This article covers common email delivery failures in COINS ERP+. For initial email configuration and parameter setup, see Email setup.
SMTP authentication failures with Microsoft 365 or Exchange Online
If COINS ERP+ is configured to send email via an Exchange Online inbound connector and emails are not being delivered, the most common cause is an incorrect SMTP authentication method or missing parameters.
Use the following parameter values for Exchange Online SMTP relay:
Parameter | Value | Notes |
SY/MAILHOST | Your Exchange Online SMTP relay hostname | Provided by your Microsoft 365 administrator — typically smtp.office365.com or a custom connector hostname. |
SY/MAILPORT | 587 | Use port 587 for STARTTLS with Exchange Online. |
SY/MAILAUTH | SMTPAUTH2 | Required for authenticated SMTP connections. |
SY/MAILUSER | The email address configured on the Exchange inbound connector | This must match the connector's permitted sender address exactly. |
SY/MAILPWD | The password for the SMTP relay account | If using app passwords, ensure the account is not blocked by Conditional Access. |
After updating parameters, send a test email from COINS ERP+ and check the Email History log (if SY/MAILHIST is set) to confirm delivery. If emails are still not arriving, check the Exchange Online inbound connector logs in the Microsoft 365 admin centre for rejection reasons.
📌Note: 2FA codes and system notification emails use the same SMTP configuration. If users are not receiving 2FA codes, check the SMTP parameters above before assuming the issue is with the user's email address.
Workflow or approval emails not sending
If workflow-triggered emails, such as PO approval notifications or purchase order emails to buyers, are not being sent when expected, work through the following checks.
Check the ESB and email service are running
Go to System, then Enterprise Service Bus.
Confirm the ESB process responsible for outbound messages is running. If it has stopped, restart it.
After restarting, trigger the workflow action again and check whether the email is sent.
Check the trigger condition matches the actual system state
Workflow emails fire when a specific condition is met, for example, when a PO is committed or when an approval action is taken. If the trigger condition does not match the actual field value or status in COINS ERP+, the email will not fire.
Identify the parameter or field that controls the trigger, for example, PO/MAILTO for purchase order emails.
Confirm the value matches the expected trigger state. For example, if PO/MAILTO is set to BUYER, emails are sent when the PO is printed, not when it is committed.
If the trigger condition is correct but emails are still not sending, check whether SY/WFMTXN is set to Y — this queues messages via ESB Outbound Messages rather than sending immediately. Confirm the ESB Outbound Messages process is running.
📌Note: Emails sent on printing rather than committing is a common source of confusion for PO notifications. Check the trigger documentation for the specific workflow type before concluding there is a fault.
Emails rejected by recipient domains
If emails sent from COINS ERP+ are being rejected or bounced when sent to external recipients, particularly Microsoft, corporate, or high-security email domains, the cause is usually a missing or outdated SPF record on your email server.
COINS ERP+ sends emails from the Access Coins server IP address 70.37.53.224. If your domain's SPF record does not include this IP, recipient mail servers may reject the email as an unauthorised sender.
Ask your IT team to check your domain's SPF record.
Add the COINS ERP+ server IP (70.37.53.224) to the SPF record as an authorised sender for your domain.
After the DNS change propagates (allow up to 24–48 hours), retry sending to the affected domain.
If specific recipients are rejecting emails, ask them to check their mail server logs for the rejection reason — this may reveal additional requirements such as DKIM or DMARC compliance.
⚠️Important: Payslips and HR documents sent to employee personal email addresses (such as Hotmail, Outlook.com or MSN accounts) are subject to Microsoft's strict anti-spoofing filters.
If payslips are bouncing to personal Microsoft accounts, confirm that the employee email addresses on their records are correct and that the SPF record is up to date.
ESB monitor alert emails not sending
If COINS ERP+ is configured to send alert emails when the ESB goes down, but those emails are not arriving, the most common cause is a blank SY/MAILFROM parameter or a blank Mail From field in the Application Monitor settings.
Go to System Parameters and check the value of SY/MAILFROM.
If SY/MAILFROM is blank or set to No, outgoing emails may use a blank From address that is rejected by the mail server. Set SY/MAILFROM to Yes and set a valid address in SY/REPEMAIL.
Go to System, then Application Monitor, and check the Mail From field. This must be populated for the Application Monitor to send alert emails.
After updating both fields, test by restarting the ESB and confirming an alert email is generated.
Emails failing due to attachment size limit (MAILMAX)
If COINS ERP+ stops mid-way through a batch email job with a 'maximum email size exceeded' error, the attachment is larger than the value set in SY/MAILMAX.
Go to System Parameters and check the value of SY/MAILMAX — this is the maximum permitted email size in bytes.
Increase the value to accommodate your largest expected attachment. The recommended maximum is 999999999 (nine 9s, approximately 1 GB).
Note that even with MAILMAX set high, your email server or recipient's server may still reject emails above their own attachment limits.
If emails continue to fail after increasing MAILMAX, check your email server's own attachment size limit and reduce the batch size or split the attachments across multiple emails.
📌Note: When an email exceeds MAILMAX, COINS ERP+ does not attach the file but lists the filenames in the email body instead. The files may be moved to My Files depending on your configuration. Check My Files if you cannot locate the output.
Raise a support ticket
Raise a support ticket if:
SMTP authentication failures persist after confirming the parameter values above and the Exchange Online connector configuration.
Workflow emails are not sending after confirming the ESB is running and the trigger condition is correct.
Emails are still being rejected after the SPF record has been updated and DNS has propagated.
ESB monitor alert emails are not generating after populating SY/MAILFROM and the Application Monitor Mail From field.
Include the parameter values currently set, the exact error message or bounce notification received, and the Email History log if available (System, then Email History).