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This page guides you through the creation
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These are the topics on this page
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Introduction
The organisation record can be associated with multiple branch records. The organisation record within Brevity can be accessed through one of two ways.
The first approach is by selecting the Administration>Branch Setup menu followed by selecting the required organisation record from the Organisation field. The second approach is by accessing the System setup menu and selecting organisation through the Organisation list from the Browse tables menu.
The Organisation record is comprised of a number of data panel that allow you to manage the organisation address and banking information, the later being of importance for clients that are plan managers, system settings that define how certain functions behave, the branch records associated with the organisation record, Date/time Format and IP and mail settings.
Accessing the Organisation record through the branch record
To access the organisation record through the branch record select the Administration > Branch Setup menu to open the branch record. Position the cursor into the organisation field to open the drop down list, click the Edit Selected Record icon located at the bottom right of the listing, to open the selected organisation record into a new tab within the browser.
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Establishing a new branch from the Organisation record
The Organisation records provides the administrator with both a listing of assigned branches and the functionality to establish new branch profiles. To review an existing branch record highlight and double click the record listed within the branches data grid. To assign a new branch against the organisation record, click the 
Add new record icon.
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Accessing the Organisation record through the system setup menu
Select the system setup menu to open the Administration page. Select the Browse table > Organisation menu to open the Organisation List page within the browser.
From the Organisation List page , you can search for and highlight the Organisation record that you wish to review. Either click the edit button or double-click the record to open the selected record into the organisation page of the browser.
Navigating the Organisation form
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| title | Click to expand and review the fields and datagrids contained within the Organisation page |
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The following is a summary of the fields contained within the Organisation page:
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ABN: This field is used to input the ABN used by the organisation.
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Two Factor Authentication: This field is related with defining how system users will login to the Brevity web application. Setting the field value to YES will prompt a token to be generated that is used in combination with the login credentials to access the brevity web application.
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organisation
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Login Timeout: This field is used to specify the time elapsed that a system user can remained logged into the Brevity web application until they are required to re-establish their login.
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Enable Branch Scheduling: This field is used to determine whether support workers are restricted to their branch when being scheduled for client services. The default for this field is Yes.
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Auto Publish Shifts: This field is used to determine whether client shifts require publishing before they become available to the support worker through the mobile application. The default for this field is Yes. Unpublished shifts are reflected as grey in the schedule board
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Hide Client Group Shifts: This is field is used to determine whether group shifts are shown from the client’s view. If you set this option to yes, the group service schedule will be removed from the view. If you set this option to No, the group service schedule will appear also from the client’s view.
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Approve Cancellation to Invoice: This field is used to determine whether a cancelled client shift needs to be approved from Employee’s Approved timesheet before an client invoice is created. If you set this to yes, you need to approve the cancellation first before creating an invoice. If you set this to No, once you cancelled the shift, it will be automatically approved.
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Auto Approve Timesheets: This field is used to determine whether a shift, once completed has been completed, Brevity will automatically approve the shift from the employee’s Approved Timesheet so the client invoice can be created. If you set this option to No, you need to need to approve the timesheet first so you could create an invoice for the client.
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Apportion Group Travel: This field is used to determined whether group travel is divided amongst all participants for a group service. The default for this field is set as Yes.
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Always Use Quick Staff Search: This field is used to determine whether the Quick staff select function is available through the schedule board. The default for this field is set as No.
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Combine Shifts: This field is uses to determine is back to back shifts are combined for a single shift start and end.
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Show Odometer Fields On Mobile: This field is used to determine whether the Odometer field is listed against the shift within the mobile application.
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SMTP Server: This field is used to input the SMTP server name.
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SMTP Port: This field is used to input the SMTP port number.
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SMTP Enable SSL: This field is used to specify whether SSL is used to access the specified SMTP mail server.
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SMTP Username: This field is used to specify the SMTP mail server username.
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SMTP Password: This field is used to specify the SMTP mail server password.
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Address 1: This field is used to input the first line of the Organisation address. Data entry within this field is mandatory for record save
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Address 2: This field is used to input the second line of the organisation address. Data entry is optional within this field.
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Suburb: This field is used to input the suburb associated with the organisation address. Data entry within this field is mandatory for record save.
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State: This field is used to input the state associated with the organisation address. Data entry within this field is mandatory for record save.
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Post Code: This field is used to input the postcode associated with the organisation address. Data entry within this field is mandatory for record save.
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Phone: This field is used to input the phone number associated with the organisation. Data entry within this field is mandatory for record save.
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After Hours Phone: This field is used to input the phone number associated with the organisation. Data entry within this field is mandatory for record save.
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Email: This field is used to input the email address associated with the organisation. Data entry within this field is mandatory for record save.
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Fax: This field is used to input a fax number associated with the organisation. Data entry within this field is mandatory for record save.
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Website: This field is used to input the website associated with the organisation. Data entry within this field is mandatory for record save.
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Bank: This field is a drop down field listing financial institutions. Data entry within this field is a requirement for plan management, specifically for the ABA file process.
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BSB: This field is used to input the BSB of the financial institutions. Data entry within this field is a requirement for plan management, specifically for the ABA file process
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Account Number: This field is used to input an account number. Data entry within this field is a requirement for plan management, specifically for the ABA file process
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Account Name: This field is used to input an account name. Data entry within this field is a requirement for plan management, specifically for the ABA file process
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APCA User Id: This field is used to input a six digit unique identification number. Data entry within this field is a requirement for plan management, specifically for the ABA file process
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Name of Remitter: This field is used to input the name of the remitter, the information input can be the same as the organisation name or the Account name.
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IMAP Username: This field is used to input the email server username.
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IMAP Password: This field is used to input the email server password.
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IMAP Server: This field is used to input the email server name.
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IMAP Port: This field is used to input the email server port number.
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Test Connection: This link allows you to test connectivity with the email server.
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Plan Management Rounding: This field is used to specify the extent of rounding up if the invoice is not paid in full by the NDIS.
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Remittance Email: This field is used to input the email address from where plan managed remittances will come from.
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Date Format: This field is a drop down field listing the date format that will be used for reporting. Data entry within this field is mandatory for record save.
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Time Format: This field is a drop down field listing the time format that will be used for reporting. Data entry within this field is mandatory for record save.
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PM Monthly Fee Invoicing: This is a drop down field used to set the generation method of the PM monthly fee as either a manual activity, undertaken by PM or as an automatic activity through use of the products workflow engine. Options available include Anniversary Arrears and Manual Arrears.
Create an Organisation record
The steps outlined under this topic relate with creating the organisation record through the branch record.
Select the Administration>Branch setup menu to open the branch page within the browser.
Position the cursor into the organisation field to open the drop down list, click the Create New Record icon located at the bottom right of the listing, to open the New Organisation Record page within the browser.
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Within the Name field input a name that will be used to identify the organisation record.
Input the ABN associated with the organisation record.
Where Two Factor Authentication is to be utilised select YES.
Within the Date Format field select from the drop down list the preferred date format that will be used when generating reports using Brevity’s reporting function.
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Within the Time Format field select from the drop down list the preferred time format that will be used when generating reports using Brevity’s reporting function.
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Under the Address panel of the contact details there are a number of fields that will require input, they include the Address 1, suburb, state and postcode fields. Ensure that data is input into these fields.
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Under the Contact panel of the contact details there are a number of fields that will require input, they include Phone, After Hours Phone, Email, Fax and Website.
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For Plan Managers under the Bank Account Details of the Plan Management Setup there are a number of fields that will require input, they include Bank, BSB, Account Number, Account Name, APCA User Id and Name of Remitter.
Within the Plan Management Rounding field input the number of cents for rounding up.
Within the Remittance Email field input the email address from where Provider Remittances will be sent from.
Under the System
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Settings panel
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update the individual options
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Custom Mail Server Configuration
These are the lists of common smtp email configuration. The word that comes after the "@" sign is your email provider. You can use this smtp details for the SMTP server, SMTP port, and SMTP Enable SSL. You need to use your SMTP username (this will be your whole email address) and the SMTP password (this will be your email password) to complete the email configuration.
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Google / Gmail & G Suite SMTP Configuration
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SMTP Server
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smtp.gmail.com
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SMTP Port
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587
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SMTP Enable SSL
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Yes
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SMTP Username
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Email Address
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SMTP Password
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Related Password
For more detailed configuration of the email using gmail and gmail suite, please see this link: Configuring Gmail or G-Suite Mail Server in Brevity alternatively if you use Google Workspace please refer to this link for configuring relaying from Brevity: Configuring Gmail SMTP Server in Brevity
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Outlook & Hotmail SMTP Configuration (Emails that uses @outlook.com, @hotmail.com)
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SMTP Server
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smtp.live.com
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SMTP Port
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587
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SMTP Enable SSL
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Yes
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SMTP Username
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Email Address
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SMTP Password
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Related Password
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Microsoft Office 365
As of November 2019, Microsoft has implemented restrictions for relaying emails via Office 365, allowing only the configured account within Brevity to send emails. You should ask your IT provider to configure relaying by following this guide:
Configuring Office 365 Mail Server in Brevity
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Yahoo AU
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SMTP Server
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smtp.mail.yahoo.com.au
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SMTP Port
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465
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SMTP Enable SSL
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Yes
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SMTP Username
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Email Address
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SMTP Password
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Related Password
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iCloud Mail
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SMTP Server
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smtp.mail.me.com
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SMTP Port
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587
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SMTP Enable SSL
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Yes
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SMTP Username
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Email Address
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SMTP Password
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Related Password
Plan Management organisation settings
Organisational record settings that are applicable with managing the Plan Management co
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Bank
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Name of the financial institution. This information would match with the financial institution details held within PRODA organisational profile. This information is written to the ABA file.
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BSB
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BSB of financial institution account. This information is written to the ABA file.
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Account Number
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Number of financial institution account. This information is written to the ABA file.
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APCA User ID
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Unique six digit unique identification number. In the absence of an identification number set this value to 000000. This information is written to the ABA file.
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Name of Remitter
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Name of financial institution account. This information is written to the ABA file.
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Add Balancing Transaction
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Subject to the financial institution. The provision of a balancing transaction is applicable with the generation of the ABA file.
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Invoice Statement Rounding
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Used to specify the extent of rounding up if the invoice is not paid in full by the NDIS. This value is utilised when processing electronically PM claim remittance files.
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Remittance Email Address
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Used to specify the email send address for claim batch remittances sent to service providers
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PM Statement Schedule
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Method and occurrence of generation of the PM Funding statement. This options allows for the Plan Management Statement to be sent automatically to those clients that receive their statements via email. You are able to set the day of the month to send these on and Brevity will automatically send these for yo
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PM Monthly Fee Invoicing
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Used to set the method (generation occurrence) of the PM monthly fee.
Upfront Anniversary: Will invoice monthly, at the beginning of the month, based on the service agreement start date. Upfront Manual: Will invoice at the beginning of the month. You will invoice manually using the Monthly Processing Fee invoicing screen. Arrears Anniversary: Will invoice monthly, at the end of the month, based on the service agreement start date. Arrears Manual: Will invoice at the end of the month. You will invoice manually using the Monthly Processing Fee invoicing screen.
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PM ABA Format
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Used to determine the format that will be within the ABA file. Payments amounts can be either grouped by Provider or Provider Invoice.
Edit the Organisation record
To edit an Organisation record observe the following steps
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Select the Administration > Branch Setup menu to open the branch record.
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Position the cursor into the organisation field to open the drop down list, click the Edit Selected Record icon located at the bottom right of the listing, to open the selected record into the organisation page within the browser.
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Apply the required edits to the Organisation record.
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Select the Save button to create the record.
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Select the Close button to exit back to the Organisation List page.
Additional information
The following is additional information related with the organisation record settings
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Whitelisting
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IP whitelisting is a security feature often used for limiting and controlling access only to trusted users. IP whitelisting allows you to create lists of trusted IP addresses or IP ranges from which your users can access your domains.If your computer devices use a dynamic IP address , which is one that can change between connections or over time the Whitelist IP Addresses data grid should remain ‘empty’. Only update the Whitelist IP Addresses data grid with static IP addresses.
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Branch Records
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When the organisation record is created the Branch data grid contained within the Branches panel will update with all branch records.Selecting the delete record icon will remove the Branch record from the database.
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Custom Mail Server Configuration
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This is the section where you could set your email settings so you could send an email and invoice from Brevity
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SMTP Server: This is the SMTP server address of your email. For example, gmail uses the "smtp.gmail.com" server address to send an email
SMTP Port : The port is a number where it is the channel of the email server. There are different ports that you can use. Most common ports are 25, 465, 587.
SMTP Enable SSL : SSL or secure sockets layer is a type of security for your email. There are email server that does not support this kind of security. By default, you can select Yes for this feature
SMTP Username : This is your email address. You need to include the @(your email provider) in username
SMTP Password : This is the password for your email address
You could refer to the links for further configuration of your email in Brevity.
The email configuration should be done by your IT personnel. We could only advice on what you need to do to make your configuration work in Brevity. Once you have configured the email in this page, you could now send an email from Client’s Bulk Email notification and employee’s bulk email notification. This is also the settings that will be used when you go to the client / employee’s communication tab and then creating a new email from that section. This is also the settings that will be used when you send an Invoice from Invoice batches section.
Within the custom mail server configuration panel apply your organisations custom STMP settings.
Under the Mobile Settings panel update the individual options.
For those organisations providing plan management services:
Apply your organisations custom IMAP settings within the IMAP Email Mailbox panel if you will be processing provider invoices from a nominated mailbox.
Input the email address within the remittance email field that will be identified with the provider invoices dispatched in relation to the PM Claim Batch.
Within the PM Statement Schedule field set whether the PM Funding Statement is dispatched automatically with workflow or manually through the bulk email interface
Define the preferred format through the PM ABA Format of the ABA file
Define the preferred invoicing of PM monthly fees within the PM Monthly Fee Invoicing field. Options include Arrears anniversary or manual.Select the Save button to create the record.
Select the Close button to exit back to the Organisation List page
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Delete a Organisation record
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Adjust the activity status of a Organisation record
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