The Company Email: Setup and Usage

In XoroERP, any outgoing email from the system that is auto-generated, such as payment links (e.g., “Deposit link” or “Invoice Payment link”) or emails to other users, will be sent from the email ID defined in the Company Email setup. Configuring the company email ensures that all system-generated emails are sent from a consistent and official email address, providing a professional and unified communication front for the organization.

The Company Email will be used for sending the following emails from the system:

• “Auto email reminder for overdue Invoices”.

• “Auto email send confirmation on SO allocation”.

• “Auto email Ship confirmation on Pack & Ship”.

• “Auto send email confirmation on Bill Payment”.

• “Auto email send confirmation on Order Release”.

• “Auto email Packing Slip along with Invoice”.

• “Notification for Goods Received”.

Setting up the company email

The process for setting up the User Email involves selecting the service type to configure the email , (Webmail (Microsoft), Exchange, or Email Services) and then setting up the details of the selected type.

To set up the Company Email, go to Menu > Configuration > Company > Company Email Setup

On the email configuration page, select the email service type to begin the process.

Web Email Servies Setup

To set up the “Web Mail” Email Services follow the steps below:

• In the "Email Service Type" field, select the "Web Mail" option and enter the following details:

  • Outgoing Mail Server(SMTP): smtp.office365.com- for Microsoft & smtp.gmail.com- for Gmail.

  • Email Address: Enter your email address.

  • Port Number–>587

  • Enable SSL: Check this option.

  • Display Name: Enter the display name of the user.

  • User Name: Enter the user name of the respective user.

  • Email Password: Enter your email password.

• Click "Validate" to verify the information you entered is correct.

• Once validated, click "Save".

Exchange Services Setup

For the Email Service Type Exchange, select "Exchange" as the "Email Service Type" and fill in the following details:

• Exchange Uri: https://outlook.office365.com/EWS/Exchange.asmx

• Fill in the “Domain“, “Username“, and the “Email Password“.

• Click "Validate" to verify the information you entered is correct.

• Once validated, click Save.

Email Services Setup

To set up the “Gmail” Services follow the steps below:

• Select Email Service Type: Email services.

• Then click on “Connect” in the Add Service.

  
• Sign in with Google Account.

• Then click on the “Allow“. (This will activate the email Services in the Xoro).

Common Issues in Email Setup and Suggested Resolutions

1. Getting the error “Cannot complete the request. Cannot send a test mail. The SMTP server required a secure connection or the client was not authenticated. The server response was: 5.7.1 Authentication Required. Please try again.” while validating. This message typically appears if the email or password or both are incorrect. Please re-check them all.

This message can also appear if you use Gmail and Google is blocking the sign-in attempts due to Security Standards. In that case, you will need to generate App Password for your Gmail Account to validate the Email. Here’s how:

• Click on the Google icon.

  
• Then, click on “Manage your Google Account”.

  
• Click on the “Security” tab.

  
• Under the “Signing in to Google” section, make sure the 2-Step Verification is turned On. If it is not, then turn it on.

  
• After turning on the 2-Step Verification, go back to the “Security” tab and click on “2-Step Verification”.

  
• Enter your Google Account Password for Validation, if prompted, and click on “Next”.
• In the “2-Step Verification” page, scroll down to the bottom and click on the “App Passwords” option.

  
• Here, select “Other (Custom Name)” from the dropdown options.

  
• Enter “Xorosoft” and click “Generate”.

  
• A 16-digit App Password will be generated for your device. This password grants complete access to your Google Account.

  
• Copy this Password and paste this into Xoro’s “Email Password” field on the Email Configuration Setup page.

  
• Save the changes and Validate the Email.

  

**Please note that it is mandatory to enable 2-Step Verification to be able to use this feature.

2. Getting the error “Cannot complete the request. Cannot send a test mail. Failure sending mail. Please try again” while validating. This typically appears if the outgoing mail server or port number or both are incorrect. Please re-check them all.

3. Getting the error “Cannot complete the request. Cannot test mail. The SMTP server requires a secure connection or the client was not authenticated.” This typically appears if the SSL setting is incorrect. Please re-check this.

4. If you are using Exchange Service type then the domain should be in the format of “company.com” (without quotes).