Basic Email Configuration
Company Maintenance Setup
The first step in updating email settings begins in the Company Maintenance section. To access these settings:
- Navigate to Library Master > Main menu > Company Maintenance
- Select your company code from the lookup menu
- Access the Email tab
In the Email tab, you'll need to configure the following essential settings:
- Address: Enter smtp.gmail.com (for Gmail) or your email provider's SMTP server
- Port: Use 465 for SSL or 587 for TLS encryption
- SMTP Encryption: Select SSL or TLS based on your email provider
- User ID: Enter your full email address
- Password: Input your email account password
Authentication Methods
Modern Authentication (OAuth)
As of October 2022, Sage 100 has implemented OAuth authentication for Microsoft services. This change is crucial because:
- Basic Authentication has been deprecated by Microsoft
- OAuth provides enhanced security features
- It's required for continued email functionality within Sage 100
Version Requirements:
- Sage 100 versions 2021.4 and 2022.1 support OAuth automatically
- Earlier versions require an upgrade to use OAuth
- Users must install the latest Product Update regardless of version
Email Provider Configuration
Gmail Setup
For Gmail users, additional steps are required:
- Log into Gmail using Google Chrome
- Click the Gear icon for Account Settings
- Select Mail Settings
- Navigate to Forwarding and POP
- Enable POP for all mail
- Access Connected apps and sites
- Enable "Allow less secure apps"
Paperless Office Integration
Form Maintenance Configuration
To ensure proper email delivery of business documents:
- Go to Paperless Office > Setup > Form Maintenance
- Select your Company Code (or All Companies)
- Choose the appropriate Module Code
- Check "Enable Electronic Delivery"
- Enter a valid From Email Address
- Specify a storage directory for documents
Electronic Delivery Message Setup
Customize your email messages by following these steps:
- Navigate to Paperless Office > Setup > Electronic Delivery Message Maintenance
- Select Customer Forms as Document Type
- Choose your company code
- Select the appropriate Module Code and Document
- Customize the subject line and email body using available Merge Fields
Customer-Specific Email Settings
Customer Maintenance Configuration
To set up email delivery for specific customers:
- Access Accounts Receivable > Customer Maintenance
- Select the desired customer
- Click the Paperless button
- Select the document type (e.g., S/O Invoice)
- Check the Email box under PDF Delivery Options
Email Recipients Setup:
- Primary customer email address
- Multiple contacts from customer record
- Additional email addresses for CC/BCC
Troubleshooting Common Issues
Connection Problems
If you encounter email connectivity issues:
- Verify SMTP server settings
- Confirm port numbers are correct
- Check encryption settings
- Ensure password is current
- Test network connectivity
Authentication Errors
When facing authentication problems:
- Confirm OAuth configuration for Microsoft services
- Verify email provider security settings
- Check for account restrictions
- Ensure proper credentials are entered
Best Practices
Security Considerations
Implement these security measures:
- Regular password updates
- Secure storage of credentials
- Implementation of OAuth where available
- Regular security audits
- Backup of email configurations
Performance Optimization
To maintain optimal email functionality:
- Regular cleanup of stored documents
- Monitoring of storage directory size
- Regular testing of email delivery
- Documentation of configuration changes
- Periodic review of email settings
Alternative Email Solutions
SMTP2GO Integration
For users seeking an alternative email solution:
- Configure the following settings:
- Address: mail.smtp2go.com
- Port: 25, 2525, or 587
- SMTP Encryption: START TLS
- User ID: Your SMTP2GO username
- Domain: Your sending domain (optional)
Automatic Logoff Settings
To enhance security when accessing email settings:
- Go to Library Master > Main > User Maintenance > Preferences
- Configure automatic logoff settings:
- Enable Automatic Logoff
- Set appropriate timeout duration
- Configure company code prompts
Maintenance and Updates
Regular Updates
Maintain your email configuration by:
- Installing Product Updates promptly
- Reviewing security settings quarterly
- Updating authentication methods as needed
- Testing email functionality regularly
- Documenting all configuration changes
Backup Procedures
Before making email configuration changes:
- Create system backups
- Document current settings
- Test in a non-production environment
- Verify restoration procedures
- Maintain configuration history
Microsoft 365 Considerations
Modern Authentication Requirements
For Microsoft 365 users:
- Ensure compatibility with OAuth authentication
- Install required Product Updates
- Configure Microsoft 365 admin settings
- Test email functionality after updates
- Monitor Microsoft authentication changes
Future Considerations
Upcoming Changes
Stay prepared for:
- New authentication methods
- Enhanced security requirements
- Updated email protocols
- Additional integration options
- Improved delivery tracking
By following these comprehensive guidelines, you can ensure proper email functionality within your Sage 100 system while maintaining security and efficiency. Regular maintenance and updates will help prevent disruptions to your business communications and maintain compliance with evolving email security standards.
Citations: [1] https://www.acutedata.com/use-gmail-with-paperless-office-sage-100/ [2] https://www.smtp2go.com/setupguide/sage-100/ [3] https://www.swktech.com/sage-100-updates-for-microsoft-authentication-oct-2022/ [4] https://www.dwdtechgroup.com/sage-100-mas-90-200/how-to-change-sage-100-user-preferences-tips-tricks/ [5] https://www.accountingadvice.co/setup-email-settings-in-sage-100-2019/ [6] https://www.dwdtechgroup.com/sage-100-mas-90-200/steps-to-email-invoices-thru-paperless-office-in-sage-100/
