How to Set Up Email Notification for Billing Approval

HOW TO SET UP EMAIL NOTIFICATION FOR BILLING APPROVAL

The Billing Approval module enables the management to approve or reject created purchases and sales transactions. It can also send an email to notify the Approver(s) of the purchases and sales transactions that require his/her approval. Likewise, it can send an email to notify the Requestor once approved or rejected.

The Billing Approver must be set up first. If you have not done this yet, please visit our Knowledge Base via the link below (copy and paste the link to your browser) and search for the Article ‘How to Set Up Billing Approval.’

 https://support.qne.com.ph/support/solutions

To set up the Billing Approval Email Notificaton, go to Billing Approval > Email Settings. The email account you set up here is the one the system will use for sending all email notifications to the Approver(s) and to the Requestor(s). 

Below are the settings if using Gmail

SMTP Server: smtp.gmail.com

SMTP Port: 465 (or 587)

This server requires an encrypted connection (SSL): Ticked

Username: Email Address

Password: Email Password

Sender Name: Display Name (any name you want)

Sender Email: Email Address

Should you encounter a problem where email notification fails on sending using Gmail, please visit our Knowledge Base and search for the Article ‘Sending Email Notification Fails Using Gmail.’

Below are the settings if using Yahoo

SMTP Server: smtp.mail.yahoo.com

SMTP Port: 587

This server requires an encrypted connection (SSL): Ticked

Username: Email Address

Password: Your App Password (This is not your normal password. You may search on Google for how to generate App password in your Yahoo Account)

Sender Name: Display Name (any name you want)

Sender Email: Email Address

Below are the settings if using Hotmail

SMTP Server: smtp-mail.outlook.com

SMTP Port: 587

This server requires an encrypted connection (SSL): Ticked

Username: Email Address

Password: Email Password

Sender Name: Display Name (any name you want)

Sender Email: Email Address

Note: If you have your own Email Domain, please check with your company’s IT for the Email Settings.

In System User Maintenance, make sure there’s an email address of the Approver(s) and of the Requestor(s).

Double-click the User Name, enter his/her email address, and click Save.

Now, in creating Purchase Order, for instance, upon saving there will be a prompt for sending email notification to the Approver.

Click Yes to send the email. Wait until it is sent and click OK.

Below is a sample email sent to the Approver.

In approving or rejecting the transaction, upon saving there’s also a prompt for sending email notification to the Requester. Click Yes to send the email. Wait until it is sent and click OK.

Below is a sample email sent to the Requestor.

NOTE:

For further concerns regarding this matter, please contact support to assist you or create ticket thru this link https://support.qne.com.ph