoice.
Mark as Read or Unread	Marks the item as read or unread.
Delete Message	Deletes the invoice or order from Outgoing Items.
Map Tax Rates	Maps the tax code on the invoice to a tax rate.
Send or Release Message	Sends the transaction through Transaction Email.
Hold Message	Holds the message in the Outgoing Items.
Edit Email Address	Changes the email address you want to send the invoice or order to.

To create and process an outgoing transaction using Transaction Email

Create the invoice or order as normal > Send T-EMail.

Tip: If the Send T-Email button does not appear at the bottom of the window, click >> or maximise the window.
Tools > Transaction Email. If the invoice or order does not appear in the Sent Items folder, click the Outgoing Items folder. To send the invoice or order you must action whatever is in the Status column.

To process an incoming sales order or product invoice

Tools > Transaction Email.
Messages > Collect Incoming Messages.

Transaction Email checks the details on the incoming orders with the details in your Sage Accounts data. Depending on the results of this check, the incoming transactions appear with one of the following in the Status column:

Note: If there is no corresponding purchase order, you should create a new purchase order, then open Transaction Email, choose Add to My Accounts, and link the product invoice to the new purchase order.

Status	Action required
Mapping Required	The order contains customer or product details, that have not previously been matched to customer or product records in your data. Right-click the order > Match Message > match the account reference, nominal code and product records > OK.
Pending Acceptance	This means that all of the details on the order have been previously matched with the corresponding records in Sage Accounts, and the details agree. The order is ready to be added. Right-click the order > Add To Accounts.
Price Warning	This means that the details have been previously matched, but the unit price on the order disagrees with the sales price on the corresponding product record. The order can either be rejected, or added to your accounts if you agree with the price difference.
Currency Warning	This means the currency in the XML file does not match the currency on your records. This may be caused by a corrupt XML file. Right-click the order > Enter By Hand > enter the transaction in your Sage Accounts software.
Unknown XML	This appears if Transaction Email does not recognise the XML file.