ACH Universal enables you to notify your customers, employees and vendors of ACH transactions.
--Each email only contains information regarding their transaction and the email template (body) can be fully configured by you.
--You do not need everyone's email to use this feature.
For example, if you are collecting funds from your customers, but only a percentage have provided you with their email address, that's okay.
ACH Universal will send out emails for the transactions with an email address, and simply skip the others.
--Includes check stub information
If consolidating your records, or using QuickBooks, easily include one consolidated email to each customer, employee or vendor.
--Send by Outlook, our hosted email, or any SMTP server
Does it work with QuickBooks?
Yes, and there is a special integration feature that enables you to send the 'stub' information for vendor payments.
Other types of emailing
Do you need to email the ACH file to your bank, or do you need to notify them, (or an internal colleague) by email that you've created an ACH file? If so, see 'Email Notification at the File Level'.
Setting Up Email Notifications
From the Home tab select Email > Email Setup.
The Welcome screen covers basic concepts and reminds users that they will need ACH Universal Corporate or Processor level editions.
Check the box to activate the feature and click 'Next'.
At this screen you have two main choices:
This page follows the instructions for Outlook. See the next page for the Advanced setup.
Note: If you have Outlook (or Outlook/Exchange)--always select the Outlook option.
Settings - Subject line and cc/bcc
Enter the subject line.
If another user needs to be cc'ed or bcc'ed, enter it now.
--If you cc yourself, you will 'spam' yourself. Remember, the email will be in your Outlook 'Sent' mail folder.
--The 'From' address will always be your default Outlook profile.
Email body (template)
Here you can fully customize the email message/body.
Please note the tags below (capitalized and within brackets) - such as [DATE], [AMOUNT], etc.
These tags merge data from the transaction into the email body.
After pressing 'Next' you will be on the Check Stub screen. Here you can consolidate ACH transactions into one ACH transaction so that only one email goes out.
With the exception of the To: field (which is automatically filled in by ACH Universal), all fields will be used for each email notification.
Comma-separated list of email addresses to be copied.
Same as cc, except the notified party will be unaware of the copy. (Quickbooks users should always use bcc rather than cc.)
Provide a subject for the email. It should indicate the purpose of the email. For example, "Transaction pending by TL Supply"
List the email addresses to be used as the reply-to email. The recipient can reply to this address. This address will be used to catch bounced emails.
The name to use for the email. Recommended is to use your organization name or subgroup instead of a person.
You will be be on the email template screen (below).
There are different templates--one for debits (collections) and one for credits (payments out).
Information on this tab will be used for notification regarding all debit or credit transactions. A basic notification email is provided by default. You may customize the email as you see fit by editing directly in the window. Click the Credit tab to modify settings for credit notifications.
There are variables available for use in the emails to provide customer-specific information. This list is available in the Help/Tags tab as well as at List of Transaction Tags.
Note: The Memo tag holds the information for QuickBooks vendor 'stub' information.
When finished editing all tabs, click 'Next'.
In the screen below, you will provide the settings needed to transmit emails using the email account you listed earlier. These settings can be obtained from your email client (for example, Outlook) or from your system administrator.
Enter the name of your SMTP server into the textbox. Click the 'Security-Authentication' tab.
1. Configure these panels to connect to your SMTP port.
2. Initially test with an internal address (within your domain).
3. In the Exchange console setting under the Server Transport--choose the internal connector.
4. In the Exchange's Network tab, add the IP address of the computer that will be sending emails to the Exchange Server.
Security - Authentication panel
Enter your email credentials on the left side ('Outgoing email server requires authentication').
Tip: Are you only able to send emails internally (to your domain), but fail when sending outside your domain? If so, check your settings here. Make sure 'My outgoing server requires authentication' is checked, and your User Name and Password are correct.
If your SMTP server is configured with either SSL or TLS (gmail), then check the box and leave 'explicit' as your initial setting.
When all settings are entered, go back to the Server Name tab and click Test Email Setting. Enter your email address. If your settings are correct, you will receive a system-generated test message. If your settings are not correct, ACH Universal will display a message.
When everything is correct, click 'Next'.
You will be on the final screen.
The first two options are for our users integrating with QuickBooks:
1. QuickBooks stub information - Check this to populate the Memo field with the check stub information from within QuickBooks.
Important - Remember to have the '[MEMO]' tag placed in the body of the email in the Debit (or Credit) template. See Screen 4 shown above.
2. QuickBooks account information - Typically unchecked for QuickBooks users, this will display in the [MEMO] field your chart of account name for each line item detail.
3. To transmit emails automatically, enable the 'Automatically... ' checkbox. These emails will be transmitted on a workstation level when you exit ACH Universal. If you do not check this box, you can trigger the email from the Home tab by selecting Email > Send.
Click Finish to complete email setup.
How to enter email addresses
If you are:
--importing transactions, map 'ACH_Email_Address' to identify the email address column.
--using ACH Universal Profiles, make sure that an email address is entered in the Profile.
--integrating with QuickBooks, enter an email address in the QuickBooks Vendor, Employee or Customer profile.
Note: It is also possible to enter email addresses manually before transmission. See the section on 'Editing Untransmitted Records' for more information.
Can't get an email out?
1. Check that your anti-virus software is not blocking you.
Norton Anti-virus and other packages may quarantine the file 'TreasurySoftware_email.exe'
when it attempts to send out emails. Make sure that you add this file to your 'white' list.
2. Confirm that there are no firewalls, such as Microsoft Windows Firewall, that could be blocking the transmission.
3. If using Exchange server, make sure that you have proper permissions, and that your computer IP address has been added to the sender's list.