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E-mail | Using Gmail, Yahoo, Outlook to Send Invoices, Reports, & Reminder Letters

With TallyPrime, you can not only store your business data but also share it in a jiffy with the desired audience. Your business data will be saved in the form of masters and transactions, and tracked in the form of reports. You can easily e-mail the required invoices and reports.

For example, you can e-mail the reports daily to a pre-defined audience, who might be stakeholders inside or outside your company. You can do this by using the e-mail account created for you with the company domain. The best part is that you don’t have to type your e-mail ID and the e-mail IDs of the recipients every time. Moreover, you don’t have to move out of your ongoing work in TallyPrime to e-mail reports. You can very well do it from the screen in which you are working.

Therefore, if you have any faqs on e-mail, refer to the following sections.

E-mailing Invoices and Reports

  1. Press Alt+M (E-mail). You can either select Current or select Others, if you want to e-mail a different report.
  2. Enter the E-mail from address. You can also select a profile, or choose the Create option to set up a new profile.
    If you selected Create, you can see the E-mail sender name and E-mail from fields. If you want to configure advanced options, then set Show additional options to Yes. The following options will appear:
    • Enter the Username (for authentication). You will be prompted to enter this username while using the e-mailing feature. You can either enter the same e-mail address here, or enter a different username.
    • Select the required E-Mail Server from the list of Common Mail Servers. If you are using any other e-mail server, select User Defined.
    • For the Server address, enter the name of your SMTP server followed by the port. On selecting Gmail, Yahoo Mail, or Hotmail, the server address appears automatically. You need to manually configure other e-mail servers. For Outlook, enter the Server address as smtp-mail.outlook.com:25.
      • Set the option Use SSL to Yes, if you are using a secured network or send e-mails using secured mail servers.
      • Set the option Use SSL on Standard Port, as required. For Outlook or Hotmail, set this option to Yes.
      • Press Ctrl+A to save.
  3. Enter the E-mail to address. You can enter a New Address or select Multiple Addresses.
  4. Set other options, such as File Format, File Name, Subject, as required. You also have the option to show or hide other details in the data, such as voucher no., narrations, and so on.
  5. Press M to e-mail.

E-mailing Reminder Letters

Using the E-mail feature, you can send reminder letters for outstanding payments with parties. You can send a reminder letter e-mail to a single or multiple parties in one go, or send mass e-mails to all the parties listed in your outstanding report. For detailed information, refer to Send Reminder Letters to Parties.   

Authentication for G-mail

To ensure that you can use your G-mail account to e-mail invoices, reports, and reminder letters, you need to authenticate your G-mail account. This will allow TallyPrime to recognise your G-mail account while sending e-mails. In addition, check if you have entered your G-mail and password correctly while e-mailing details from TallyPrime.

Change your G-mail settings to use your e-mail ID from TallyPrime

  1. Login to your G-mail account.
  2. Select Account from Google Apps.
  3. Click Security.
  4. You can do one of the following:
    • Method 1
      1. Turn off the Two-step verification.
      2. Scroll down to the section Less secure app access > click Turn on access.
    • Method 2
      1. Turn on the Two-step verification.
      2. Enable App Passwords > select Other (as the app) > enter the name of the app > click Generate.
      3. Copy the password > click Done.

Now, you can use your G-mail ID from TallyPrime.

Send e-mails from TallyPrime using Gmail

  1. Go to the voucher or report of TallyPrime which has to be e-mailed.
  2. Press Ctrl+E (E-Mail). Enter your Gmail ID as the Username for authentication.
  3. If you are using: 
    • Method 1: Enter the Password of your Gmail (provided for the Username for authentication field).
    • Method 2: Generate the App Password in your Gmail account, copy it and paste it in the Password field of TallyPrime.
  4. Enter the E-Mail to.
  5. Press Enter to send the e-mail.
Note: If the e-mail does not appear in the Inbox, check for it in the Junk Folder and move it to Inbox.

Authentication for Yahoo

To ensure that you can use your Yahoo account to e-mail invoices, reports, and reminder letters, you need to authenticate your G-mail account. This will allow TallyPrime to recognise your Yahoo account while sending e-mails. In addition, check if you have entered your Yahoo and password correctly while e-mailing details from TallyPrime.

Change your Yahoo Mail settings to use your e-mail ID from TallyPrime

  1. Login to your Yahoo account.
  2. Select Account Info
  3. Click Account Security.
  4. You can do one of the following:
    • Method 1
      1. Turn off the Two-step verification.
      2. Turn on Allow apps that use less secure sign-in.
    • Method 2
      1. Click Generate app password > select Other app > enter your Yahoo e-mail > click Generate.
      2. Copy the App passwords > click Done.

This is a one-time password which needs to be used immediately after generating it. Hence, you need to generate the App Password and use it just before sending e-mails from TallyPrime.

Now, you can use your Yahoo Mail ID from TallyPrime.

Send e-mails from TallyPrime using Yahoo

  1. Go to the voucher or report of TallyPrime which has to be e-mailed.
  2. Press Ctrl+E (E-Mail). Enter your Yahoo Mail ID as the Username for authentication.
  3. If you are using: 
    • Method 1: Enter the Password of your Yahoo (provided for the Username for authentication field).
    • Method 2: Generate the App Password in your Yahoo account, copy it and paste it in the Password field of TallyPrime.
  4. Enter the E-Mail to.
  5. Press Enter to send the e-mail.
Note: If the e-mail does not appear in the Inbox, check for it in the Junk Folder and move it to Inbox.

Warning Messages | FAQs on e-Mail

Depending on your e-mail set up, TallyPrime may display warning messages to ensure that you have smooth e-mailing experience, without any hassles. 

E-mail cannot be sent

This warning appears when you have entered incorrect e-mail or password, or not authenticated your G-mail or Yahoo account to be accessed by TallyPrime.

If you have not authenticated your G-mail or Yahoo account, refer to Authentication for G-mail or Authentication for Yahoo, respectively.

The file size is larger than the permissible limit

This warning message appears when you attempt to attach files of size more than the limit applicable for your e-mail account. For example, in case of Gmail, you can attach files of size up to 25MB. When you exceed this limit, you will see this warning message.

In such cases, you can reduce the file size that you want to attached while sending an e-mail. For example, you can reduce the period of the report so that the file size for the report is within the permissible limit. 

User Name or Password is incorrect. Please check and try again

The following warning message appears if the SMTP Client Authentication is not enabled. 

Solution:

To enable SMTP client authentication:

  1. Log in to the Powershell and connect to Office 365.
  2. Set-TransportConfig -SmtpClientAuthenticationDisabled $False
Note: The above procedure should be tried with the help of system administrator.
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