Email Overview

Overview

ProPay includes built-in email functionality that allows you to send paystubs, reports, and other payroll-related documents directly to clients and employees. This topic covers setting up email parameters and using email features.

Setting Up Email Parameters

From the main menu, go to Email > Set-up email Parameters.

To send emails from ProPay, you need to set up the correct SMTP server. See the Email - SMTP Servers help topic for examples of how to set up SMTP servers.

Determining Your Internet Service Provider (isp)

If you are not sure who your Internet Service Provider is, visit one of these websites:

Email Configuration Options

Option 1: Using your ISP's SMTP server

The SMTP server is available from your ISP (Internet Service Provider). Your ISP is the company that you pay a monthly fee for your internet connection.

If you are not sure what your SMTP server name is but you know the name of your ISP, check these websites:

Or call your ISP and ask them for the name of their SMTP server.

Once you know your SMTP server, enter it in the ProPay setup screen.

Option 2: Using your web hosting company's SMTP server

If you have a company website such as www.mypayrollservice.com with email addresses such as [email protected], you may be able to use your web hosting company's SMTP server.

In many cases, web hosting companies provide SMTP services to their clients in the format: smtp.yourdomain.com (for example, smtp.mypayrollservice.com).

In this case, your Reply-To Email Address should contain your domain name (for example, [email protected]).

If your Reply-To Email Address does not contain your domain name, the emails may be rejected.

If the above format does not work, check with your web hosting company for the exact name of the SMTP server you need to use.

Option 3: Using a third-party SMTP service

If you experience regular email rejections using your ISP's or your web hosting company's SMTP servers, you may consider paying a monthly fee to use a third-party dedicated SMTP server.

This may be necessary if you are sending bulk emails to your clients regularly and your ISP and web hosting company have limitations on bulk emailing. Most ISPs and web hosting companies have quotas on how many emails they allow per hour, per day, per week, or per month.

There are many third-party SMTP services available on the Internet.

Smtp Server Parameters (used to Send Emails)

SMTP Server

The SMTP server is the name or IP address of the SMTP server.

Username and password are required for authenticated or SSL emailing. The username and password are used to log in to your ISP to retrieve emails.

SMTP Port

SMTP port without authentication is normally port 25, or blank
SMTP port for SSL will normally be 465 or 587

Proxy Port

Proxy port is required for SSL emailing. The proxy port can be an unused port. Default proxy port is 8801 or 8802.

Pop3 Server Parameters (used to Receive Emails)

These parameters are optional and in most cases should be left blank. ProPay can receive emails containing text only.

Own POP3 Server

If you are only sending out emails, there is no need to fill out this field or any of the POP3 fields below. The POP3 server is needed for purposes of receiving email. An example of a POP3 server is pop3.pacbell.net. The POP3 server may also be entered as an IP address such as 262.22.695.66.

Own POP3 User Name

The username is used to identify yourself to the POP3 server for purposes of receiving email. The username is usually the first part of an email address before the @ sign. For example, if an email address is [email protected], John is most likely the username.

Own POP3 Password

The POP3 password is required to receive emails.

Own Email Address (required - do not leave blank)

This is the email address that others will use to send email to you. An example of an email address is [email protected].

We recommend that you set up a dedicated email address specifically for receiving and sending payroll files using ProPay. You may set up a new email address with your current ISP. Most ISPs include a few additional free email addresses as part of the package.

Sending Email

Note: The Send Email screen is used to send general purpose emails. If you want to send payroll files for processing, you must use the Email Files option under Electronic Processing.

Send To

Enter the email address of the recipient.

Subject

Enter the subject of your email.

CC

Carbon Copy for secondary recipients. In the CC box, type the email name of the recipient.

BCC

Blind Carbon Copy to secondary recipient, not identified to other recipients in the CC box.

Attach File

To attach a file in a message:

Click the Attach File button.
On the Select File menu, select the file, and then click OK.
Multiple files may be selected.
The file(s) are listed in the Attached File box in the message header.

Note: You can also paste the text of a text (*.txt) file into the body of your email message by clicking the Paste Text From File button and selecting the appropriate text file.

When your message is complete, click the Send button to begin sending your email.

Checking Incoming Email

With this function, the program contacts the POP3 server to see if there are any awaiting emails.

If there are any awaiting emails, it displays the results in a list box with the Date/Sender/Subject information shown. These are emails that are still residing on your ISP's computer.

Click Download E-mails to receive the awaiting emails and save them to your disk as follows:

All payroll email texts (only payroll) are saved in folder \PAYSOFT\PROPAY26\e-mails
All remote payroll file attachments are saved in folder \PAYSOFT\PROPAY26\DOWNLOAD
All other file attachments are saved in folder \PAYSOFT\PROPAY26\ATTACHED

Email Inbox

Click this option whenever you want to review received emails. These emails have already been downloaded from your POP3 server and reside on your hard disk.

Note: To open any attached files (except payroll files), you must use the appropriate software such as Word, Internet Explorer, etc.

Email Outbox

Click this option whenever you want to review sent emails. These emails have already been sent to your SMTP server, and this is merely a log to keep track of what you have emailed.

Known Limitations

AOL limitations

A major limitation of AOL is that they will not provide you with an SMTP server to direct your outgoing mail. Therefore, you will not be able to send mail without an SMTP server. Unfortunately, there is no solution to this other than switching to an Internet Provider that supports SMTP. AOL is the only known ISP that does not support SMTP, which basically forces you to use AOL's email for outgoing mail.