MicroSale has the ability to email PDF reports to staff, email customer receipts, email reservation confirmations, and email notifications for hitting threshold limits of void and discount amounts, labor costs, overtime hours, and serving times.
Functionality Overview:
To email reports without a physical office printer, you'll need to set up a virtual printer
Setting up the outgoing email server:
To utilize outgoing email capabilities, you must setup an outgoing email server. The email SMTP server is set on one workstation or back office; it should be set on the device dedicated to running the closeout.
You can either use your own email information (recommended if you will be emailing customer receipts, proposals, or reservations), or you can use MicroSale's default settings (sends emails from either "posinsights.net" or "microsale.net").
Configure the SMTP server on the designated workstation or back-office computer responsible for executing the nightly closeout to enable the automatic dispatch of email reports.
Centralized Setup: The setup only needs to be setup on a single workstation or back office, ensuring a centralized and efficient management structure.
- Go to: Managers Menu > Register Setup > Terminal Configuration > Register Options > Email-Export-INI (on toolbar)
- If you have an SMTP email account (such as your company's hosted email), you can enter the credentials on your back office computer or your main POS station that is dedicated to run the nightly closeout. You only need to set up the email server on the one computer. If you do not have your own email account, you can use the credentials here.
- After the email account setup credentials are completed, select Save.
- After the credentials are saved, create Email Groups with assigned email addresses (next section) and then assign email address to the nightly reports (last section).
Email Server: this is the outgoing server that you are using (such as smtp.gmail.com, mail.posinsights.net, etc.)
Username: your email address
Password: this is your email login password
Location Email: this is used for a header on your emails so recipients know where the email is coming from; you will typically type in your Restaurant Name
Port Number: This is the port that the email server uses to send out the emails, it is typically 465 but you may also use 587, 25 or something different.
Creating a Group of Email Recipients
When you want manually email a report, you can select a “Group” of recipients to receive the report.
- Create a group name and select Save. Such as "Management", "Owners", "Front of House Managers", etc.
- Under Group Names, select a saved group name. With the group name showing in the field, enter an email address and select Save after each entry.
How to use email groups
When you go into reports and manually run a report, select a group name (or names) located on the top right of the report. Select “Email”, to send to the selected group(s).
Automatic Nightly Email Reports
You can have reports automatically email after the nightly closeout. The recipients are specified under "Email Daily Sales To". The selected reports are emailed as a PDF attachment with the report name as the subject line. You can also manually email reports to a group of individuals using ‘group reports’.
Entering recipients for nightly email reports
- Enter email addresses individually under "Email Daily Sales To"
- Select Save after each entry.
Selecting which reports automatically send after the nightly close
- Tick next to each report you want automatically emailed at the end of the night
- Select Save when you are done selecting the reports
**All email addresses under "Email Daily Sales To" will receive all selected reports**
Testing email
After the email settings are entered and email addresses are saved, send a test email. If successful, you will receive a “email sent” prompt. If you receive an error, double check your settings and/or firewall settings. You can also try different port numbers such as 587 or 25.