Published 20 July 2018
SAGE ONE invoices going into junk folder
For users of SAGE online accounting software, SAGE ONE, and your SAGE ONE invoices are going into the junk folder, it is vital that when you send out your invoices they are actually received by your customer into their normal inbox and not their junk folder.
This is for obvious reasons.
Sending invoices & statements from SAGE ONE
SAGE ONE has the ability to send invoices and statements directly as though it was sent from the users own mailbox. A great feature but prone to be problematic if the user is unaware how to configure their own email domain to ensure this works every time.
SPAM (junk) filters can be, and most are, configured to check the origin of an email against a known location of the sending server.
If I have my own email Server – for example Microsoft Exchange, this has a fixed IP address. I need to hold a record somewhere that tells other email Servers that my email Server is located at this IP address for when they may, if configured, perform a reverse lookup up of the email origin to ensure it is coming from the actual source and not somewhere in Nigeria for example.
Same applies if I use Office 365, I would hold a record to say that email for my domain is being sent from a source located at either an IP address or a FQDN (fully qualified domain name), so if a recipient system is configured to lookup the origin, it should match with the record and then the email will be safely delivered.
How to stop your SAGE ONE email from going into JUNK/SPAM
This is where you need to configure an SPF TXT record on your domain to hold this information.
An example of a SPF TXT record would look something like this and be held with your domain hosting company:
v=spf1 ip4:192.168.0.1 ip4:192.168.0.2 include:spf.protection.outlook.com -all
This tells the recipient email hosting Server to check that there is an authorised outbound mail server located at the address starting with ip4:
The part which follows the include: is the domain name you want to add as a legitimate sender. In this case, I have included the Office 365 domain name.
In summary, everything after the v=spf1 lists what has authority to send email on behalf of your domain.
If you get stuck or are still confused, give Apograph a call.