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E-mail Invoices, Reports, Payslips & Reminder Letters From TallyPrime

Using the E-mail feature in TallyPrime, you can quickly send your invoices, payslips and reports in different file formats, such as PDF, XML, and so on, to one or more E-mail addresses at the same time. To send an E-mail from TallyPrime, all you need is an Internet connection, a valid source E-mail address, which can be your company E-mail, and the E-mail address of the recipients.

One-time Setup for E-mail

In TallyPrime, you can set up your profile as a one-time setup to make the communication between you and your stakeholders a lot easier. 

Create E-mail Profiles

You need to create a profile when you send an e-mail from TallyPrime for the first time. You can create multiple profiles if needed. Next time you can instantly select the profile from which you want to e-mail documents to your parties.  

  1. On any invoice/report, press Ctrl+M (Current) > E-mail from > Create.
    In the Create E-mail Profile subscreen appears, the E-mail sender name is pre-filled as per your Company Name. You can change the E-mail sender name, if needed.
    create-e-mail-profile
  2. Enter your E-mail address in the E-mail from field. 
  3. Press Ctrl+A to save.

Your E-mail profile will be created and appear under List of Profiles. 

Set up e-mail authentication

Depending on your e-mail server, you will have to set up the e-mail server configurations.  

  1. In the Create E-mail Profile screen, set Show additional options to Yes.
  2. Update the Username (for authentication) field as per your preference. This field appears to be prefilled with the E-mail address provided in the E-mail from field. 
  3. Configure the E-mail Server.
    1. Select the required E-mail Server from the list of Common Mail Servers.
      The remaining fields in the Create E-mail Profile subscreen will appear to be pre-filled, which you can change based on your preference.
    2. If you are using a different E-mail server, select User Defined.
      1. For the Server address, enter the name of your SMTP server.
        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.
      2. Enter the Port Number.
  4. Configure SSL and use of SSL/TLS.
    1. Set the option Use SSL to Yes, if you are using a secured network or sending E-mails using secured mail servers.
    2. Set the option Use SSL/TLS on standard port, as required. For Outlook or Hotmail, set this option to Yes.
      additional-details
  5. Press Ctrl+A to save.
  1.  

Next time, while sending an E-mail, you can see your E-mail address appearing prefilled in the E-mail from field.

list-of-e-mail-addresses

After creating multiple E-mail profiles, you can easily select your preferred E-mail address from the List of Profiles while sharing the business documents, making the process more efficient and straightforward.

Create E-mail message templates

Similar to creating e-mail profiles, you can have predefine message templates and select them while sending e-mails. 

  1. On any invoice/report, press Ctrl+M (Current).
  2. In the E-mail screen, press Alt+S.
    create-message-template
    1. In the Select Pre-defined Messages screen, select Create
      create-list-of-messages
    2. In the Create E-mail Message screen, enter Message Name and Message.
      create-e-mail-msg
      The message template will be saved in the Message Name for easy reference.
  3. Press Ctrl+A to save

The message will now appear under the List of Messages

Similarly, you can create multiple E-mail messages and select one from the List of Messages while sending an E-mail.

select-predefined-msg

Set up two-step authentication

To ensure that you can use your Gmail account to E-mail invoices, reports, and reminder letters, you need to authenticate your E-mail service providers, such as your Gmail and Yahoo account. 

To change your Gmail settings to use your E-mail ID from TallyPrime,

  1. Log in to your Gmail account.
  2. From Google Apps, select Account > Security.
  3. Add Two-step verification and generate App passwords.
  4. Click Done.

To change your Yahoo Mail settings to use your E-mail ID from TallyPrime,

  1. Log in to your Yahoo account.
  2. Select Account Info Account Security.
  3. Add Two-step verification and generate App passwords.
  4. Click Done.

Once you have generated the passwords, you can use the same passwords for authenticating your E-mail address while e-mailing the documents from TallyPrime.

e-mail-authentication-screen

E-mail an invoice

E-mail an invoice from TallyPrime to your party’s e-mail address anytime you need.

  1. On any invoice/report, press Ctrl+M (Current).
  2. E-mail from: Select from the e-mail profiles you have created.
  3. E-mail to: Select the party’s e-mail address or enter a new address, as needed.
    multiple-addresses
  4. Subject: This field is prefilled with the invoice type. Change the subject, if needed.
  5. E-mail message (if any): Press Alt+S to select a predefine message template or enter a message as you need.
  6. In the E-mail screen, configure as needed.
  7. Press M (E-mail).
    e-mail-receipt-voucher
  8. Depending on your e-mail server, in the e-mail authentication screen enter Password for your e-mail to authenticate. 

With the ability to send invoices to multiple email addresses simultaneously, TallyPrime enhances the convenience of sending E-mails in just a few simple steps.

From TallyPrime, you can send invoices and reports such as Day Book or Ledger Voucher/Ledger Outstandings with payment links/QR codes.

  1. On the particular invoice or report with Payment links and QR codes, press Ctrl+M (Current).
  2. Enter the E-mail addresses in the E-mail from and E-mail to fields.
  3. Check the Subject and enter a different subject, if necessary.
  4. In the E-mail message (if any) field, enter the E-mail message or press Alt+S to create a new message.
  5. Configure to update the details, such as the File Format, File Name, Subject, and so on, as required.
  6. Press M (E-mail).
  7. Depending on your e-mail server, in the e-mail authentication screen enter Password for your e-mail to authenticate. 

After receiving your E-mail, your customers will be able to pay you back instantly using the payment link or QR code. 

E-mail Pay Slips

In TallyPrime, you can E-mail a single Pay Slip or multiple Pay Slips, as per your business needs. 

To send the Pay Slip of a single employee, 

  1. On the Pay Slip screen, press Ctrl+M (Current).
  2. Enter the E-mail addresses in the E-mail from and E-mail to fields.
  3. Check the Subject and enter a different subject, if necessary.
  4. In the E-mail message (if any) field, enter the E-mail message or press Alt+S to create a new message.
    single-pay-slip
  5. Configure to update the details, such as the File Format, File Name, Subject, and so on, as required.
  6. Press M (E-mail).
  7. Depending on your e-mail server, in the e-mail authentication screen enter Password for your e-mail to authenticate. 

To send the Pay Slip of multiple employees, 

  1. On the Multi Pay Slip screen, press Ctrl+M (Current).
  2. Enter the E-mail address in the E-mail from field or accept the prefilled E-mail address.
  3. Check the Subject and enter a different subject, if necessary.
  4. In the E-mail message (if any) field, enter the E-mail message or press Alt+S to create a new message.
    multi-pay-slip
  5. Configure to update the details, such as the File Format, File Name, Subject, and so on, as required.
  6. Press M (E-mail).
  7. Depending on your e-mail server, in the e-mail authentication screen enter Password for your e-mail to authenticate. 

Now, you can E-mail the Pay Slips for all the Employees with the click of a button.

E-mail Reminder Letters

In TallyPrime, you can send Reminder Letters to remind your customers about money they owe you. These letters include all the information such as the amount they owe, due date, and other important details of their transactions. 

Let’s consider the Bills Receivable report for E-mailing reminder letters for overdue payments.

  1. From the Bills Receivable report, press Ctrl+M (Current).
  2. Enter the E-mail addresses in the E-mail from and E-mail to fields.
  3. Check the Subject and enter a different subject, if necessary.
  4. In the E-mail message (if any) field, enter the E-mail message or press Alt+S to create a new message.
  5. Configure the E-mail.
    1. In the E-mail screen, press C (Configure) to open the E-mail Configuration screen.
    2. Set Report Type to Reminder Letter.
      reminder-letters
    3. Configure the Company Aging Alteration.
      company-aging-alteration
    4. Configure to update the other relevant details, such as the File Format, File Name, Subject, and so on, as required.
  6. Press M (E-mail).
  7. Depending on your e-mail server, in the e-mail authentication screen enter Password for your e-mail to authenticate. 

In TallyPrime, you can E-mail a reminder letter to a single or multiple parties in one go. For detailed information, refer to Send Reminder Letters to Parties.

E-mail Multi-Account Reports

Apart from a single voucher or a report, you can also share Multi-Account Reports from TallyPrime. 

  1. Press Alt+M (Share) > under E-MAIL select Others.
  2. Under List of Reports, select Show More and press Enter to view all the reports under Multi-Account Reports.
    multi-account-reports
  3. Select a report and press Enter to open the E-mail screen.
  4. Enter the E-mail addresses in the E-mail from and E-mail to fields.
  5. Check the Subject and enter a different subject, if necessary.
  6. In the E-mail message (if any) field, enter the E-mail message or press Alt+S to create a new message.
  7. Configure to update the details, such as the File Format, File Name, Subject, and so on, as required.
  8. Press M (E-mail).
  9. Depending on your e-mail server, in the e-mail authentication screen enter Password for your e-mail to authenticate. 

From TallyPrime, you can share Multi-Account Reports like All Ledger Accounts, One Ledger Accounts, and so on, with one or more parties by using the E-mail feature.

E-mail Dashboard Tiles

Using E-mail in TallyPrime, you can share a single tile or all the tiles of your dashboard with stakeholders for their easy reference. 

  1. On Dashboard, press Alt+M (Share).
  2. Under E-mail, select Current and press Enter.
    To E-mail all the tiles, select All Tiles and press Enter.
    e-mail-dashboard-tiles
  3. Enter the E-mail addresses in the E-mail from and E-mail to fields.
  4. Check the Subject and enter a different subject, if necessary.
  5. In the E-mail message (if any) field, enter the E-mail message or press Alt+S to create a new message.
  6. Configure to update the details, such as the File Format, File Name, Subject, and so on, as required.
  7. Press M (E-mail).
  8. Depending on your e-mail server, in the e-mail authentication screen enter Password for your e-mail to authenticate. 

Now, the recipient will be able to view the summary of your financials, sales and purchase trends, and so on, in the form of tiles.

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 Gmail or Yahoo account to be accessed by TallyPrime.

If you have not authenticated your Gmail or Yahoo account, refer to Authentication for Gmail 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 attach 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

    The above procedure should be tried with the help of system administrator.

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