Thanks @Wayne Schulz . For my first time I followed your instructions and sample and tried ChatGPT. Attached are my results. So, it looks like Office 365 is going to allow my client to modify the "billing@xxx.com" address and make it look professional and legit. Thank you for your help.
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Michael McDonald - Consultant
Michael T McDonald CPA
(616) 813-8887 -
mike@mcdcpa.com------------------------------
Original Message:
Sent: 05-29-2024 13:31
From: Wayne Schulz
Subject: Best Practice - Paperless Office - emailing customer invoices - sender header
Michael - try pasting this into something like ChatGPT with a prompt similar to "Act as an IT administrator who is an expert in email configuration. Please review these facts and respond with two sections - the first being a summary of what you understand the issue to be and the second being recommendations ( use bullet points and include links for any helpful technical guidelines)."
Note that as with all AI these days - it's wise to double check their output. Below is what ChatGPT provided. You could probably also pretty this up and put it into customer facing wording by telling ChatGPT to fashion it as an email that I can send my customer.
I've been using this more and more to craft summary email based on technical resources that are frequently not as polished/easily understood.
I also find that "write at an eight grade level and use plain language" helps remove some of the marketing-speak that the AI tends to use.
Summary of the Issue
The client using Sage 100 STD v2023 wants to start sending customer invoices through the Paperless Office feature. They are concerned that the invoices might be rejected by customers' spam filters, especially if the sender's email header is simply "bob@abcmi.com." They would prefer the sender header to display a more professional and recognizable format, such as "Billing Dept at American Bowling Contractors, billing@abcmi.com." The client is using Office 365 as their mail server.
Recommendations
Set Up a Professional Email Address:
- Create a new email address specifically for billing purposes, such as "billing@abcmi.com."
- Ensure the email address aligns with the company's domain to maintain consistency and professionalism.
Configure Office 365 to Display a Custom Sender Name:
- Access the Office 365 Admin Center.
- Navigate to "Users" > "Active Users."
- Select the user account associated with the billing email address.
- Click on "Edit" next to "Display Name" and enter the desired display name, such as "Billing Dept at American Bowling Contractors."
- Save the changes.
Helpful Link: Microsoft 365 Admin Center: Change a user's display name
Configure SMTP Settings in Sage 100:
- Open Sage 100 and go to the Paperless Office settings.
- Enter the newly created email address and configure the SMTP settings to match the Office 365 SMTP server details.
- Ensure the sender name is set to the custom display name configured in Office 365.
Helpful Link: Setting up SMTP for Office 365 in Sage 100
Enable SPF, DKIM, and DMARC Records:
- Configure SPF, DKIM, and DMARC records in the DNS settings to improve email deliverability and reduce the likelihood of emails being marked as spam.
- These records authenticate your emails, verifying that they are sent from your domain.
Helpful Link:
Test the Configuration:
- Send test invoices to different email providers to ensure they are not being marked as spam.
- Verify that the sender name and email address display correctly in the recipients' inboxes.
By following these recommendations, the client can ensure that their invoices are sent with a professional and recognizable sender header, reducing the likelihood of being flagged as spam.
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Wayne Schulz
wayne@s-consult.com
Schulz Consulting
(860) 516-8990
Moodus, CT
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