Paperless Office: Electronic Forms Delivery LM-1019

Transcription

1 Paperless Office: Electronic Forms Delivery LM-1019 Overview This Extended Solution is designed to be used in conjunction with other Paperless Office Extended Solutions as a means of delivering documents electronically, either by or fax. This Extended Solution is compatible with many Sage Software Paperless Office Extended Solutions. Please see the Operations section for more details. Installation Before installing this Extended Solution, please verify that the version level(s) printed on the CD label are the same as the version level(s) of the MAS 90 MAS 200 module(s) you are using. For further information, please see the Upgrades and Compatibility section below. Check your Shipping Manifest for a complete list of Extended Solutions shipped. For detailed installation instructions, please refer to the Sage website at: Installing Your Extended Solutions under Windows From a CD If you have the autorun function turned on for your PC, the installation program will start up automatically. If not, find the autorun.exe file on your CD-ROM drive and double-click on it to start the installation program. Follow the on-screen instructions. From the Sage FTP site When your Extended Solution is ready to be downloaded, you will receive an from extendedsolutions.na@sagesoftware.com telling you that it is ready. The will contain the Customer Name, Cross Reference, a case-sensitive Password, a link via which you can download your Extended Solution, instructions, and a Shipping Manifest. If you have any problems with this order please extendedsolutions.na@sage.com and we will assist you during normal business hours. Extended Solutions Control Center Installing any Extended Solution will add an Extended Solutions Control Center to the MAS 90 MAS 200 Library Master Utilities menu. When you open the Control Center, the following options will be available: Extended Solutions Manuals Remove Extended Solutions Unlock Extended Solutions Merge Installation Files Extended Solutions Setup options Blytheco - The Premier Sage Software Business Solutions Provider National Presence, Local Touch BLYTHE Sage Software, Inc. All rights reserved. LM-1019 (Revised 11/07) Page 1

2 Custom Office If you customize your MAS 90 MAS 200, then you must run the Update Utility every time you install this Extended Solution. Setup Once the disk is installed, you will need to access the Library Master Extended Solutions Control Center (see above) and select Extended Solutions Setup options, then LM Check the Enable Extended Solution box to activate this Extended Solution. The manual for this Extended Solution, if it has been installed, can be viewed by clicking the Manual button next to the Enable Extended Solution check box. Figure 1 Answer the following prompts under the General tab (Figure 1): FROM ADDRESS: Enter the From address from which you want your s to be sent. This address will be used if you leave the From address blank in the other Extended Solutions used in conjunction with this one, or if they do not have a From e- mail address setup option. This default From Address will be used for non-business framework forms only. For business framework forms, you need to set up a new form code and 2005 Sage Software, Inc. All rights reserved. LM-1019 (Revised 11/07) Page 2

3 specify a default From Address for that form code. If you want to use the STANDARD form code, you will have to enter the From Address and Subject every time. ENABLE TEST MODE: Check this box to enable Test Mode. Please see Operations for further details. TO ADDRESSES: For the most accurate test, you should use one address that is in your domain and one address that is an outside address (e.g., user@yahoo.com or user@hotmail.com). Figure 2 Answer the following prompts under the Faxing Setup tab (Figure 2): FAXING SERVICE: Select the service you will be using to send faxes, or select Faxing is disabled. The following faxing service options are available in the drop down box for Faxing Services: Faxaway efax Max Protus Generic FAX Service 2005 Sage Software, Inc. All rights reserved. LM-1019 (Revised 11/07) Page 3

4 Generic Fax Service has been added as an option in addition to the faxing services currently offered. We have made this option available for users that can configure it to work with their chosen fax service. We provide no warranty or support of this option. FROM ADDRESS: Enter the address authorized to send faxes from this fax service. PASSWORD: Enter the password for this service, if one is required. INCLUDE A COVER PAGE: Check this box to include a cover page with your faxes. Note that not all fax services support cover pages. FAX SERVICE DOMAIN: Enter the domain name for the fax service selected above. USE FINE TRANSMISSION RESOLUTION: Check this box to use fine resolution. Note that not all fax services support this option. LOCAL AREA CODE: Enter your local area code. Figure 3 Answer the following prompts under the Testing Faxing tab (Figure 3): 2005 Sage Software, Inc. All rights reserved. LM-1019 (Revised 11/07) Page 4

5 FAX NUMBER: Enter the fax number to which you want to send a test fax. Format the number as instructed by your fax service (usually beginning with a 1 and followed by the area code and phone number). SUBJECT LINE FOR TESTING: Enter the text for the subject line on the test fax. Click the Send Test Fax button. The text box to the right of the button will tell you whether or not the fax was sent to the selected faxing service successfully. Obviously, you should also check to see if the fax was received at the specified fax number. You should visit this Setup screen after each upgrade or reinstallation of this Extended Solution. Operation This Extended Solution is designed to be used in conjunction with these other Paperless Office Extended Solutions: AP-1095: Paperless Office: A/P Checks and Direct Deposit Stubs AR-1223: Paperless Office: A/R Statements AR-1225: Paperless Office: A/R Invoices JC-1147: Paperless Office: Job Cost Invoices PO-1165: Paperless Office: Purchase Orders PR-1120: Paperless Office: Direct Deposit Stubs SO-1437: Paperless Office: Sales Order Invoices SO-1463: Paperless Office: Sales Orders Please see the manuals for these Extended Solutions for further information. ELECTRONIC DELIVERY LIVE MODE Once the Electronic Delivery process has been initiated, a status screen will pop up, listing each /fax as it is sent (Figure 4). Figure Sage Software, Inc. All rights reserved. LM-1019 (Revised 11/07) Page 5

6 If a (non-mas 90 MAS 200) error is encountered during the process, an Error During Electronic Delivery screen will pop up, containing error information, the Sent To address/fax number, Subject, and Body (Figure 5). If you click Continue, the error screen will disappear and processing will continue from that point. A new error screen will pop up for each error encountered. If you click Quit, all processing will cease, including the printing of the forms as well as the delivery of them. If you click Ignore all errors, processing will continue without any further interruptions for error reporting. Figure 5 Once Electronic Delivery has been attempted for all the designated forms, a Results of Electronic Delivery screen will appear (Figure 6). It will contain the document name and the number of Attempted and Successful s and Faxes. Note that the numbers will reflect individual recipients (i.e., if an address field in Customer Maintenance contains two addresses separated by a semi-colon, they will be counted as two, not one) Sage Software, Inc. All rights reserved. LM-1019 (Revised 11/07) Page 6

7 Figure 6 ELECTRONIC DELIVERY TEST MODE If you checked the Enable Test Mode box in Setup, when you initiate Electronic Forms delivery, forms will be sent to the Address(es)/Fax Number(s) for Testing specified in Setup, not to the individual addresses set up in Customer Maintenance or Form Maintenance (see below). The first time you initiate electronic delivery from a screen you will be informed that you are in Test Mode and be prompted to continue (Figure 7). Figure 7 If you answer Yes, processing will continue, and you will not see the screen again unless you either leave the screen and come back or attempt delivery from a different screen. If you answer No, processing will halt and the screen will appear each time you re-initiate electronic delivery Sage Software, Inc. All rights reserved. LM-1019 (Revised 11/07) Page 7

8 AR CUSTOMER DELIVERY OPTIONS Customer Masterfile Maintenance and Inquiry Main tab have been modified with a Paperless Office button (Figure 8). Figure 8 When clicked, you will be presented with Paperless Office Electronic Delivery Form Maintenance. Specify the Customer and Form Name (options dependant on which Paperless Forms part numbers you own) then define the delivery method options (Figure 9) Sage Software, Inc. All rights reserved. LM-1019 (Revised 11/07) Page 8

9 Figure 9 PRINTED: Check this box if you want to print this form for this Customer. ED: Check this box if you want this form ed to this Customer. If this option is checked, then you will have access to four options, below. You must use at least one, and can use as many as you want. USE MASTERFILE ADDRESS: Check this box to use the address from the Customer Masterfile. CONTACT CODE: Enter the Customer Contact Code or Codes to send documents to the contact address(es). ADDITIONAL ADDRESS: Specify an additional address. USE DOCUMENT CONTACT Check this box to use the address from the document header s Confirm To contact. The program will scan the customer contact file to find the first matching contact name (non case sensitive) and use that contact s address. Note: This check box is only enabled for S/O Order and S/O Invoice forms Sage Software, Inc. All rights reserved. LM-1019 (Revised 11/07) Page 9

10 FAXED: This option will only be available if you set up a Fax service in the EFD setup. Check this box if you want this form faxed to this Customer. If this option is checked, then you will have access to three options, below. You must use at least one, and can use as many as you want. USE MASTERFILE FAX NUMBER: Check this box to use the fax number from the Customer Masterfile. CONTACT CODE: Enter the Customer Fax Number Contact Code or Codes. ADDITIONAL FAX NUMBER: Specify an additional fax number. AP VENDOR DELIVERY OPTIONS The Vendor Maintenance and Inquiry Main tabs have been modified with a Paperless Office button (Figure 10). When clicked, you will be presented with Paperless Office Electronic Delivery Form Maintenance. Specify the Vendor and Form Name (options dependent on which Paperless Forms part numbers you own), then define the delivery method options (Figure 11). Figure Sage Software, Inc. All rights reserved. LM-1019 (Revised 11/07) Page 10

11 Figure 11 The following options will be available: PRINTED: Check this box if you want to print this form for this Vendor. Checks will always be printed. ED: Check this box if you want this form ed to this Vendor. If this option is checked, then you will have access to four options, below. You must use at least one, and can use as many as you want. USE MASTERFILE ADDRESS: Check this box to use the address from the Vendor Masterfile. CONTACT CODE: Enter the Vendor Contact Code or Codes to send documents to the contact address(es). ADDITIONAL ADDRESS: Specify an additional address. FAXED: This option will only be available if you set up a Fax service in the EFD setup. Check this box if you want this form faxed to this Vendor. If this option is checked, then you will have access to three options, below. You must use at least one, and can use as many as you want Sage Software, Inc. All rights reserved. LM-1019 (Revised 11/07) Page 11

12 USE MASTERFILE FAX NUMBER: Check this box to use the fax number from the Vendor Masterfile. CONTACT CODE: Enter the Vendor Fax Number Contact Code or Codes. ADDITIONAL FAX NUMBER: Specify an additional fax number. PASSWORD: This option will only be available if you have AP-1095 installed and A/P Check selected. Specify a password to password protect the PDF document. This field will not be available if the faxed checkbox is checked since password protected PDF documents cannot be faxed. ODBC Dictionary The files listed below have been added or changed in the ODBC Dictionaries by this Extended Solution for Crystal Reports purposes. File: Description Field: AR_ElectronicDelivery_001 Customer Form Electronic Delivery File All Fields AP_ElectronicDelivery_001 AP Vendor EFD File All Fields Be aware that the ODBC Dictionaries may contain other files and data fields that will be unavailable without their corresponding Extended Solutions installed. What s New With the release: Converted Vendor Maintenance hooks for Electronic Delivery to v.4.20 standards Removed AP_EF and replaced with AP_ElectronicDelivery_001 With the release: Added option: Use Document Contact , to Paperless Office Electronic Delivery Customer Form Maintenance. Upgrades and Compatibility The installation CD is labeled with the version of the MAS 90 MAS 200 module for which this Extended Solution was prepared. This Extended Solution will check its compatibility with the appropriate MAS 90 MAS 200 modules and will be disabled if an incompatibility is found. If you upgrade your MAS 90 MAS 200 modules, this Extended Solution must be upgraded as well. Your MAS 90 MAS 200 dealer can supply this upgrade. Documentation Only changes made to the standard operation of MAS 90 MAS 200 have been documented in this manual. Operations not documented in this manual are standard procedures of MAS Sage Software, Inc. All rights reserved. LM-1019 (Revised 11/07) Page 12

13 MAS 200 processing. Standard MAS 90 MAS 200 processes, data entry screens, inquiry screens, reports, updates, etc., have not been changed unless addressed in this document. Parts of this document may refer to the Specific Purpose Rule. When referenced, the described feature was developed for a specific client to its specifications and may not conform to generally accepted MAS 90 MAS 200 standards and procedures. These features may or may not benefit you in your application of MAS 90 MAS 200. Acknowledgments 2005 Sage Software, Inc. All rights reserved. Sage Software, MAS 90 and MAS 200 are registered trademarks or trademarks of Sage Software, Inc. All other trademarks are the property of their respective owners. LLC Regional Offices Atlanta, GA Chicago, IL Los Angeles, CA Orange County, CA Tampa, FL Colorado Minnesota Missouri New Jersey Ohio Oklahoma Pennsylvania South Carolina Tennessee Texas Washington 2005 Sage Software, Inc. All rights reserved. LM-1019 (Revised 11/07) Page 13