Configuring Email Receipts

Introduction

The purpose of this guide is to show how to configure the Enactor Estate Manager and POS to support Email Receipts. Enabling Email receipts allows the POS user to offer the customer the choice of receiving a printed receipt, an emailed receipt or both.

A connection to an SMTP server is required to send Email receipts. This may be a traditional on-premises Mail server such as MS Exchange, or a cloud mail service such as Gmail. This guide will use a connection to a Gmail service as an example.

Email receipts may also be configured with an HTML message body, allowing the retailer to use the email for marketing purposes.

Overview

The following steps are required to enable Email Receipts:

• Configure an Email Receipts user (to whom the sending email account will be linked).

• Configure the Estate Manager location with a connection to a SMTP (Mail sending) server or service.

• Check that the Outgoing Email Service is enabled on the Estate Manager.

• Configure a communication script for the Email message body.

• Enable Email Receipts for the POS Terminal.

• Broadcast settings to the POS and test.

Resources

Before starting, you should have the following resources in place:

• Enactor Estate Manager

• Enactor POS (configured within the UK Region, connected to the Estate Manager)

• Standard Configuration, including:

• Base Configuration

• UK Retail (The example here uses UK, but it could be other regional config packs)

• Retail Segment pack (The example here UK Fashion).

**Prior Training / Experience **

You should be familiar with the following:

• Estate Manager configuration

• Enactor configuration concepts, including Locations, POS Terminals etc.

• Data broadcasting

• Standard POS Sales processes

If necessary, please revise the appropriate how-to guides on these concepts before starting the Email Receipt configuration process.

Configuration Steps

Configuring email receipts allows the POS user to offer the customer the choice of receiving a printed receipt, an emailed receipt or both. The process involves configuring Email Receipts user, establishing location connection to a SMTP server or service, configuring communication scripts for the Email message body and enable email receipts in different maintenance options in the Estate Manager.

User Configuration

An email Receipts user must be first be created in the User Maintenance application. This will act as to whom the sending email account will be linked.

The User maintenance application can be accessed through:

Configuration -> HR -> Users

* Edit the existing user with the ID of RECEIPTS and if not create a new user.

To create a new User, select Create a New User on the User Maintenance page.

Enter a unique **User ID **for the new User. The ID can be alphanumeric and contain a maximum of 20 characters.

No selection should be made for Template ID.

Select Create.

You will be presented with the following options to complete creating the new User:

User - General Tab

The General tab has all the basic information that captures the identity of the user.

Set the appropriate values on the General tab as follows:

Configuration	Description
Display Name	Enter RECEIPTS as the display name. The display name can be alphanumeric and contain a maximum of 30 characters. This will be displayed in screens when the Receipts User is Signed On.
Surname	Enter User as the surname. The surname can be alphanumeric and contain a maximum of 100 characters.
Location	Select the appropriate Location from a dropdown List of all configured Locations. Identifies the User's usual Sign on location.
Locale	Select the appropriate Locale from the drop-down list. This selection will affect locale-dependent operations such as language.

User - E-mail Tab

The E-mail tab provides for capture of the information required to configure the integration.

Set the appropriate values on the E-mail tab as follows:

Configuration	Description
Email Address	Enter the email address to be used for sending the email
Email Account Name	Enter the Email Account Name. This may be the same as the email or may be the email address without the @domain element for example (it is just used as a visible Account name).
Email Account Password	Select the Change Email Account Password and a pop-up screen will appear that will enable the user to enter the password for the email address.
Receiving Server Type	This indicates the Email Receipt user and does not require configuring.
Check Email on Login	Select checkbox, if this User's email should be checked automatically when this User logs onto the system.
Check Email in the Background	Select checkbox if this User's email should be checked as a background task.
Account Status	Select the bin icon next to the field to ensure that the account status shows as Valid.

Select Save to complete creating the Receipts User.

Note: Gmail Account Security

*This section may be skipped if you are not using Gmail as the SMTP service.

With Gmail, the following notification will be received about allowing access to Less Secure Apps:

Without this setting, you will not be able to send emails via Gmail. To correct this, go to

your Gmail account and enable Less Secure App access:

Once this is changed, go back to the user E-mail user record in Enactor. If Gmail has rejected the enactor email login, the status will have changed to Invalid:

Reset the status to Valid by clicking on the bin icon. Enactor will try to log in to the Gmail

account again.

Location Configuration

Navigate to Location Maintenance application that can be accessed through:

Configuration -> Organisation -> Locations

Search for the Location ID "estatemanager" in the select page.

Select the Edit icon to edit the Estate Manage location.

Location Maintenance - E-mail Tab

The Email Tab captures information for the Location's Email Server.

* The entries you use will depend on the settings of your outgoing mail server. The example

below is applicable for Gmail:

Set the appropriate values on the E-mail tab as follows:

Configuration	Description
Authenticate Outgoing Mail	Select the checkbox to indicate that all outgoing mail will be authenticated.
SMTP Server	Set SMTP server to smtp.gmail.com
SMTP Port	Set SMTP port as 587
SMTP Encryption Type	Select TLS/STARTTLS from the dropdown list.
System User	Set the System user to the User created above (i.e., RECEIPTS)

Select Save to proceed.

Service Definition Configuration

An Enactor Service called Email Sender needs to be running for the emails to be sent. The Email Sender Service configuration should be accessed at Service definition maintenance.

The Service definition maintenance application can be accessed through:

Administration -> Services -> Service Definitions

Select Email Sender Service option from the filter against Service Type.

Edit the Email Sender Service for the Estate Manager:

Make sure that the Disabled checkbox is empty, and the Auto Start checkbox is enabled.

Select Save to proceed.

Service Status

The Service status application can be accessed through:

Administration -> Services -> Service Status

Check that the Email Sender service is running. If not, click the button to start it:

Communication Script Configuration

A communication script is used to set up the body of the email that will be sent to the

customer (with the actual receipt as an attachment).

The Communication script maintenance application can be accessed through:

Configuration -> CRM -> Communication Scripts

*There should be an example Email Communication Script available. If not, create a new Email Communication Script.

To create a new Email Communication Script, select Create a New Communication Script on the Communication script maintenance page.

Select Email from the dropdown list.

Enter a unique identifier as the Script ID for the for the new Communication Script. The Script ID can be alphanumeric and contain a maximum of 20 characters.

Select Create.

You will be presented with the following options to complete creating the new Email Communication Script:

Communication Script - General Tab

The General tab has all the basic information that captures the identity of the Communication Script.

Set the appropriate values on the General tab as follows:

Configuration	Description
Type	Will indicate the Communication Script type selected. i.e., Email
Name	Enter a unique identifier for the Communication Script. This can be alphanumeric and contain a maximum of 50 characters.
Description	Enter a meaningful description for the Communication Script. This can be alphanumeric and contain a maximum of 255 characters.
Automated	Select the checkbox to the Communication Script as automated.
Campaign	Select and appropriate campaign (if applicable) from the dropdown list of all Campaigns in the database. The view button enables the User to view further details of the selected Campaign.

Communication Script - Content Tab

The Content Tab captures content details of the Communication Script. The fields displayed will depend on the type of Script selected.

Enter the actual content in the Content field. For Plain Text emails, this will just be included

as-is. For HTML emails, enter the HTML source in the Content field (with the Editor type set

as plain text). This will normally be copied from an HTML editor (e.g., MS Word).

Communication Script - Attachment Tab

The Attachments Tab captures Attachments details of the Communication Script. The Attachments tab is applicable only for email communication Scripts. All attachments uploaded are listed with an individual File Name, Content ID, Content-Type and Content Length.

With HTML emails, embedded images and other attachments should be uploaded to the

communication script using the Attachments tab.

Select Save.

POS Terminal Configuration

The POS Terminal needs to be set so that the user is given the opportunity to offer Email

receipts when completing a transaction. Navigate to the POS Terminal (or POS Terminal

Template) Configuration for your test POS. For this example, we will be using a POS

Terminal Template.

The POS Terminal Template maintenance application can be accessed through:

Configuration -> Organisation -> POS Terminal Templates

*Edit the standard retail POS Terminal Template.

POS Terminal Template - Printing Tab - Flags Sub-tab

All the properties captured in the Flags Sub-Tab are checkboxes, which if checked have generally self-evident implications although some are clarified in the table below.

Select the Offer to email the receipt checkbox. By default, the receipt will be attached to

the email as a PDF.

Select the Embed the receipt as an image checkbox if you wish to use an image attachment.

POS Terminal Template - Printing Tab - Flags Sub-tab

All the Email related properties are captured in the Email Sub-Tab.

Select the configured communication script for Email Receipts from the drop-down list for Receipt Communication Script.

*You do not need to set the Quote receipt setting unless you specifically use quotation functionality.

Save the POS Terminal/POS Terminal Template.

Broadcasting

To deliver the configuration changes to the POS, broadcast the following entities.

• Location

• User

• Communication Script

• POS Terminal

• POS Terminal Template

• Location Email Configuration

POS Functionality

Complete a normal sale transaction. Following tendering, you should be prompted with an

offer to email the receipt:

Select Email Only or Email and Print. You will then be prompted to enter the customer's

email address. If the customer's email has already been identified (e.g., using Customer

loyalty) then this will be pre-populated. If not, enter it manually:

The Marketing prompt may be used for GDPR compliance purposes.

When you have clicked OK, the email receipt service will be called. The Email should be

received shortly afterwards:

The Receipt is attached as a PDF by default: