How to send reports directly from Sage 300 CRE

Use Microsoft Outlook or SMTP – your choice!

by Kyle Zeigler
email-from-laptop

Did you know that you can send reports as email attachments from your Sage 300 Construction and Real Estate software to others both inside and outside your organization? Were you aware of this feature, but just haven’t had time to set it up or been able to get it to work? Here is what you need to know to use the Send feature within Sage 300 CRE – WITH or WITHOUT using Microsoft Outlook!

Please note: ONLY Professional Versions of Microsoft Office are supported with Sage 300 CRE. If you are using Business or Home versions, you will need to upgrade to a professional version in order to use the Send features in Sage 300 CRE.

With MS Outlook — compatibility and setup

The following MS Office versions are compatible with Sage 300 CRE and Sage Estimating:

  1. Microsoft Office 365 and/or Microsoft Office 2013 “Click to Run” – Compatible with Sage 300 Construction and Real Estate 14.1 with Accounting Update 1 or later. Note: Project Management Correspondence Log is still not compatible with this version, but is compatible with version 15.1. Contact your Sage business partner for more information.
  2. Microsoft Office 2013 Professional, 32-bit (requires Windows 7 and Windows Server 2008 or newer) – Compatible with Sage 300 Construction and Real Estate and Sage Estimating 13.1 and later. Note: Reference Software Notice 13-X in the Alerts and Notices document in the Sage knowledgebase. Also, the Project Management Correspondence Log add-in requires an additional install, review the article 26693 “Project Management Correspondence Log does not appear to work with Microsoft Office 2013” in the Sage knowledgebase.
  3. Microsoft Office 2010, 32-bit – Compatible with Sage 300 Construction and Real Estate and Sage Estimating 9.7.0 and later. Note: As of the 9.7.0 release, the Send function in Sage 300 Construction and Real Estate is compatible with the 32-bit version of Microsoft Office 2010. However, at this time you cannot use the Project Management Correspondence Log add-in in Microsoft Outlook 2010 without installing an additional patch found in the article 19232 “Project Management Correspondence Log does not appear to work with Microsoft Outlook 2010.”
  4. Microsoft Office 2007 – Compatible with Sage 300 Construction and Real Estate and Sage Estimating 9.5.0 and later.
  5. Microsoft Office 2003 – For Sage 300 Construction and Real Estate versions 9.5.0 and later, install Microsoft Office 2003 Service Pack 3.
  6. Microsoft Office 2002 SP3 – Compatible with Sage 300 Construction and Real Estate and Sage Estimating 9.4.x.

The following Microsoft Office versions are NOT compatible with Sage 300 Construction and Real Estate and Sage Estimating:

  • Any 64-bit edition of Microsoft Office. Only Microsoft Office 32-bit editions can access Timberline ODBC data sources.
  • Any Microsoft Home and Business version. This version is a Click-To-Run application. The Outlook portion of this application does not appear to support add-ins and does not work with PJ Correspondence Log. It may or may not work with Send. This version of Office has not been tested with Sage 300 Construction and Real Estate and is not supported.

Set up Sage 300 CRE to work with Outlookemail

Using this feature, reports are converted to .pdf files which are then attached to email messages.  The first article in our September newsletter provided details about which versions of Microsoft Outlook are compatible with the different versions of Sage 300 CRE.  This article explains how to set up Sage 300 CRE to use a compatible version of Microsoft Outlook to send reports.

To complete the setup, first verify from TS Main or Sage Desktop is not set to use SMTP settings. If this setting is on, Sage 300 CRE will ignore Microsoft Office.

  1. To review and/or modify the SMTP settings:
    1. From TS Main, select Tools > Options.
    2. From Sage Desktop for versions 15.1 and earlier, select Common Tasks > Tools > Options.
    3. From Sage Desktop for versions 16.1 and later, select Applications > Common Tasks > Tools > Options.
  2. Select the Mail Settings
  3. Verify the Use SMTP to send mail selection is unchecked. Uncheck if necessary and click OK. Close this window.

After verifying the SMTP settings, run and Send a test report to test the setup.

  1. Run and preview a report of your choice, from a module of your choice, but do not click the Start
  2. In the Print Selection window, click Send.
  3. Click the binoculars icon to the right of the Recipient field, select the desired Company or Person Contact and click OK. Note: These are Address Book contacts set up using AB > Setup > Company or Person or PJ > Setup > Company or Person.
  4. Verify the Send Method is set to Email. Note: If the Email option is not available, a compatible version of Microsoft Outlook is not installed on the workstation.
  5. Click …> to the right of the Destination field, type the recipients email address, and then click OK.
  6. Click Send and then click Start.
  7. Microsoft has a security feature which will prompt you to click Allow in order to send the email. You must click Allow for the message to send.

Note: The report will not send until the Start button is clicked in the Print selection window.

Without MS Outlook — using SMTP settings

Finally, here’s how to set up SMTP settings to send reports from Sage 300 CRE without using Microsoft Outlook.

To configure mail settings to send using SMTP:

  1. Review and/or modify the SMTP settings:
    1. From TS Main, select Tools > Options.
    2. From Sage Desktop for versions 15.1 and earlier, select Common Tasks > Tools > Options.
    3. From Sage Desktop for versions 16.1 and later, select Applications > Common Tasks > Tools > Options.
  2. Select the Mail Settings
  3. Check the box to Use SMTP to send mail. Enter the following information:
    1. Sender email: (this is what the receiver will see the email is from)
    2. SMTP Server: (this is to be supplied by the IT person. An example might be smtp.mail.com, but will be different, depending on the person who set up the mail server)
    3. Port: (The default port for SMTP is 25 — Note that if the other default secured port of 587 is used, this feature may not work.)
    4. SMTP Account Name: (Type a username — your IT professional may choose to create an account explicitly for this, or may use any regular account used to log into email)
    5. SMTP Account Password: (Type password associated with the username)
  4. Click the Test SMTP mail Another dialog box will appear.
  5. Enter a Destination email address and click Send. Click only once.
    • If successful, you will receive a test email.
    • If unsuccessful, you may receive an error such as: “The connection to the SMTP server failed.” — or — “Authentication failed.” — or — “The operation timed out. Exception: System.Net.MailSmtpException: xxxxxxxxxxxxxx.” This is generally a sign that an unsupported SSL port such as 587 was used in the setup.

Need help with your Sage 300 CRE software? Contact us at 480-423-8300 to schedule a Sage Certified consultant!