Transaction e-Mail

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.

Preparation

Before you use the Transaction Email option you must:

Add default nominal codes to your customer and supplier records	Customers > Customer List > select the required customer record > Customer Record > Defaults > from the Default Nominal Code drop-down list, choose the required nominal code, for example 4000 > Save > Close.
Add default e-mail addresses to your customer and supplier records	Customers > Customer List > select the required customer record > Customer Record > in the Email box, enter the customers email address > select the I send invoices to this customer via Transaction Email check box > Save > Close. This information is used as the email address the Transaction Emails are sent to.
Add default nominal codes to your product records	Products > Product List > select the required product record > Product Record > from the Sales Nominal Code, drop-down list, choose the required nominal code, for example 4000 > from the Purchase Nominal Code drop-down list, choose the required Nominal Code, for example 5000 > Save > Close.
Set up a default nominal code for carriage.	Settings > Invoice & Order Defaults > Footer Defaults > in the Invoice and Sales Orders Carriage Defaults N/C box, choose the nominal code to be used for carriage on your invoices > in the Purchase Order Carriage Defaults N/C box, enter the nominal code to be used for carriage on your purchase orders, for example 4905 > OK.

Setting up Transaction Email

Tools > Transaction Email > complete the Options window using the table below > OK.

Transmission	Select from: email (Basic) - Incoming - Collects incoming emails from your email software. email (Basic) - Outgoing - Sends outgoing emails to your email software. Folder (Basic) - Incoming - Collects incoming emails from a specified folder. Folder (Basic) - Outgoing - Sends outgoing emails to a specified folder. If you select email (Basic) you must complete the Outlook Setup wizard. For further help configuring your email software, refer to local IT support.
Frequency	Select from: Don't check for incoming messages automatically - Manually check for new messages from the email menu. Check for new incoming messages every X minutes - Checks for new transaction emails at the frequency specified.
Tax Rates	Select from: Standard - The tax code assigned to the standard rate. If you are using the default tax codes, this is T1. Zero - The tax code assigned to zero rated transactions. If you are using the default tax codes, this is T0. Exempt - The tax code assigned to exempt transactions. If you are using the default tax codes, this is T2. Lower - The tax code assigned to lower rated transactions. If you are using the default tax codes, this is T5. Higher - The tax code assigned to higher rated transactions. There is no default tax code for this. O/S Scope (outside of scope) - Tax rates not covered by the previous categories. If you are using the default tax codes, this is T9. Assign your existing tax codes to the appropriate tax rates using the Rate drop-down list.
Price Tolerance	Select from: Only warn me if prices differ by more than X % - Transactions that contain unit prices that differ from the prices held in Sage by more than the specified percentage generate a message. Warn me if prices differ at all - Transactions that contain unit prices different that differ from the prices held in Sage generate a message.
Status Messages	Select from: Order / Invoice Received Order / Invoice Accepted Order / Invoice Rejected Order / Invoice Deleted Specify which messages you want to send back to the person that created the message to inform them of the progress of their order. For each of the options you can specify Create & Send, Create Only or Don't Create.
Product Codes	Select from: Do not show any product codes on Orders or Invoices Show Buyers' product codes on Orders and Supplier's product codes on Invoices Show both Buyers' and Suppliers' product codes on Orders and Invoices

Transaction Email - Setup

Preparation

Setting up Transaction Email