M4 Systems. Remittance (ER) User Guide

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1 M4 Systems Remittance (ER) User Guide M4 Systems Ltd Tel: International: +44 (0)

2 Table of Contents Introduction Features Benefits Installation / Upgrade / Security System Requirements Microsoft Dynamics GP NET Framework Installer File Generating Reports Notification User Access Control Installation Setting ER to Work Through Web Client Installation of Addins Editing Dynamics.exe.config file M4 Remittance Registration Upgrade/Uninstall Uninstall Upgrade Setting Security Admin Users Regular Users Alternate Window Security Setting the Application M4 Connection Setup M4 Remittance Setup Creditor Maintenance if using EFT Reports Setup M4 Remittance Report Data Sources Reports Security Reporting Tools Setup

3 Creditor Remittance Outlook Address Book Import Excel Import/Export Chequebook Setup Process - Remittance and a Report Remittance for EFT Payment Remittance Paying by Cheque Process Payables Remittance Window Reprint Remittance APPENDIX A: Manual Install/Uninstall Manual Installation Manual Uninstall Uninstall from Web Client part

4 Introduction Remittance gives GP users (especially those managing a large volume of suppliers and accounts payable invoices) the option to , print and/or save remittance advices and overcomes Dynamics GP's major limitation of not having the facility to re-send or re-print a remittance. For each type of payment, whether by cheque or EFT, a remittance advice (created in pdf format) can be sent electronically against a selected batch or as individual documents against a selected creditor. The software enables the user to enter To, CC and BCC recipients against each creditor, either manually or in via bulk data import from Outlook or Excel. A remittance report is generated using SQL Reporting Services and is subsequently stored in the documentation area of Dynamics GP. This can be retrieved at any time for purposes of ing or re-printing. 003 Features Quick to implement and easy to use for everyday business transactions Works with Microsoft Dynamics GP (Great Plains) and SRSS to seamlessly integrate with existing report formats A new window off the creditor maintenance window is used to store the addresses and a tick box to enable remittances for this creditor Set your own default subject and body message for these s User can customise Subject Line to personalise message Purchase Reports function to reprint available by Creditor or Batch ID Offers the ability to (attaches as a PDF), print the remittance as part of the payment run and also 2 months later when you need to send another copy Allows documents to be easily resent at a moment's notice with no delays usually associated with the post

5 Benefits system handles the delivery of documents, with more certainty and faster feedback of any undeliverable documents than normal posted mail Eliminate associated costs of producing hard copy documents while dramatically reducing the amount of administration time spent on these fundamental tasks Makes for a quick, professional and low cost method for confirming when payments are made Improves regulatory compliance by creating an historical record of payment transactions. Allows for instant retrieval of remittance advices, thus improving supplier query response times. Paper documents in contrast can be easily lost or misfiled Gives flexibility to choose from multiple remittance layouts and adapt to customer preferences. Logos and other graphics can be inserted on templates and notes or comments can be appended depending on individual circumstances 004 Installation / Upgrade / Security System Requirements Before installing M4 Remittance, there are some prerequisites that must be checked. The following points describe software requirements and additional steps to perform before installing M4 Remittance. Microsoft Dynamics GP M4 Remittance v12.0.x has been designed to work with Dynamics GP Microsoft Dynamics GP 2013 must be installed on the machine. NET Framework 4.0 The M4 Remittance Installer (.exe) is a.net 4.0 windows application and it will require the.net Framework 4.0 to be installed on the local machine (It is also possible to install this product using just a chunk file - see Appendix A).

6 Installer File The installer file M4 Remittance _v12.x.x_setup.exe needs to be placed locally on the computer running Dynamics GPv12.0. This file can NOT be run from a network shared location. Generating Reports Report Server needs to be accessible from the GP refer to Reporting Tools Setup Reports are generated in PDF format. Reports save folder need to be set. Notification For sending , an access to SMTP server needs to be available. If using Contacts from Outlook, MS Outlook must be installed and activated. Also, MS Outlook user profile needs to be running for the Creditor Remittance Setup 005 User Access Control The installer is designed to be run as user with administrator s rights. If UAC is enabled on the Windows Server 2008/2012 server, Windows 7/8 or on Vista, admin approval message will appear. For non-admin users installer will prompt for Administrator password: If UAC is not on, warning message will appear for user without administrator s rights.

7 Installation Note: Ensure you have a full backup of the DYNAMICS database and all Company databases that are to use M4 Remittance. 1. Double click the M4 Remittance v12.2.x _Setup.exe file to start the installation. Note: If using OS with User Access Control, click on allow. 2. When the installation wizard window appears, click Next. 3. Click Install to begin the installation Click Finish to close the installation wizard. 5. Launch Dynamics GP and select Yes to include new code. 6. Log in as sa and select any company. 7. Once logged into Dynamics GP, the Create/Upgrade Tables Window will appear. 8. Select the companies you wish to install this product for and click on process. Click on the Tick box on the Select column to select all companies at once. 9. When the process finishes, you will see the message Finished successfully on the Create/Upgrade Tables screen (shown below). Note: If you are upgrading M4 Remittance to a newer version, please notice that the Product Version and Build fields will be set to the new release version.

8 10. Close the window. M4 Systems Remittance 007 Setting ER to Work Through Web Client Installation of Addins Important: Due to changes required for the Microsoft Dynamics GP web client, there are new ways to load Visual Studio Tools add-ins. M4 ingOfPayablesRemitance and Application.M4 Remittance need to be placed directly into the main folder of the Microsoft Dynamics GP installation M4 ingOfPayablesRemitance add-in goes also into the AddIns folder for the Microsoft Dynamics GP installation. Use the Dynamics.exe.config file to register the add-ins to be loaded. The full syntax to use for the entry is found in the Dynamics.exe.config file. As an example, the following entry will load the FieldDefaulter sample add-in: <addin name="fielddefaulter" type="fielddefaulter.gpaddin,fielddefaulter"/> Editing Dynamics.exe.config file Important: Ensure that you backup your config file before make any changes! Inside Dynamics.exe.config inside addins section and DynamicsGPWeb

9 The two rows below need to be added: <DynamicsGPWeb> <addin name="m4 ingofpayablesremitance" type="m4 ingofpayablesremitance.gpaddin,m4 ingofpayablesremitance"/> <addin name="application.m4 remittance" type="application.m4 remittance.gpaddin,application.m4 remittance"/> 008 </DynamicsGPWeb> </addins> Note:.NET based Win forms are not supported on current version of GP Web Client. M4 Remittance Registration In Microsoft Dynamics GP, the M4 Remittance Registration window can be accessed through Tools Menu (shown below).

10 Enter the registration key to activate the product. Temporary keys are available for trialing a test installation. To obtain a key for the trial demo to run, please contact us. The key is typically valid for a period of days. Please see our Privacy Policy for details on how we use and protect the data which you submit to us. On the On the Registration window verify that the correct version has been installed, this can be seen on the Version No and Build No fields. 009 Should any issues arise regarding Registration keys or product version installed please contact our support helpdesk at the following or call Upgrade/Uninstall If M4 Remittance is already installed and you wish to install a newer version of the product, it is recommended to first uninstall the product and then upgrade it to the newer version following steps below. Uninstall M4 Remittance creates and works with SQL tables within Dynamics GP Company Databases. Please BACKUP the DYNAMICS database and all Company databases that are using M4 Remittance, before any changes to the product are to be performed. To uninstall M4 Remittance double click on the M4 Remittance_v12.0x_Setup.exe file located locally C:\Program Files (x86)\microsoftdynamics\gp2013\m4 Systems

11 Important: To unistall M4 Remittance the above file is highly recomentded 010 In the M4 Remittance 12.0.x window click on Uninstall. This will remove the product from the Dynamics GP application. Upgrade 1. Run the new M4 Remittance _v12.x_setup.exe file provided. 2. Follow the instructions from the Installation section. 3. Start GP, accept new code. Proceed to Create/Upgrade Tables section. Setting Security Security access must be granted to M4 Remittance forms, before product can be used by users that don t belong to the POWERUSER security role. To grant security to M4 Remittance forms, security Tasks and Roles need to be created for Admin users and regular users respectively. Admin Users 1. Create a Security Task and grant access to all M4 Remittance forms. Go to Tools>> Setup>> System>> Security Tasks Select the following options: Product: Type: M4 Remittance Windows

12 Series: Access list: Company Mark All Repeat the procedure for Series: Purchasing, 3rd Party and System 3. Create a security Role and Tick the Security Task created in step 1. Assign the security Role created above to Admin users that will be setting up the M4 Remittance. Regular Users 1. Create a Security Task and grant access to all M4 Remittance forms. Select the following options: Product: Type: Series: Access list: M4 Remittance Windows Company Can be like on the window below, or can be changed

13 012 Also for Saving PDF 2. Create a security Role and Tick the Security Task created in step 1.

14 Assign the security Role created above to Admin users that will be setting up the M4 Remittance. Alternate Window Security To give access to Process Payable Remittance window, go to: Tools >> Setup >> System >> Alternate/Modified Forms and Reports List 013 For selected user ID (Default User), expand Purchasing, Process Payables Remittance Product: Type: M4 Remittance Windows

15 Setting the Application M4 Connection Setup M4 Systems Remittance This module is used for setting database connection (username and password) for various M4 DLL Products. Setup involves window with username and password, which will be used for.net connections. Setup can be found under Tools >> Setup >> System >> M4 Connection Setup Important: To access M4 Connection Settings use sa user or user with dbo rights! Important: You cannot enter GP User application will not allow this. If the user specified does not exist, the application will create this user with proper rights. 014 Note: This user will be a member of DYNGRP Role and will have Select, Insert, Update, Delete and Execute permissions on all tables, stored procedures and functions inside DYNAMICS and GP Company DB s. Note: If a new GP company is added after setting m4dotnet user, there message will pop up during login into a new company. This will be resolved by giving the m4dotnet user access to the newly created company.

16 M4 Remittance Setup M4 Systems Remittance For sending an , an access to the SMTP server needs to be available. In Microsoft Dynamics GP, the M4 Remittance setup window can be found under Tools >> M4 Remittance Setup >> Remittance Setup (shown below) Use IP or SMTP Server name (this needs to be provided from Domain System Administrators) Validate if checked, address format will be validated 015 Important: if it is not set, users will not be able to use notifications.

17 Creditor Maintenance if using EFT Creditor maintenance window can be accessed through Cards >> Purchasing >> Creditor >> Creditor Maintenance In the Creditor Maintenance window choose a creditor by clicking on the magnifying glass icon next to the Creditor ID field and afterwards click on the Address button in the bottom of the window and a Creditor Address Maintenance window opens: 016 In the Creditor ID field a chosen creditor from the Creditor Maintenance window can be seen and in the Address ID field a PRIMARY and REMIT TO contact can be seen by clicking on the backwards and forward buttons next to the field. To set up a Creditor EFT click on the EFT Bank button in the bottom of the window and a Creditor EFT Bank Maintenance window opens:

18 This window is being used for setting up bank information for a creditor's address. 017 Information in this window is used when for electronic transfer. The creditor s REMIT TO address is used for bank information. Reports Setup M4 Remittance Report Data Sources Use the Data Sources properties page to define how the current report connects to an external data source. User with proper permissions can override the data source connection information that was originally published with the report. If a multiple data sources are being used with the report, then each data source has its own section in the properties page. Data sources are listed in the order in which they are defined in the report. When specifying a data source that is to be used with the report, a shared data source can be used that has been created and managed separately from the reports. Also, a user can define a data source connection to use with the report manually.

19 018 Reports Security Reporting Services security is enforced through role assignments that are applied to items. To be able to generate reports from the GP, the user needs to have access to the Report on the report server. To define security for a specific report the New Role Assignment or Edit Role Assignment page are being used. To open this page, select Reports Folder, click the Properties tab at the top of the page, and then click the Security tab at the side of the page. You must have permission to set security at item level. If an item currently inherits security from a parent item, click Edit Item Security to change the security settings. Note: Reports are placed into GP Documentation folder. User needs to have access to this folder.

20 Reporting Tools Setup Inside GP, from the Administration Menu select Reporting Tools Setup: Report Service URL hyperlink to the Report Server is in format (case sensitive!) Report Manager URL - hyperlink to the report server is in format: To have access to the Report Server the following fields are used as credential: 019 User Password Domain Also under Additional menu: M4 Report Setup Put the folder where the reports are stored. Creditor Remittance To access the Creditor Remittance window a Creditor Maintenance window needs to be open under Cards >> Purchasing >> Creditor >> Creditor Maintenance

21 020 When clicked on Additional Menu an Remittance option opens the Creditor Maintenance window: To select the creditor the magnifying glass next to the field opens Creditors window:

22 A double click on a creditor from the list populates both the Creditor ID and Creditor Name fields. Enable Remittance field should be selected. 021 To, Cc and Bcc buttons open Add window for adding several addresses to which the message containing the report will be sent to. Outlook Address Book Import Outlook needs to be active in order for this functionality to work. Outlook Contacts window is being used for importing contacts from Outlook to Creditor Remittance To add recipients, the user has options to: Click on To, CC or Bcc and manually enter every Or Click on Outlook Contacts button in the upper-right corner which opens the Outlook Contacts window with a list of contact s names and addresses and select fields next to every contact that adds them Creditor Maintenance

23 022 Excel Import/Export Import option in the Creditor Remittance window is being used for importing an Excel file containing multiple saved addresses. Export option is being used for saving all currently set addresses inside Excel file. Create Template option offers the user to add a list with creditors and recipient s addresses which will be used as a template for further use. Chequebook Setup To Set Chequebook refer to Tools >> Setup >>Purchasing >>Payables Inside Payables Management Setup window open under Additional a Chequebook Setup window opens. Next to the Chequebook ID field click on a magnifying glass icon and a Chequebook Lookup window opens with a list of Chequebook ID s and a belonging description. Select Chequebook or double click on Chequebook and a Chequebook ID field is populated in the Chequebook Setup window.

24 023 Inside Chequebook Setup window, for the selected chequebook the following fields need to be populated: From address which will be used as a sender of Subject subject of the message Contents text of the message Report for has an option to browse for the report it is now set to M4 ing Remittance inside GP Documentation folder Report for Print - select report for printing from the folder it is now set to M4 ing Remittance inside GP Documentation folder. Recipients on lists will automatically receive report: Auto To Auto Cc Auto Bcc Saving Folder specified folder will be used as the M4 Remittance reports storage Click on Save. This will close the window. Click OK to close Payables Management Setup. Note: For upgrade from old versions of M4 Remittance check settings for each Chequebook used (there was M4 Remittance Template Report used).

25 Process - Remittance and a Report Remittance for EFT Payment Remittance for EFT Payment can be set in the Receiving s Transaction Entry window (Transactions >> Purchasing >> Receiving s Transaction Entry): 024 Receiving s Transaction Entry window is being used to record a type of transaction entry. Also, Creditor and Receipts are defined as well. Insert Creditor Document number and post the transaction. After the transaction has been posted go to Payables Batch Entry window (Transactions >> Purchasing >> Batches >> Payables Batch Entry): Create Payable batch in the Batch ID field To be able to select EFT as a Payment Method an Origin needs to be set to Computer Cheque:

26 025 Select Chequebook setup previously as EFT and for remittance. When the Chequebook ID has been populated click on New Transactions and a Go To window opens: Select Payables Cheques option and click on Go To and a Select Payables Cheques window opens: Click on Add to Batch, and Batch total needs to be populated (if not check the EFT settings)

27 026 Click on Process and a Print Payables Cheques window opens: Separate Remittance field needs to be checked In the Print Payables Cheques window click again on Process and a Process Payables Remittance window will open (the same as from Process Remittance window): At this moment the user can choose to Process now or Process later.

28 In addition, a link on the Creditor will open Creditor Maintenance window, where addresses can be changed. Click on Save. Important: Under Additional menu, User need to set Report File saving setup for PDF (screen below): 027 If it is not set, report store folder will be taken from Chequebook Setup. Also print or (or both) the report. Subject of the and message body will be generated based on the settings from Creditor and Chequebook. Attached report can be saved or sent by (on the screen below):

29 As this is an EFT payment it has EFT Payment number on the top right corner. In the next example, report generated with Cheque payment will look different. Report is generated in PDF format: M4 Systems Remittance 028 RemittanceAdvice_followed_by_payment_number.pdf Remittance Paying by Cheque Go to Receiving s Transaction Entry window and post a transaction. Next, go to Transactions >> Purchasing >> Select Cheques >> Select Payables Cheques window opens and inside this window in the bottom click on Edit Cheque button which opens Edit Payables Cheques window that edits computer checks:

30 029 Inside Payables batch Entry assign a Chequebook in the Chequebook ID field which opens Chequebook maintenance window, then select Creditor in the Creditor ID field which opens a Creditor Maintenance window or just select from the list that is opened with the magnifying glass icon next to the field and finally apply the amount. Save the Payment than click on Print Checks button in the bottom of the window. On the Print Payables Cheques window, select Separate Remittance check box: Click on Print, and in the Payable Cheques window click on Post, the process opens the Post Payable Cheques window:

31 Click on Process and a Process Payables Remittance window will open: 030 Tip: Use link to open Creditor remittance and populate relevant data:

32 031 The Batch is already defined and has a status of Remittance Processing. For the listed Creditor select options: and/or Printing and/or just Saving the report. Click on Process. Please wait for Process finished message. This may take a while, depending on number of s that need to be processed. Depending on the options set, an message will be generated containing the report. Remittance Advice Report is shown below depending on selected options, the report is to be sent or saved in a PDF file: Process Payables Remittance Window From Transactions >> Purchasing user can access the Process Remittance window. Next to the Batch ID click on the lookup glass and Payables Batch IDs window opens with all Remittance Processing batches displayed:

33 032 Note: If Enable Remittance is checked inside Creditor remittance the Checkbox will be checked also by default

34 Reprint Remittance M4 Systems Remittance From Reports >> Purchasing access the Reprint Remittance window: Payments can be filtered by Batch number and by selecting a Creditor. If a batch number is selected as a filter, the window will open with all remittance batches. The remittance information can be printed again from this window: 033 Mark All for and Mark All for Print buttons are on the upper right side. When the Remittance Reprint is processed by Creditor, all payments for that creditor that belong to remittance batches are listed:

35 Click checkmark on Process column for Payment that needs to be processed, also select E- mail and/or Print and/or Save option on the right: In the upper left part of the Remittance Reprint window the Process Selected and Process All buttons are available for both Batch Number and Creditor process filters. For the Creditor filter, depending on the selected options , Print or Save, the documents will be processed in that manner. Note: As Reprint Remittance is a.net based Win forms it is not supported on Web Client. 034

36 APPENDIX A: Manual Install/Uninstall Manual Installation To manually install the M4 Remittance product follow the steps below: 1. Backup Dynamics.set file 2. Copy the software code (.cnk files and Application dll files) into Dynamics GP client directory Application.M4 Remittance.dll Application.M4NetConnectionProvider.dll (if not installed already) M4CP12xx.cnk (xx number depends on version, if not installed already) M4ER12xx.cnk 3. Copy the dll files from Addin files folder into Dynamics GP Addin client directory (7 dll files) 4. Launch Dynamics GP and accept new code. 035 Manual Uninstall To manually uninstall M4 Remittance follow the steps below: 1. Make a copy of Dynamics.set file and then manually edit as follows: 2. Remove lines: M4 ing Remittance 3. Remove the three lines containing.dic files: :C:Program Files (x86)/microsoft Dynamics/GP2013/M4ER27542.DIC :C:Program Files (x86)/microsoft Dynamics/GP2013/Data/M427542F.DIC :C:Program Files (x86)/microsoft Dynamics/GP2013/Data/M427542R.DIC 4. Decrease the number of installed applications by one. 5. Remove from GP folder: M4ER27532.dic Application.M4 Remittance.dll 6. Remove from GP AddIn folder: Microsoft.Office.Interop.Outlook.dll M4 ingOfPayablesRemitance.dll

37 Microsoft.Office.Interop.Excel.dll Office.dll Microsoft.Vbe.Interop.dll Uninstall from Web Client part The two rows below need to be removed: <DynamicsGPWeb> <addin name="m4 ingofpayablesremitance" type="m4 ingofpayablesremitance.gpaddin,m4 ingofpayablesremitance"/> <addin name="application.m4 remittance" type="application.m4 remittance.gpaddin,application.m4 remittance"/> </DynamicsGPWeb> </addins> 036

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