How to email reports

Summary

If you’re using Sage 50 P11D professional you can email reports. This article explains how to set up and email reports.

if you’re not using Sage 50 P11D professional and would like to find out more, please call our sales team on 01603 512350

Answer

Information

Quick steps

Detailed steps

MAPI compliant email software

MAPI (Messaging Application Program Interface) is a language used by other software to instruct email software to send emails. Any email software that uses this language is MAPI compliant. Report Designer links to the default email software set in Internet Options, and to transfer the email to this software, it must be MAPI compliant, for example Microsoft Outlook. The email option is tested with Microsoft Outlook 2000 to Microsoft Outlook 2007.

Note: Microsoft Outlook Express is not MAPI compliant.

If your default email software is not MAPI compliant, when you try to email a report one of the following messages appears:

‘The report could not be sent, please check your email program. The error code reported was 2.’

‘One of the messages produced by the report could not be saved to your mailbox.’

These are the basic steps that explain how to set up and email reports in Sage 50 P11D professional. They include:

To email a report where email settings have not been added to the report

To email a report where email settings have been added to the report

To add email settings to a report using Report Designer

Note: Quick steps provide the minimum amount of information you need. For further information, please refer to the Detailed steps tab.

To email a report where email settings have not been added to the report

Reports > select required report > E-mail > Yes > choose required email format > OK.

An email appears with the report title as the subject.

Enter recipient email address > Send.

To email a report where email settings have been added to the report

Reports > select required report > E-mail > OK.

To add email settings to a report using Report Designer

Note: You cannot add email settings to fixed reports, including statutory reports.

Reports > select required report > Edit.

Format > E-mail > complete the E-mail Settings window.

OK > Tools > Options > Document > if required, amend description > OK.

File > Save As > browse to required location > enter file name > Save > File > Exit.

The following detailed steps contain everything you need to help you set up and email reports in Sage 50 P11D professional.

To email a report where email settings have not been added to the report

From the toolbar click Reports, then double-click the required folder and select the required report.

Click E-Mail then when advised that email settings have not been entered for this report, click Yes.

Choose your required email format and click OK.

An email appears with the report title as the subject.

Enter the recipients email address and send in the normal way.

You’ve now successfully emailed a report.

To email a report where email settings have been added to the report

From the toolbar click Reports, then double-click the required folder, select the required report and click E-Mail.

When advised that the report was successfully output to email, click OK.

You can now find the email in the inbox of your email software.

You’ve now successfully emailed a report.

To add email settings to a report using Report Designer

From the toolbar click Reports, double-click the required folder and then select the required report.

Click Edit, then from the Tools menu choose Options and then click the Document tab.

In the Description box, enter a description for your new report, for example Authorised Mileage Benefit Report – email copy, then click OK

From the Format menu choose E-mail and complete the E-mail Settings window as follows then click OK.

To… Select a table and variable or enter an email address.

For example, to email the report to an employee, click To then in Table choose EmployeeDetails and in Variable choose EmailAddress then click Add. This emails the report to the email address entered in the Employee record.

CC… Select a table and variable or enter an email address.

Subject… Select a table and variable or enter relevant text.

Send as plain text or attachment Choose to send the report as plain text or as an attachment. If you’re sending the report as an attachment, select the required format and if required, add to or amend the note.

E-mail message should contain: To determine the content for each email recipient, select the required option.

Note: If sending the report to multiple recipients, for example, if emailing the Accommodation Benefit Report to a batch of employees, this box must not be set to the whole report as this sends all reports to each recipient. In this example, to send each employee only their own benefit report, choose Group 1 – EmployeeDetails.Surname, ensuring you have used EmployeeDetails and EmailAddress for the table and variable in the To section.

When the report is run: Choose to Send e-mails automatically or Save e-mails to mailbox.

Note: We recommend that you save emails to your mailbox initially until you’re confident with the settings. If emails are saved to the mailbox they appear in your Inbox and must be sent individually from the Inbox.

E-mail Attachments If required, to add an attachment to the email, click Add Files(s).

Open the File menu and choose Save As. In the Save in box browse to and select the relevant folder.

In the File name box, enter a new file name, for example Authorised Mileage Email copy, then click Save.

Open the File menu and choose Exit.

You’ve now successfully added email settings to a report.

Information

MAPI (Messaging Application Program Interface) is a language used by other software to instruct email software to send emails. Any email software that uses this language is MAPI compliant. Report Designer links to the default email software set in Internet Options, and to transfer the email to this software, it must be MAPI compliant, for example Microsoft Outlook. The email option is tested with Microsoft Outlook 2000 to Microsoft Outlook 2007.

Note: Microsoft Outlook Express is not MAPI compliant.

If your default email software is not MAPI compliant, when you try to email a report one of the following messages appears:

‘The report could not be sent, please check your email program. The error code reported was 2.’

‘One of the messages produced by the report could not be saved to your mailbox.’

——————————————————————————–

Quick steps

These are the basic steps that explain how to set up and email reports in Sage 50 P11D professional. They include:

To email a report where email settings have not been added to the report

To email a report where email settings have been added to the report

To add email settings to a report using Report Designer

Note: Quick steps provide the minimum amount of information you need. For further information, please refer to the Detailed steps tab.

To email a report where email settings have not been added to the report

Reports > select required report > E-mail > Yes > choose required email format > OK.

An email appears with the report title as the subject.

Enter recipient email address > Send.

To email a report where email settings have been added to the report

Reports > select required report > E-mail > OK.

To add email settings to a report using Report Designer

Note: You cannot add email settings to fixed reports, including statutory reports.

Reports > select required report > Edit.

Format > E-mail > complete the E-mail Settings window.

OK > Tools > Options > Document > if required, amend description > OK.

File > Save As > browse to required location > enter file name > Save > File > Exit.

—————————————————————————————————-

Detailed steps

To email a report where email settings have not been added to the report

From the toolbar click Reports, then double-click the required folder and select the required report.

Click E-Mail then when advised that email settings have not been entered for this report, click Yes.

Choose your required email format and click OK.

An email appears with the report title as the subject.

Enter the recipients email address and send in the normal way.

You’ve now successfully emailed a report.

To email a report where email settings have been added to the report

From the toolbar click Reports, then double-click the required folder, select the required report and click E-Mail.

When advised that the report was successfully output to email, click OK.

You can now find the email in the inbox of your email software.

You’ve now successfully emailed a report.

To add email settings to a report using Report Designer

From the toolbar click Reports, double-click the required folder and then select the required report.

Click Edit, then from the Tools menu choose Options and then click the Document tab.

In the Description box, enter a description for your new report, for example Authorised Mileage Benefit Report – email copy, then click OK.

From the Format menu choose E-mail and complete the E-mail Settings window as follows then click OK.

To… Select a table and variable or enter an email address.

For example, to email the report to an employee, click To then in Table choose EmployeeDetails and in Variable choose EmailAddress then click Add. This emails the report to the email address entered in the Employee record.

CC… Select a table and variable or enter an email address.

Subject… Select a table and variable or enter relevant text.

Send as plain text or attachment Choose to send the report as plain text or as an attachment. If you’re sending the report as an attachment, select the required format and if required, add to or amend the note.

E-mail message should contain: To determine the content for each email recipient, select the required option.

Note: If sending the report to multiple recipients, for example, if emailing the Accommodation Benefit Report to a batch of employees, this box must not be set to the whole report as this sends all reports to each recipient. In this example, to send each employee only their own benefit report, choose Group 1 – EmployeeDetails.Surname, ensuring you have used EmployeeDetails and EmailAddress for the table and variable in the To section.

When the report is run: Choose to Send e-mails automatically or Save e-mails to mailbox.

Note: We recommend that you save emails to your mailbox initially until you’re confident with the settings. If emails are saved to the mailbox they appear in your Inbox and must be sent individually from the Inbox.

E-mail Attachments If required, to add an attachment to the email, click Add Files(s).

Open the File menu and choose Save As. In the Save in box browse to and select the relevant folder.

In the File name box, enter a new file name, for example Authorised Mileage Email copy, then click Save.

Open the File menu and choose Exit.

You’ve now successfully added email settings to a report.

For further advice or technical queries

Please contact us on:

01603 516350

enquiry@mintmis.com

www.mintMIS.com