EMAIL SETTINGS

Created by Rhizla Alexandra Poblete, Modified on Sat, 24 Aug at 9:58 AM by Rhizla Alexandra Poblete

A2000 ONLINE SUPPORT DEPARTMENT

KNOWLEDGE BASE

EMAIL SETTINGS

SUBJECT Explanations on Email Settings for A2000ERP

1. WHY DO WE NEED EMAIL SETTINGS IN A2000ERP?

To use A2000ERP on its own, you do not need email settings. However, if you wish to send out emails from the A2000ERP system, like e-statement of account, e-billing invoices etc then you need to configure the appropriate mail server settings to enable that.

For example, we want Statement of Accounts to be sent by the user cloudadmin@a2000.net to our customers.

1.1 Go to HOME – SYTEM ADMIN – COMPANY – Email Setting (screen as shown)

1.2 MAIL SERVER SETTING - you need to configure the user who will be the mail sender. This require the user to input the Sender Email ID, Email password and the Outgoing Mail Server (or SMTP Server) with the correct port number.

Different mail service providers will have different settings and the user should get these information from their IT service provider who handle these settings.

NOTE: Anyone having the above data may access the emails coming in and out of this account. As part of data privacy protection for our clients, A2000ERP Support staff are prohibited from asking customers for these details to enter on their behalf.

COMPANY LOGO INFORMATION – the Company Logo URL is a link which allows you to send your mails with the logo from this link, which could be from your company web site or public/free image sharing sites. Examples of these are https://flickr.com/, https://photos.google.com/ or https://photobucket.com/ etc

Since the logo could be bigger than you require, the system allows you to specify the logo Height and Width such that it falls nicely on the e-Statements.

NOTE: Some web sites disallows hot-linking of images, and if so, the image URL you use may not appear in your e-Statements. Please check whether hot-linking is permitted before you use.

1.3 MAIL SENDING CONTROL – we allow a setting for Maximum Mails per Batch, such that it does not shoot out a hundreds (or thousands) at one time. Your email will face spamming violation if too many mails are sent in a short time. The Batch Interval setting regulates, by pausing a few seconds before the next batch of mails are fired out.

2. CAN WE USE GMAIL OR OUTLOOK TO SEND IN A2000ERP?

In the past it was possible. Since 2024, these mail providers like Google and Yahoo Mail have set stringent measures to block unauthenticated emails. If you set GMAIL as your SMTP, it is likely your emails will fail with the following message:

550-5.7.26 This mail is unauthenticated, which poses a security risk to the sender and Gmail users, and has been blocked. The sender must authenticate with at least one of SPF or DKIM. For this message, DKIM checks did not pass and SPF check for [domain] did not pass with ip: [IP address]. The sender should visit https://support.google.com/mail/answer/81126#authentication for instructions on setting up authentication. – gsmtp

Check Gmail authentication guidelines here: https://support.google.com/a/answer/81126?visit_id=638551588377507232-1453623565&rd=1#authentication

These guidelines state that Google performs random checks on messages sent to personal email accounts to ensure the emails have been authenticated. It goes on to specify that the domain your email is sent from should have either SPF or DKIM records for authentication.

The 5.7.26 error above is triggered when an email fails both of these authentication methods. The email will also either be rejected or sent to the spam folder. Essentially, Google has tightened up on its security checks for email to try to reduce the number of spam emails, phishing emails, and other malicious messages that are sent to Gmail users.

NOTE: If you wish to use Google Mail, please ensure you comply with these authentication guidelines (or with the help of qualified IT professionals if you do not have the know-how).

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Disclaimer: The information provided here is provided on an as-is basis without warranty of any kind, either expressed or implied, including warranties of merchantability and fitness for a particular purpose. In no events shall A2000 Solutions Pte Ltd or its agents, distributors and suppliers (collectively known as A2000) be liable for any damages whatsoever including direct, indirect, incidental, consequential, loss of business profits or special damages, even if A2000 have been advised of the possibility of such damages. The names of actual companies and products mentioned herein may be the trademarks of their respective owners. All third party trademarks are the property of their respective owners.