Email settings
Everything your company emails from Zhmara X is set up on one page: Settings › Email. It has three parts: your mailbox, the document emails, and a note on the sign-in emails Zhmara X sends itself.
Mailbox
Invoices, quotations, receipts, bills and payments (Send Mail on a document) go out from your own mailbox, in your company's name.
| Field | Example |
|---|---|
| Mail Address | accounts@yourcompany.com |
| MailFromname | Your Company Accounts: the sender name people see |
| Mail Host | smtp.gmail.com, smtp.office365.com, or your host's SMTP server |
| Mail Port | 587 (STARTTLS) or 465 (SSL) |
| EncryptionName | TLS / SSL, as your provider says |
| Password | The mailbox password, or an app password for Gmail and Outlook with 2-step verification |
Click Save.
For security, the password is never shown again. Re-enter the password every time you save the mailbox, even if you only change another field. The document email options below are saved separately and don't need the password.
Document emails
Every document email has the same professional layout: your logo and company name at the top, a greeting, a short message, a summary box (number, dates, reference), the items or the invoices / bills it settled, the totals, the total in words (not on statements), the amount due or paid highlighted, and your address, phone and email at the bottom. It is written in the language you are using in the app (Arabic and Kurdish right to left).
| Document | Sent to | What it says |
|---|---|---|
| Sales Invoice | Customer | Items and totals, payments received, Balance Due and the due date, or Paid in full |
| Sales Quotation | Customer | Items and totals, and the Valid until date |
| Payment Receipt | Customer | The amount received, how it was paid, and the invoices it settled |
| Credit Note | Customer | The returned items and the credit amount |
| POS receipt (Email on the receipt page) | Customer | The items, totals and payment, with the 80 mm receipt as PDF; uses the Sales Invoice PDF switch |
| Purchase Bill | Supplier | Your record of their bill, with what is still due |
| Payments (supplier, expense and asset) | Supplier | The amount paid, how, and the bills it settled |
| Debit Note | Supplier | The items returned to them and the debit amount |
| Expense (with a supplier) | Supplier | Your record of their bill, with what is still due |
| Asset Bill | Supplier | The assets bought, payments made and what is still due |
| Income / Outcome voucher (for a customer or supplier) | Customer or supplier | The amount received or paid and what it was for |
| Customer / Supplier Statement (Email on the report) | Customer or supplier | Opening and closing balance, totals and the latest entries; the whole statement as PDF |
Send Mail only shows on an expense or an income / outcome voucher when it belongs to a customer or supplier. The email always goes to the address saved on the customer or supplier.
Options:
- Attach PDF: for each document, also attach the same PDF as the PDF button. On by default. If the PDF can't be made on the server at that moment, the email is still sent without it and you are told: "The email was sent without the PDF, because the PDF could not be made on the server."
- Copy to company (BCC): every document email also goes, as a hidden copy, to your mailbox, so you keep a record of what was sent.
Click Save document email options. The mailbox must be saved first ("Save the mailbox above first.").
Sign-in emails
Email confirmation and password reset emails are sent by Zhmara X from its own mailbox, not from yours, so they work even before your mailbox is set up. They use the same layout.
When sending fails
- "Email is not set up. Add your mail settings in Settings > Email.": fill in the mailbox.
- "The email could not be sent. Check your mail settings in Settings > Email.": the host, port, encryption or password is wrong, or the provider blocked the sign-in (Gmail and Outlook need an app password).
- "This contact has no email address.": add the email on the customer or supplier.