Automatic Emails

OGsql provides for automatic emailing capabilities.  The system is capable of emailing Revenue Summary Statements, Accounts Receivable Summary Statements, Joint Interest Bills, and Net Distribution Statements (if option 97 has been purchased) to selected owners.  Email capability is required when using the ACH option for vendor and/or owner checks. 

Email Setup Maintenance 

Define Email Setup Maintenance for each company within OGsql that will utilize automatic email.

Key Fields:

Server - Enter the IP address of the email server.  Test this address by clicking the test button to the right.

User Name - The user name for the mail server is only required for special server configurations. (Consult the IT department.)  The field is enabled when the “Server Requires User Name and Password Authentication” box is checked.

Password - The password for the user name entered is only required for special server configurations. (Consult the IT department.)  The field is enabled when the “Server Requires User Name and Password Authentication” box is checked.

For each statement that there is an e-mail address available for, the following information must be entered on the appropriate tabbed screen.

Return Address - The emails will be sent from this address.  We suggest creating a special e-mail address to use for this purpose.  That way the “regular” email will not become inundated with messages.

Subject Line - Enter the text for the subject line of the email.

Body - Enter any text to be printed in the body of the email.  The actual statement will be a PDF file attachment to the email.  For ease of the recipients, the link for Adobe Reader should be included in the email body, http://www.adobe.com/products/acrobat/readstep2.html.  Adobe Reader is required to view the PDF file.

Blind Copy all reports sent to the return email address above

The blind copy checkbox will send a copy of the e-mailed statement to the return address.  This provides a record in your email of the statements being sent.

Note:  Emails will not be shown in the Sent folder for emails sent using OGsql.  It is suggested that a separate email address be created to serve as the return address and check the Blind Copy box to provide a record of emails sent.

Owner Maintenance

For each owner that is to receive statements by email, go to the Email tab found in Owner Maintenance and identify the email address for each statement type.  Also identify whether to print the statement only, email only, or both.

The email address found on the general screen of Owner Maintenance is not used for automatic emailing.  It serves only as a reference field. 

Email options are:

No Email (Print Only) – No email will be sent.

Both Email and Print – The owner will be sent a pdf file of the selected statement.  A printed (either printed or sent to “Hold” as chosen in print option) copy of the all statements sent with the email address used printed at the bottom of each statement AND a separate print file of all summary statements will be received.  (NOTE: The summary statement print file will need to be sorted to then mail the summary statements to non-email owners.)

Email Only (recommended) - The owner will be sent a pdf file of the selected statement.  A printed (either printed or sent to “Hold” as chosen) copy of the all statements sent with the email address used printed at the bottom of each statement will be received.  (NOTE:  If this option is selected, there will be one print job that has all emailed statements and a separate print job with only the printed statements.  This option provides all of the documentation and avoids sorting statements for mailing.  However, the statements will be in 2 separate print files.) 

Key Fields:

Payment Type - This field is available if the ACH option is enabled.  Options are Check or ACH.  If the ACH type is chosen additional fields are enabled.  The following are the additional field descriptions for ACH types.

Bank - Choose the bank code established in Bank Maintenance for the owner.

Bank Account # - Enter the owner’s bank account number.

Account Type - Choose Checking or Savings type.

Generate Prenote - Check this box if the owner is being designated for ACH for the first time.  Use ACH Pre-Note Generation to create a test file to be sent to the receiving bank.  This will determine if the bank coding was entered correctly.

Statement Processing

Each statement that allows automatic email will have a box on the setup “Send Statement emails immediately.”  This box must be checked in order for the statements to be sent via e-mail at the time the JIB’s are processed.

All statements, except for JIB, provide the option to email or not.   OGsql forces JIBs to be emailed.  When checked, OGsql will attempt to process e-mails as output is generated.  When unchecked, email output will still be generated, but it will not be transmitted until later initiated by the user in “Email Output Maintenance” (EOM).  In either case, all emails generated by the process will be logged and preserved in case a need to re-send arises.  Whenever the user elects to actually transmit the e-mails, they will receive a report indicating the status of each transmit attempt.  This is report EOM-03

Large statement processes will slow down the mail server.  It may be wise to consider running the statements with emails during a time when no one is in the database.

A report will be received that shows each owner that was sent an email and any errors.  Checking the box “Print Email Images Now” will create a report showing all summary statements sent via e-mail indicating at the bottom of the statement the e-mail address.

The recipient will receive an email with a PDF file attachment of their statement.  The recipient will need Adobe Reader to view the PDF attachment.  The PDF is programmed to print on 8 ½ x 11 paper.  The page setup and page breaks may not be the same as OGsql’s.

Email Output Maintenance

Introduction

The concept of an “E-Mail Output Manager”, not unlike the standard “Output Manager” has been introduced in order to allow users to track, edit and re-send e-mails for various reasons such as delivery failure, incorrect e-mail address, invalid server configuration, etc.  It also allows the user to run the e-mail generating process (i.e. JIB, RSS, etc) and defer the actual transmission of e-mails until a later time.

Impact

Applies to all “E-Mail Aware” modules in OGsql:

  • JIB     - Joint Interest Billing
  • RSS   - Revenue Summary Statements
  • ARS   - Accounts Receivable Statements
  • 425     - Net Distribution Reports
  • PCK   - Accounts Payable Check Print
  • RCK   - Revenue Check Print

System Parameter Maintenance (SPM)

As mentioned above, OGsql will maintain a record of individual emails and their associated attachments for reporting and or re-send.  The System Parameter Maintenance program (SPM) controls how long these E-Mails are retained.  The setting “Email Retain Days” in SPM (Master Screen 2 tab) limits how many days an email is kept.  Any emaili existing beyond this cutoff period will be purged by the next General Ledger Close operation.

Email Output Maintenance (EOM)

The EOM program found under Master Maintenance / Miscellaneous Maintenance is where the user can manage individual emails.  Users can edit properties, re-send, as well as generate reports.  The main screen (shown above) allows the user to select an individual email and either Inquire or Edit properties such as Subject, Recipient Address and so on.  Changes to these properties relate only to the specific email selected.  For example, if the Recipient Address of an email for a Vendor is changed, saving this change does not update the email address on file for the Vendor.

Specific Fields:

  • Subject – This is the subject line for the E-Mail
  • Recipient URL:  This is the destination E-Mail address
  • Send Attempted:  Controls whether OGSQL believes a successful attempt has already been made to send this E-Mail
  • Server URL:  See EML documentation
  • Auth Required:  See EML documentation
  • User ID: See EML documentation
  • Return URL:  This is the return address for the E-Mail
  • Blind Copy:  Controls whether a BCC is generated to the return address

In order to run reports or re-send e-mails, click the Run Report button in the upper right corner of the EOM screen.

The screen above allows the user to run reports or re-send e-mails.  The various options on the screen allow the user the ability to filter exactly what the report will contain, or what emails will be re-sent.

Specific Fields:

  • Report Type: Controls what clicking the OK button will generate:
    • EOM-01 – Email Reference Report
    • EOM-02 – Addressed Image Report
    • EOM-03 – Send E-Mails
  • Session # (From – Thru): Allows the user to specify which email session(s) will be processed.
  • Email # (From – Thru):  Allows the user to specify which individual emails will be processed.
  • Company Selection:  Allows the user to filter by Company (All, Single, User Specified)
  • Owner Selection:  Allows the user to filter by Owner (All, Single, User Specified, Owner Batchname)
  • Vendor Selection:  Allows the user to filter by Vendor (All, Single, User Specified, Vendor Batchname)
  • Send Date (From – Thru):  Allows filtering by the email date
  • Purpose:  Allows filtering by originating module (see Impact section above for members)
  • Use Current URLs and Rules instead of Email’s Original Parameters.  When checked, the individual Email’s properties will be overridden (where applicable) by the current company level selections defined in the EML module.  Otherwise, the individual Email’s original properties will used.
  • Send Only if Marked “Not Sent”:  Sends or reports only on those emails not yet sent, or not yet successfully transmitted

WARNING:  Running EOM-03 with no filtering and Send Only if Marked “Not Sent” will cause OGSQL to send every email within the retention period as defined by SPM and the most recent General Ledger Close.  Use with extreme caution.  A good precaution would be to run EOM-01 with the desired filtering, examine the output and then send with EOM-03.

Potential Problems:

When internal e-mails are sent but external e-mails cannot?

Examples of rules that may be responsible:

  1. Outbound SMTP is not allowed by the server.  This would ordinarily make sense if all other outbound e-mail to the Exchange server is handled by MAPI.  If so, an exception needs to be made for the machine or user that will be running the JIBs, Revenue, or A/P.
  2. Spam relay is being detected due to the short interval between OGsql generated e-mails.  If so, an exception needs to be created.
  3. The content of the e-mails being generated matches a keyword in the spam list.  There are occasionally some very draconian spam keyword lists.
  4. Perform a manual telnet session on port 25 to the Exchange server to send a sample e-mail.  Test on the workstations generating the emails.  Note any errors.
  5. Send the EMailLoggingOverviewclient.doc document to the IT department.  This will create a log file for SMTP connection errors.  Contact OGsys Support staff for this document.