GP Agent. for Microsoft Dynamics GP 2013

Transcription

1 GP Agent for Microsoft Dynamics GP 2013 mc 2

2 GP Agent for Microsoft Dynamics GP 2013 Revised for Microsoft Dynamics GP 2013 Last Revised on: July 2, 2013 mc 2 MC2,INC. 7 CARRIAGE DRIVE, STAMFORD, CT TEL

3 Copyright The GP Agent was written in Dexterity by MC2, Inc. and integrates with the Microsoft Dynamics GP accounting system. Program copyright MC2, Inc. Portions copyright 1987, 1992, Microsoft Corporation, All Rights Reserved. This work and the computer programs to which it relates are the property of, and embody trade secrets and confidential information proprietary to, MC2, Inc., and may not be reproduced, copied, disclosed, transferred, adapted or modified without the express written approval of MC2, Inc. Manual copyright MC2, Inc.. Printed in USA. All rights reserved. This document may not, in whole or in any part, be copied, photocopied, reproduced, translated, transmitted or reduced to any electronic medium or machine-readable form without prior consent, in writing, from MC2, Inc. Limitation of Liability Neither MC2, Inc. nor anyone else who has been involved in the creation, production or delivery of this software or its accompanying documentation shall be liable for any indirect, incidental, special, exemplary or consequential damages, including but not limited to any loss of anticipated profit or benefits, resulting from the use of the software or its documentation or arising out of any breach of warranty. MC2 Inc. s cumulative liability to you or any other party for damages for any cause whatsoever will be limited to the price paid for the MC2, Inc. product that caused the damages.

4 Contents Introduction 9 Getting Started 10 Features and benefits 11 What s in this manual 15 Symbols and conventions 16 What to do next 17 Setup 18 Quick Setup 19 Installation 20 Before Installation 20 CD Installation 20 Internet Installation 20 Setup Wizard 23 Registration 31 Microsoft Dynamics GP Setup 33 Process Server Setup 33 Setting up user security 33 GP Agent Setup 33 Posting Setup 33

5 CONTENTS GP Agent Routine Setup 36 GP Agent Report Setup 37 GP Agent Maintenance Setup 38 GP Agent Script Setup 39 GP Agent Document Delivery Setup 40 Printer Setup 42 Country Setup 45 Workstation Settings 50 Setup Users 53 User Options 55 Sales Order Processing User Options 58 Receivables Management User Options 60 Purchase Order Processing User Options 63 Payables Management User Options 64 Payroll User Options 68 System User Options 69 GP Agent Outlook Options 76 GP Agent SOP Outlook Options 76 GP Agent Receivables Management Outlook Options 78 GP Agent Payables Management Outlook Options 80 GP Agent Payroll Outlook Options 83 Copy User Options 86 Set Default Values 87

6 Customer Options 89 Vendor Options 95 Distribution Lists Maintenance 98 GP Agent Contacts 100 Integrating with Outlook 100 GP Agent Contact Notes 104 Procedures 106 Scheduling Batches 106 Scheduling Reports 119 Scheduling Maintenance 130 Scheduling Routines 140 Scheduling Scripts 150 Scheduling Groups 161 Repeating Schedules 169 Managing Tasks 172 Dynamics GP Action Pane 173 GP Agent Drop-Down Buttons 177 GP Agent Document Delivery Buttons 177 GP Agent Go To Actions 182 GP Agent Schedule Drop-Down Buttons 190 GP Agent Contact and Activity Lists 193 GP Agent Log Inquiry 194

7 CONTENTS Utilities 196 Clear History 198 Appendix 200 Reports Dictionaries and ISV Products 200 GP Agent Setup Tips 201 Outlook Tips 201 Outlook Express 202 Other applications 202 Exchange Server Tips 202 Office XP Tips 203 Fax Tips 205 Process Logging 205 Process Server Tips 208 Process Server Tips 208 Client Setup 209 Process Server Queues 210 Support 212 Outlook and Exchange Server Configuration 212 Using Outlook without Exchange Server 213 Using Outlook with Exchange Server 213 Adobe Acrobat Tips 215 Terminal Server and Citrix 218 DPS on a Terminal Server 218

8 GP Agent client on Terminal Server 219 Remote Desktop Configuration 219 Multiple DPS Instances 221 Installing Dynamics GP for Multiple DPS instances 221 Setup the Services in Dynamics 221 Configure the Data folders 221 Configure the Dex.ini 222 Configuring the Dynamics.set 222 Configuring the Windows shortcuts 223 Script Processing 225 Scheduling a Dexterity Procedure 226 Using econnect with GP Agent 231

9 INTRODUCTION Introduction Welcome to GP Agent from mc 2, a valuable component of a complete Microsoft Dynamics GP financial solution. Microsoft Dynamics GP offers a streamlined solution to your total business needs by providing financial information quickly, efficiently and accurately. Adding GP Agent helps you more easily process, maintain, and report on your financial transactions, by scheduling processing for off-hours, giving you information to make better, more timely decisions and distribute your sales and purchasing documents more easily via or fax. Even if you ve never used a computerized accounting system, you ll find GP Agent both easy to learn and easy to use. The simple, yet sophisticated interface is intuitive and flexible, making it easily adaptable to your business ever-changing needs. If you re already familiar with Microsoft Dynamics GP, you ll find that GP Agent uses the same window and report design attributes you ve already seen in Microsoft Dynamics GP, so the program seamlessly integrates into your system. Now that you ve chosen GP Agent, you re ready to begin using the software to increase the effectiveness of your accounting transactions. As a Certified Microsoft Partner, with Microsoft Dynamics and ISV Competencies, mc 2 brings together computer and accounting expertise to deliver complete business automation solutions to its clients and customers. A diverse background in operating systems, application development, hardware platforms, network environments and accounting software installations gives its customers and partners powerful advantage over their competitors. GP Agent was developed completely in Dexterity, utilizing source code, and seamlessly integrates with Microsoft Dynamics GP on all platforms supported by Microsoft. GP AGENT 9

10 getting started INTRODUCTION Getting Started mc 2 and Microsoft have provided a number of tools to aid you in understanding GP Agent. Your individual learning style and computer knowledge will dictate how extensively you need to use these aids. GP Agent manual contains information on setting up and using the scheduling features. The Setup chapter takes you through the installation process and the necessary steps to set up your system and GP Agent for everyday scheduling tasks. The Procedures chapter helps you in completing routine scheduling tasks. Steps essential for completing each procedure are listed in a checklist at the beginning of each procedure. Each step of the procedure is then listed again, followed by additional explanations and tips to help you complete it. The Microsoft Dynamics GP System Setup manuals contain an explanation of all the tools available to set up and run your system, and how to setup clients, database servers and process servers. They also include information on the steps you can take to customize the system to best serve your needs and how to maintain security within Microsoft Dynamics GP. These manuals also contain information on the value of an integrated accounting system as a total solution to your business needs. The Microsoft Dynamics GP online documentation system is a detailed reference guide that describes the accounting system and related topics. The online documentation provides access to information about a specific item or feature. If you need information about a selected item in a window, such as a data entry field, choose the selected item from the Help menu. Microsoft Dynamics GP will search its general help topics and provide you with information about the item you ve selected. 10 GP AGENT

11 features and benefits INTRODUCTION Features and benefits GP Agent for Microsoft Dynamics GP is a fully-integrated application designed for the company that needs to schedule accounting transaction processing, financial reporting, database table maintenance, other accounting routines. GP Agent also lets companies quickly access their contact information to easily documents from within Microsoft Dynamics GP, such as Sales Invoices, Invoicing Invoices or Purchase Orders. With GP Agent, you can: Setup Scheduling in less than 5 minutes Once you have the Dynamics GP Process Server setup and defined your printers you can immediately start using GP Agent. Schedule Batch Posting You can schedule any transaction that can be posted from a batch. You can tell GP Agent to post if the batch has been marked or approved, or have GP Agent approve, mark and post the batch. You can choose to post only batches that are in a specific status: Available, Marked or Approved. Schedule Sales Order Processing Transfer You can schedule Sales Order Process batch or range of bathes to be transferred, using all the options of the SOP Transfer Documents window. Schedule Table Maintenance You can schedule any Check Links, Rebuild or Shrink procedure, so that you can, for example, run table maintenance every weekend. Schedule Routines You can schedule routine procedures, such as the Year-End closes, Aging customer accounts, or Finance Charge calculations. GP AGENT 11

12 features and benefits INTRODUCTION Schedule Reports You can schedule any report that can be printed from a report window, including custom reports, Financial Statements and Trial Balances. You can use any report options to specify the sorting, ranges or parameters you want to use when the report runs. You can choose which network printer on which to print the report. You can save the report to a file and have the file ed to a Distribution List. Schedule tasks once, have the tasks repeated You can tell GP Agent to execute a task once, or repeat the task again and again, every day, every week, every month, etc. based on your needs. Reschedule tasks that were interrupted If a task was scheduled and aborted or cancelled, you ll know, and you can easily reschedule the task with GP Agent. Choose any printer on your network When you schedule your tasks, you can direct any report, posting journal or maintenance log file to any printer on your network using GP Agent s own named printer processing. reports and notifications If a task generates reports or journals as part of its process, these reports can be ed to a Distribution List as attachments. When you schedule your tasks, you can have GP Agent send you an notification that the task has been completed. 12 GP AGENT

13 features and benefits INTRODUCTION Schedule Dexterity and SQL Scripts You can now schedule custom SQL or Dexterity SanScript procedures. This allows you to add processes from other ISV products or from Microsoft Dynamics GP modules contained in external dictionaries. You can also schedule SQL scripts to run from within the Microsoft Dynamics GP environment. Group Tasks You can schedule your different tasks to be executed as a group of tasks. This allows you to combine maintenance, posting, reports, routines and even special SQL scripts to be executed as needed. Document Delivery with One-Click All GP Agent document delivery features are one mouse-click away from the action pane of your Dynamics GP Lists. Update and Find Contacts Instantly Whenever you update a Customer, Vendor, Prospect, Employee, or any address information, GP Agent can automatically update your Outlook Contacts. Whenever you re viewing a Customer, Vendor, Prospect or Employee, or any address, GP Agent let s you instantly find that Contact in Outlook. Orders, Invoices, Purchase Orders From the Sales Transaction and Purchasing Transaction Lists, GP Agent automatically looks up your Contact information. Select one or multiple transactions to quickly print, fax or the transaction with one click. Batches of transactions, or selections of transactions posted or unposted can be ed easily and quickly. GP AGENT 13

14 features and benefits INTRODUCTION Find Addresses Instantly If you don t know an address, GP Agent will search Outlook, Dynamics GP or its own records for the Contact address. Fax Documents Easily Subscribe to an internet fax service, or install a fax server and client software, and you can fax as easily as you with GP Agent. Use Exchange Server If you re using Microsoft Exchange Server, you can place your GP Agent Contacts in public folders. You can choose a different folder for each type of Contact. 14 GP AGENT

15 what s in this manual INTRODUCTION What s in this manual GP Agent manual assumes that you already have a basic understanding of how to operate the accounting system. It also assumes that you have already installed and configured the System Manager (SM) and Process Server (DPS), and that you know how to execute any of the tasks that you are going to schedule. It also assumes that you have already installed and configured the Microsoft Dynamics GP System Manager (SM), Receivables Management (RM), Payables Management (PM), Sales Order Processing (SOP), Purchase Order Processing (POP), and Payroll (UPR), if you are going to use GP Agent with those modules. This manual contains setup instructions that you can use to help you prepare GP Agent module for routine use. Refer to the following descriptions of each chapter for more information. Setup The Setup chapter is divided into five parts. The first section directs the more experienced user through a Quick Setup. The next two sections lead you through installing and registering your software. The last two sections provide a more comprehensive guide to setting up your system to work with GP Agent module, as well as directions for setting up account relationships within the module itself. Procedures The Procedures chapter takes you through the tasks you ll need to perform on a regular basis during your every-day use of GP Agent. The Procedures chapter contains instructions for scheduling Posting, File Maintenance, Reports and Routines. GP AGENT 15

16 What s in this manual INTRODUCTION Symbols and conventions To help you understand and use the manual more effectively, this manual uses the following symbols to make specific types of information stand out: The Microsoft Dynamics GP icon indicates a reference to a specific Microsoft Dynamics GP manual, such as the System Manager Reference manual, when it might help clarify the current topic. System Manager Margin notes point out key information. Margin notes point out key information about a concept or procedure. Typically, notes can be used to summarize the most critical information or to find a particular topic. The pointing symbol indicates special situations of which you should be especially aware when completing a procedure. 16 GP AGENT

17 what to do next INTRODUCTION What to do next For a shortened guide to setting up GP Agent, refer to the first section of the Setup chapter, Quick Setup. This section is for those who already have experience installing GP Agent and need only a short reminder of setup procedures. If you would like a more thorough explanation of setup procedures, read through the second and third sections of the Setup chapter. These sections provide information about setting up your intercompany templates and account relationships. Once you ve completed setup, you can begin using GP Agent. If GP Agent has been set up already, you can decide which accounting tasks you want to perform and then refer to the Procedures chapter for more information about how to accomplish these tasks. GP AGENT 17

18 what to do next INTRODUCTION Setup This chapter includes procedures that you can follow to set up GP Agent. Setup procedures generally need to be completed only once, but you may want to refer to this chapter at other times when adding new users or companies to your system. Setup is divided into five sections. The first section, Quick Setup, was created for those who have already installed GP Agent and only need a quick review of the setup steps. The other sections contain a more thorough explanation of installation, registration and setup procedures. When you ve completed the steps outlined in this chapter, you ll be ready to begin performing the accounting tasks described in the Procedures chapter. 18 GP AGENT

19 installation SETUP Quick Setup This chapter is written for people who have installed GP Agent before and only need a quick summary of the setup steps. Refer to the Table of Contents at the beginning of the manual to locate more detailed descriptions of setup procedures. Setup and test the Dynamics Process Server (DPS). If you cannot send a simple process to the DPS in Fabrikam, Inc., do not attempt to continue with the next steps. Install GP Agent program on one workstation or the database server. Launch Dynamics GP and include the new code. Login as sa and choose to run the automatic setup procedure using the mc² Setup Wizard. Enter your registration keys. Install GP Agent on the DPS computer using the first 3 steps above. Launch on the DPS computer. Setup the Printers on the DPS computer in Dynamics GP (Setup Menu=>System). Exit Dynamics GP and launch the DPS application. Install GP Agent program on the remaining workstations. Launch Microsoft Dynamics GP and include the new code. Choose to run the automatic setup procedure using the mc² Setup Wizard. GP AGENT 19

20 installation SETUP Setup the Printers on the workstations (see page Error! Bookmark not defined.). Setup your Countries (see page Error! Bookmark not defined.). Setup Users (see page 53). Setup the GP Agent User Options (see page 55). Installation This section contains information on how to install GP Agent module. Before Installation Before you install GP Agent, you should have completed your Microsoft Dynamics GP setup. If you do not complete create all of your companies, you may need to run GP Agent Setup Wizard multiple times. CD Installation GP Agent is not distributed on a CD. Internet Installation Use the instructions in this section to install GP Agent in a single- or multi-user environment. he instructions in this section apply to, Windows 2000, Windows Server 2003, Windows XP or Windows Vista. 20 GP AGENT

21 installation SETUP 1. Download the latest version of GP Agent from 2. Double click on the file you have downloaded. 3. Follow the on-screen instructions 4. Launch Microsoft Dynamics GP. 5. Click Setup button to setup all companies 1. Download the latest version of GP Agent from When you click on the file (located in the Download section of our web site, you will be asked to save the file to a location on your local computer. When the download is complete, you will have a complete installation program on your computer. The file names will vary based on the month and year in which they were created. All programs for download are complete applications, and are never patches that must be added to an existing program. The downloaded file must be installed on any workstation that will initiate scheduled tasks as well as any DPS servers that will receive and process tasks. 2. Double click on the file you have downloaded. Using Windows Explorer, double click on the file you just downloaded. This will launch the self-extracting Microsoft Installer program that will lead you thorough the rest of the installation process. The setup program must be run at each workstation including any Process Servers. 4. Follow the on-screen instructions. GP AGENT 21

22 installation SETUP To install the program, follow the on-screen instructions. The default path for the installation will be C:\Program Files\Microsoft Dynamics\GP. If you have installed the Microsoft Dynamics GP application in a different folder, you will need to change the installation path. If you are installing GP Agent on the first workstation, you will need to choose a Server installation. 5. Launch Microsoft Dynamics GP. Double-click on the icon to launch Microsoft Dynamics GP. As starts, you ll see a dialog box that will display text similar to the following: New code must be included in the C:PROGRAM FILES/MICROSOFT DYNAMICS /GP/DYNAMICS.SET dictionary. Do you wish to include new code now? Click on Yes to install GP Agent. You ll have a chance to set up all of your companies at once when you install GP Agent 6. Click Setup button to setup all companies. After the new code is installed, you will be asked if you want to set up all your companies. This will be your opportunity to setup all security, posting and palettes for your GP Agent module in all companies currently installed in your system. Click the Cancel button to stop the program from setting up your companies. If you have already completed the automatic setup on your first workstation installation, you do not have to run it on any subsequent workstation installations. If you have already completed the automatic setup and run it again, this will not change any system settings or duplicate your previous automatic setup. 22 GP AGENT

23 installation SETUP Setup Wizard After you have successfully logged into a company, the setup wizard will appear. Follow the instructions displayed on the wizard windows to setup your companies. If you need to perform the setup procedure again at any time, you can access the Setup Wizard from the mc 2 Utilities window (Tools => Setup => mc² GP Agent Setup => mc² Setup Wizard). Click Next to start the Wizard. GP AGENT 23

24 installation SETUP 1. Choose Install for a first-time install, or if you have added new companies. 2. Choose Uninstall to remove GP Agent items from your System. 24 GP AGENT

25 installation SETUP 1. Choose Install and click Next to begin setting up GP Agent. You will then be able to choose which options you want to setup for your installation. 2. Choose Uninstall to remove GP Agent from your system. When you uninstall GP Agent, you will be able to remove the palettes, shortcuts and data from your system. If you choose to remove data, you may also want to drop the SQL objects if you do plan on using the this program in the future. If you have chosen Install, you will be given additional options for the installation. GP AGENT 25

26 installation SETUP 1. Setup Security When you select this option, the Setup Wizard will create the default security roles and tasks for GP Agent in your Dynamics GP system. 2. Build GP Agent Tables 3. Update Tables When you select this option, the Setup Wizard will synchronize your Customer and Vendor records with GP Agent information, to make sure that all addresses and contact information is available for lookups. When you select this option, the Setup Wizard will make sure that all tables from your previous version of GP Agent are updated to the formats required for the current version 4. Install SQL Objects When installing GP Agent you will need to create all necessary SQL objects in the system and company databases. If this option is automatically marked for you, this means that the setup wizard has detected missing SQL objects in one or more databases. Without these objects, GP Agent will not function properly. You will be also required to enter or choose the path to the location of the SQL script files that are used to create the SQL Objects. These files are located in a \SQL\MC2 directory located within your Microsoft Dynamics GP installation directory. 26 GP AGENT

27 installation SETUP If you first installed GP Agent on the first workstation, you should have chosen a Server or Custom installation and chosen SQL Scripts. These are required for the GP Agent Setup Wizard. YOU MUST INSTALL SQL OBJECTS IN ALL COMPANY DATABASES OR YOU WILL NOT BE ABLE TO COMPLETE THE SETUP WIZARD. If you have chosen to Install SQL Objects, you will be able to choose the companies into which the SQL Objects will be added. GP AGENT 27

28 installation SETUP If you have chosen to Update Companies, you will be able to choose the users for whom you can add a shortcut folder and window items. This will make it easier for these users to access the main GP Agent windows. 28 GP AGENT

29 installation SETUP Once the Setup Wizard has completed the tasks you have chose, you will be told that the setup process is complete. GP AGENT 29

30 installation SETUP 30 GP AGENT

31 registration SETUP You must register this module. This registration is not related to registration Registration In order to fully access GP Agent and begin scheduling tasks or ing documents, you will need to enter registration keys. These registration keys are unrelated to the registration keys you received from Microsoft Dynamics GP. The mc 2 Registration window can be opened from the System Setup palette. If you do not register GP Agent, your data is safe, but you will not be able to use it s feature and you may not see items in menus or action panes. Drag the pointer through the Setup menu and choose mc² Registration under the mc² GP Agent Setup menu to open the mc² Registration window. GP AGENT 31

32 registration SETUP 1. Enter the Product ID. 2. Enter the registration keys in the appropriate fields. 3. Click OK. GP Agent Product ID is Enter the Product ID. In the Product ID field, enter the Product ID for GP Agent, which is always Enter the registration keys in the appropriate columns. Enter the registration keys in the appropriate Registration Key fields. Registration keys will vary in length for each field. If you have entered all the information correctly, you will get a message indicating your success, and the check-mark in the right section will indicate the options you have purchased. 3. Click OK. Click OK to accept the registration information. 32 GP AGENT

33 setup countries SETUP Microsoft Dynamics GP Setup In this section, you will set up information at the system level that will be used by all the companies that you ve set up to use Microsoft Dynamics GP. If you chose to run the setup procedure when you installed GP Agent, you do not need to makes any changes to user security, unless you want to disable or enable access to GP Agent windows for certain users. Process Server Setup Before you can use GP Agent you must properly configure at least one Process Server. Please refer to your Microsoft Dynamics GP documentation for DPS setup. You only need to create one or more Servers and install the DPS runtime to use GP Agent. You do not need to create services, install or launch DPM or complete any other DPS setup to utilize GP Agent. Setting up user security GP Agent does not modify windows, so you do not have to configure security for Alternate windows, but you must add the GPAGENT security roles to users that will be using it s features. Users cannot schedule tasks unless they have appropriate security to the windows that they would normally used to execute the task and have posting permission. GP Agent Setup Posting Setup GP Agent options are automatically configured when you install the application, but some settings should be changed based on how you intend on using the scheduling portion of GP Agent. GP AGENT 33

34 setup countries SETUP Auto Approval Mark this item if you want GP Agent to automatically approve batches that are scheduled to post. If your Dynamics GP system requires batch approval and you have scheduled a Batch Posting task to post Available or Marked batches, GP Agent will automatically approve the batches based on your posting settings. The user who scheduled the task will be assigned as the user who approved the batch. This option only impacts scheduled posting tasks. Auto Handle Prospect Mark this item if you want GP Agent to automatically create a customer if a Sales Order or Sales Quote was assigned to a prospect. If you do not want to automatically create the customer record, GP Agent will not transfer the document assigned to the prospect. If you mark this option, the Customer = Prospect option must also be marked. This option only impacts scheduled SOP Transfer tasks. 34 GP AGENT

35 setup countries SETUP Customer = Prospect Mark this item if you want GP Agent to use the Prospect ID for the Customer Number when creating a new customer from a prospect. This option has no impact if you have unmarked the Auto Handle Prospect option. This option only impacts scheduled SOP Transfer tasks. Load Outlook on DPS Mark this item if you want GP Agent to send s from the DPS computer. This is necessary so that the DPS can properly load Outlook to make ing immediately available when the first scheduled task attempts to send an . If this option is not marked, the DPS will attempt to launch outlook the first time it attempts to send an , and if this process is either slow or requires a login, the DPS will disable all ing capabilities for scheduled tasks. Load Outlook on Client Mark this item if you want GP Agent if you want to synchronize GP Agent and Dynamics GP addresses and contact information with Outlook Contacts or Exchange Server public folders. Detailed Log Reporting This is used for testing and debugging only. Mark this item to have AIT automatically generate special log files for technical support analysis. Next Temp Task ID Enter an alphanumeric value for GP Agent to use for on-the-fly scheduling of posting tasks. On-the-fly tasks can be scheduled from Dynamics GP lists. Each type of task can have a different Task ID. GP AGENT 35

36 setup countries SETUP GP Agent Routine Setup GP Agent assigns a temporary Task ID to tasks scheduled by users from the Microsoft Dynamics GP Action Pane. You can optionally change this Task ID. 36 GP AGENT

37 setup countries SETUP GP Agent Report Setup GP Agent assigns a temporary Task ID to tasks scheduled by users from the Microsoft Dynamics GP Action Pane. You can optionally change this Task ID. GP AGENT 37

38 setup countries SETUP GP Agent Maintenance Setup GP Agent assigns a temporary Task ID to tasks scheduled by users from the Microsoft Dynamics GP Action Pane. You can optionally change this Task ID. 38 GP AGENT

39 setup countries SETUP GP Agent Script Setup GP Agent assigns a temporary Task ID to tasks scheduled by users from the Microsoft Dynamics GP Action Pane. You can optionally change this Task ID. GP AGENT 39

40 setup countries SETUP GP Agent Document Delivery Setup Next Temp Task ID If a user schedules a document delivery from their workstation, GP Agent assigns a temporary Task ID. Information related to this task is deleted once the task has finished. Primary Delivery Choose the primary document delivery method for GP Agent. Your choices are , Fax, Printer, None. Based on your selection, GP Agent will prioritize the delivery options for your documents. You must choose at least one primary delivery option. 40 GP AGENT

41 setup countries SETUP Secondary Delivery Final Delivery Choose a secondary document delivery method for GP Agent. Your choices are , Fax, Printer, None. Based on your selection, GP Agent will prioritize the delivery options for your documents. If a primary delivery option is not valid, GP Agent will attempt to find a secondary delivery option. For example, if your primary delivery option is and an address cannot be found for the appropriate document, GP Agent will use this setting to determine an alternative delivery option. Choose a final document delivery method for GP Agent. Your choices are , Fax, Printer, None. Based on your selection, GP Agent will prioritize the delivery options for your documents. If a secondary delivery option is not valid, GP Agent will attempt to find a final delivery option. For example, if your primary delivery option is and an address cannot be found for the appropriate document, GP Agent will use the secondary delivery option to determine an alternative delivery method. If the secondary delivery option is Fax and a fax number cannot be found, GP Agent will use this delivery method. Delivery Grouping Multiple Documents Per GP Agent will send one for each Task and attach multiple report files generated by the Task in one . One Document Per GP Agent will send one for each report file created by a Task. One Document Per Customer/Vendor: GP Agent will send one report file attachment for each Customer or Vendor impacted by the Task. GP AGENT 41

42 setup countries SETUP Customer Specific Options This turns on the printing options on the GP Agent Customer Options window. If this is not marked GP Agent will use system defaults. Vendor Specific Options This turns on the printing options on the GP Agent Vendor Options window. If this is not marked GP Agent will use system defaults. Synchronization Priority This determines which application GP Agent will use to choose addresses. Because address can be stored in multiple locations, you may want you have only one application be the primary source for addresses. When you run the Synchronize Contacts utility or update the address for a customer or vendor, GP Agent will use this setting to make sure that the address in all locations is the same. Printer Setup GP Agent lets you choose the printer that each task should use for its reports. You will need to setup at least one printer for each Process Server, but there is no limit on the number of printers you can define for each Process Server. You can also create multiple definitions for each physical printer available to a Process Server. Each printer definition can store additional information, such as paper orientation, paper size, paper tray and more. The information stored depends on the properties of the printer. Printer definitions are specific to the machine on which you save the printer information, so if you are printing from the DPS computer, you should setup the printers while logged into that computer, not on another workstation. When you configure the printer, remember that all printer definitions within your Windows login 42 GP AGENT

43 setup countries SETUP session are specific to the login, not to the machine, so make sure that the printer is accessible by your current Windows login and that this will be the login under which the DPS will be running. For example, if all reports are printed from a DPS named GPDPS0001, you must log into Dynamics GP on computer GPDPS0001 to create the printer definition. Do not try to create printers for the DPS from another computer. If you are operating in a Terminal Server or Citrix environment, refer to the appendix in this manual. In order to setup your printers, you will need to log into Microsoft Dynamics GP at each Process Server, and define the printers that are available to that computer. Drag the pointer through the Setup menu and choose mc2 Printer Setup under the mc² GP Agent Setup menu to open the mc2 Printer Setup window. 1. Enter a Printer ID. 2. Enter a Printer Description. 3. Select a default printer. 4. Choose a printer. 5. Save the Printer Definition GP AGENT 43

44 setup countries SETUP 1. Enter a Printer ID. Enter a Printer ID to identify this printer. If this is an existing printer, the printer information will appear. If this is a new printer, you will need to fill in the rest of the printer information. If you do not know the Printer ID, click on the magnifying glass lookup button to get a List of available printers. 2. Enter a Printer Description. Enter a description of up to 30 characters to describe the printer. 3. Select a default printer. Click on the checkbox if this is the default printer for this computer. Each computer can have only one default printer. This default printer does not have to be the same as the Windows default printer, but is going to be the default printer for reports, if you do not choose a specific printer. If you do not assign a default printer, you will not always be able to predict which printer will be used for certain reports. 4. Choose a Windows Printer. Click on the Printer button to choose a printer. You can select any printer that is available to the current computer. If you click on the Properties button and change the printer settings, change the orientation or change other options for this printer, these changes are saved in your printer definition. This allows you to have multiple printer definitions for a single printer. If you need to add any printers, install new drivers or connect to network print servers, exit and then return to the mc2 Printer Setup window after you are sure that the printer is properly configured. 44 GP AGENT

45 setup countries SETUP After you have chosen a printer and its settings, click on the OK button. 6. Save the printer definition. Click on the Save button to save the printer definition. Country Setup GP Agent lets you setup countries, so that you can properly format telephone and fax numbers for your contacts. You will need to setup at least one country as your default country for your system, but there is no limit on the number of countries you can define. Drag the pointer through the Setup menu and choose mc² Country Setup under the mc² GP Agent Setup menu to open the m² Country Setup window. GP AGENT 4 5

46 setup countries SETUP 1. Enter a Country. 2. Mark/Unmark Default Country. 3. Enter a Country Description. 4. Enter a Country Code. 5. Enter a Fax Format. 6. Include/Exclude Country Code. 7. Enter a Phone Number format. 8. Include/Exclude Country Code. 9. Save the Country information. 46 GP AGENT

47 setup countries SETUP 1. Enter a Country ID. Enter a Country to identify this country. This value can be used to verify the Country information assigned to your customers, so you should be very careful in choosing a value. You can have different values for the same country (for example, you can enter a value USA and U.S.A. for different records), but this is not recommended. If you mark the Verify Country setting on the mc² Workstation Settings window (see page 50), the Country field for Customers, Vendors, Employees and Prospects will be restricted to values in this setup window. 2. Mark/Unmark Default Country. Mark or unmark the checkbox to choose whether or not this will be your default country. You can assign only one country as the default for your Microsoft Dynamics GP system. 3. Enter a Country Description. Enter a Description for this country. 4. Enter a Country Code. Enter a numeric code for this country. This should be based on the country code that might be required when making an international telephone call. 5. Enter a Fax Format. Enter a format for fax phone numbers for this country. Use the pound sign # as a wildcard for the digits of phone numbers in this country. All other characters or digits will be considered static values, and will be added to any fax number when GP Agent sends a fax. If you choose to include the Country Code (#6 below), do not also include the dialing prefix in the fax format. Examples: GP AGENT 47

48 setup countries SETUP Fax Format Dynamics GP Format Fax Number Used Country Code If Country Code is included (###) ###-#### (123) (123) (123) ###-###-#### (123) ###-###-#### (123) ###-####### (123) ###-####### (123) The fax format is used to determine the base phone format for this country, so do not include any extensions, etc. in the fax format. This base phone format is used to determine where a phone number ends and the extension begins in the phone number format (#7 below). Also, if you use any formatting characters, such as parentheses or dashes, be consistent between the fax format and the phone format. In other words, don t put parentheses in the fax format and omit them from the phone format. 6. Include/Exclude Country Code. Choose whether or not to add the Country Code (assigned in #4 above) in the fax format. 7. Enter a Phone Number format. Enter a format for phone numbers for this country. Use the pound sign # as a wildcard for the digits of phone numbers in this country. All other characters or digits will be considered static values, and will be added to any phone number when GP Agent updates a contact in Outlook. If you choose to include the Country Code (#8 below), do not also include the dialing prefix in the phone format. 48 GP AGENT

49 setup countries SETUP Examples: Phone Format Dynamics GP Format Phone Number in Outlook Country Code If Country Code is included (###) ###-#### x##### (123) ext (123) (123) (###) ###-#### x##### (123) ext (123) x (123) x1234 ###-###-#### x##### (123) ext ###-###-#### x##### (123) ext x x ###-###-#### x##### (123) ext x x1234 ###-####### x##### (123) ext x x ###-####### (123) ext x x Include/Exclude Country Code. Choose whether or not to add the Country Code (assigned in #4 above) in the phone format. 9. Save the Country information. Click the Save button to save your country information. GP AGENT 49

50 workstation settings SETUP Workstation Settings GP Agent lets you configure different workstation settings for the computer into which you are currently logged. These settings are specific to the computer on which GP Agent is installed (they are stored in the DEX.INI file) and do not transfer to another computer. Any changes made on this window will not go into effect until after you exit Microsoft Dynamics GP. Drag the pointer through the Setup menu and choose mc² Workstation Settings under the mc² GP Agent Setup menu to open the m² Workstation Settings window. Log SQL Mark this item if you want to log all SQL statements. These statements are stored in a DEXSQL.LOG file located in the Microsoft Dynamics GP directory. Mark this item only if instructed by our technical support staff. 50 GP AGENT

51 workstation settings SETUP mc2 Setup mc2 Trace Mark this item if you want the mc² Setup Wizard to automatically launch the next time you login to Microsoft Dynamics GP. Mark this item only if instructed by our technical support staff. This is used for testing only. Mark this item to have GP Agent automatically generate special log files for technical support analysis. Mark this item only if instructed by our technical support staff. Enable Script Debugger This is used for testing and debugging only. Mark this item to have GP Agent automatically generate special log files for technical support analysis. Verify Country Mark this item only if instructed by our technical support staff. Mark this item to have GP Agent verify the value entered in the Country field. This will be valid on the following windows: Customer Maintenance; Customer Address Maintenance; Vendor Maintenance; Vendor Address Maintenance; Invoice Customer Detail Entry; Invoice Ship To Address Entry; Purchasing Ship To Address Entry; Salesperson Maintenance; Sales Ship To Address Entry; Sales Prospect Maintenance; Employee Maintenance; Employee Address Maintenance. Auto-Start Script Log This is used for testing and debugging only. Mark this item to have GP Agent immediately start a script log and to configure Dynamics GP to automatically start logging scripts whenever the application is launched. This script log will be GP AGENT 51

52 workstation settings SETUP stored GP\Data folder and will be named mc2-userid.log where userid is the Login ID of the Dynamics GP user. Mark this item only if instructed by our technical support staff. Run GP Agent As A Service This option is currently not available. 52 GP AGENT

53 setup users SETUP Setup Users In order to enable GP Agent for your users, you will need to enable the user on the GP Agent Users window. If you do not enable GP Agent for a user, the program will be disabled for that user. Drag the pointer through the Setup menu and choose mc² Users under the mc² GP Agent Setup menu to open the GP Agent Users window. GP AGENT 53

54 setup users SETUP 1. Mark the checkbox to enable a user. 1. Mark the checkbox to enable a user If you mark the user, the next time they log into Microsoft Dynamics GP they will be able to use GP Agent. You will not be able to activate more than the Maximum Number of Users displayed at the top of the window. The number of users is determined by your registration keys and the number of GP Agent users you have purchased. If you have purchased fewer GP Agent users than Microsoft Dynamics GP users, you can setup only those users. If you have purchase the same number of GP Agent and Microsoft Dynamics GP users, you will be able to setup all of your users. If a user is not setup on this window, GP Agent will be disabled for that user. This user will not see any GP Agent action buttons, and will not be able add Customers, Vendors, Employees or Prospects to Outlook, nor will there be any other type of integration with Outlook. The user must be logged out of Microsoft Dynamics GP to change their status. 54 GP AGENT

55 user options SETUP User Options Drag the pointer through the Setup menu and choose mc² User Options under the mc² GP Agent Setup menu to open the GP Agent User Options window. GP AGENT 55

56 user options SETUP 1. Choose the appropriate module tab. 2. Click Default to assign default values. 3. Click Outlook to setup Contact integration options. 4. Click Copy to copy the current user options. 5. Click OK to save the current user settings. 1. Choose the appropriate module tab Choose the appropriate tab to configure options for each module. Options for each module will not be saved until you click OK.. 2. Click Default to assign default values. Click on the Default button to open the GP Agent Default Options window to simplify the many options available for GP Agent. 56 GP AGENT

57 user options SETUP 3. Click Outlook to setup Contact integration options. If you are integrating your Dynamics GP Customers and Vendors with your Outlook Contacts, click the Outlook button to customize this integration. 4. Click Copy to copy the current user options. GP AGENT 57

58 user options SETUP Click on the Copy to copy the current user options from one user to another user. See page 86 for more information on copying user settings. 5. Click OK to save the current user settings. Click OK to save the current user s settings. Changes made to this window will not be saved until you click OK. Sales Order Processing User Options GP Agent lets you customize options for each specific module. Click on the SOP tab to determine how GP Agent operates when you are using Sales Order Processing. 58 GP AGENT

59 user options SETUP 1. Choose whether or not to track activity in Outlook for prospects 2. Enter a signature to appear on all SOP document s GP AGENT 59

60 user options SETUP 1. Choose whether or not to track activity in Outlook for prospects. This feature is currently not implemented in GP Agent. 2. Enter a signature to appear on all SOP document s. When you send or add a note to an of a Sales transaction document, this signature will be added to the . All text will be inserted as plain text, so if you want to include information as hyperlinks or reply addresses, you must include the html encoding. Receivables Management User Options GP Agent lets you customize options for each specific module. Click on the RM tab to determine how GP Agent operates when you are using Receivables Management. 60 GP AGENT

61 user options SETUP 1. Choose whether or not to track activity in Outlook for Customers. 2. Choose whether or not to Search All Contact names. 3. Enter a default Statement ID. 4. Enter a Statement signature. 1. Choose whether or not to track activity in Outlook for Customers. GP AGENT 61

62 user options SETUP If you mark this item, GP Agent will log activity for your customers. Whenever GP Agent sends an or fax, or prints a document, your customer activity will be logged automatically (see page 194 for more information on viewing activity). 2. Choose whether or not to Search All Contact names. If you mark this option, GP Agent will search all names in your GP Agent information. If it is not marked, it will only search names for a particular customer. This option is used when you type in a name on the Edit Address List window from the Transaction Entry and Inquiry windows. 3. Enter a default Statement ID. Choose a Customer Statement ID from your Microsoft Dynamics GP Receivables Management module. This Statement ID will be used to when you use GP Agent to send a Customer Statement unless you specify another Statement ID for the customer or if you choose another Statement ID from the Print Receivables Statements window. 4. Enter a signature to appear on all Customer Statement document s. When you send or add a note to an of a Customer Statement, this signature will be added to the . All text will be inserted as plain text, so if you want to include information as hyperlinks or reply addresses, you must include the html encoding. 62 GP AGENT

63 user options SETUP Purchase Order Processing User Options GP Agent lets you customize options for each specific module. Click on the POP tab to determine how GP Agent operates when you are using Purchase Order Processing. 1. Choose whether or not to Auto Find Vendors. 2. Enter a Purchase Order signature. GP AGENT 63

64 user options SETUP 1. Choose whether or not to Auto Find Vendors. If this is marked, then on the Purchase Order Entry window, whenever Microsoft Dynamics GP looks up vendor information, GP Agent will lookup the address information based on the Purchase Order s Vendor. 2. Enter a signature to appear on all POP document s. When you send or add a note to an of a Purchase Order document, this signature will be added to the . All text will be inserted as plain text, so if you want to include information as hyperlinks or reply addresses, you must include the html encoding. Payables Management User Options GP Agent lets you customize options for each specific module. Click on the PM tab to determine how GP Agent operates when you are using Payables Management. 64 GP AGENT

65 user options SETUP GP AGENT 65

66 user options SETUP 1. Choose whether or not to track activity in Outlook for Vendors. 2. Choose whether or not to Search All Contact names. 3. Choose whether or not to generate s for only EFT vendors. 4. Enter a Remittance Advice signature. 1. Choose whether or not to track activity in Outlook for Vendors. If you mark this item, GP Agent will log activity for your vendors. Whenever GP Agent sends an or fax, or prints a document, your vendors activity will be logged automatically. You can then use the GP Agent Log Inquiry window to view the activity (see page 194 for more information on viewing activity). 2. Choose whether or not to Search All Contact names. If you mark this option, GP Agent will search all names in your Vendor Contact folder. If it is not marked, it will only search names for a particular Vendor. This option is used when you type in a name on the Edit Address List window from the Transaction Entry and Inquiry windows. 3. Choose whether or not to generate s for only EFT Vendors. If you mark this item, GP Agent will build addresses only for EFT vendors when printing Remittance Advices, and will not generate any remittance for non-eft vendors. If EFT is not installed, this option will not impact GP Agent, and addresses will be built for all vendors. 66 GP AGENT

67 user options SETUP 4. Enter a signature to appear on all Customer Statement document s. When you send or add a note to an of a Customer Statement, this signature will be added to the . All text will be inserted as plain text, so if you want to include information as hyperlinks or reply addresses, you must include the html encoding. GP AGENT 67

68 user options SETUP Payroll User Options GP Agent lets you customize options for each specific module. Click on the Payroll tab to determine how GP Agent operates when you are using the Payroll module. 68 GP AGENT

69 user options SETUP 1. Choose whether or not to track activity in Outlook for Employees. 2. Choose whether or not to Search All Contact names. 1. Choose whether or not to track activity for Employees. This feature is currently not implemented in GP Agent for the Payroll module. 2. Choose whether or not to Search All Contact names. If you mark this option, GP Agent will search all names in your Employee Contact folder. If it is not marked, it will only search names for a particular Employee. System User Options GP Agent lets you customize options for each specific module. Click on the System tab to choose basic GP Agent settings. GP AGENT 69

70 user options SETUP 70 GP AGENT

71 user options SETUP 1. Choose whether to send s via Outlook or SMTP. 2. Choose whether or not you are using Accountable Software s Forms Printer. 3. Choose whether or not to print and separately. 4. Enter the format for your fax addresses. 5. Choose whether or not to archive mail items. 6. Choose whether or not to Backup Archived Files. 7. Choose the folder for archived mail item. 8. Enter a format for your subject. 9. Enter a toolbar hot-key. 10. Enter your address. 1. Choose whether to send s via Outlook or SMTP. If you are going to documents or reports, you can choose whether to send the s via Outlook or SMTP. If you do not want to install Outlook on your workstation or on the machine used for the DPS, you will need to choose SMTP. If you choose SMTP, click on the expansion button to open the GP Agent SMTP Setup window. GP AGENT 71

72 user options SETUP GP Agent will encrypt all password information. Because SMTP does not allow for a Sent Items folder in which you can track the s that have been sent, you can have GP Agent automatically BCC a copy of the to an address that can accumulate all activity. 2. Choose whether or not you are using Accountable Software s Forms Printer. This option enables integration with Accountable Software s Forms Printer application. If you are using Forms Printer to print your Sales or Purchasing transactions, you can have GP Agent utilize Forms Printer to produce the documents that will be ed by GP Agent. When you choose to utilize Forms Printer, you have the ability to choose the type of file GP Agent will attach to the . Refer to the Forms Printer documentation for more information about the file types you can choose. 72 GP AGENT

73 user options SETUP 3. Enter the format for your fax addresses. When you send a fax, GP Agent will need to format the contact name, company name, fax number and fax host to properly send a fax. Use this field to format the fax address, with the following codes: %C Use this variable to substitute the Customer or Vendor Name %N Use this variable to substitute the Customer or Vendor Contact # Use this variable to substitute the fax number All other letters and numbers are interpreted as literal strings. For example, for Microsoft Fax, or for GFI FaxMaker for Exchange Server, you would use FAX:%N@%C@1# or [FAX:%N@%C@1#]. If you have difficulty when using square brackets, remove the brackets. Your version of Outlook and your transport (i.e. Exchange Server or SMTP account or other factors) may impact the exact format of this value. You may need to put square brackets around the format or may omit the bracket. Test both configurations before copying to other users. If this were an for Bob Fitz at Aaron Fitz Electrical, it would place the following information in the Send To field: FAX:Bob Fitz@Aaron Fitz Electrical@ For efax ( %N of %C <1#@efaxsend.com> would place the following in the Send To field: Bob Fitz of Aaron Fitz Electrical @efaxsend.com 4. Print and separately. If you mark this option, GP Agent will execute only the action you choose: either print, fax or . If you choose Send from an action pane and this option is marked, GP Agent will send s only GP AGENT 73

74 user options SETUP for transactions where the Customer or Vendor options specify delivery. If this option is not marked, GP Agent will send s regardless of the Customer or Vendor settings.. 5. Choose whether or not to archive mail items. If you mark this option, whenever GP Agent sends an or fax, the and attachment will be archived for future reference. 6. Choose the folder for archived mail item. If you archive your GP Agent activity, enter the folder used to store your activity. The folder is a disk drive folder, not an Exchange Server or Outlook folder. The user must have both modify and create rights to the folder in order to save the attachments. 7. Choose whether or not to Backup Archived Files. If you mark this option, GP Agent will create a copy of the attachment file already archived. The previous file will be named Copy 1 of. If a Copy 1 already exists, the previous file will be named Copy 2 of, etc. 8. Enter a format for your subjects. When you send an or fax, GP Agent can add variable information to the Subject of your . Use this field to format the fax address, with the following codes: %C Use this variable to substitute the current Company Name. %N Use this variable to substitute the document number %F Use this variable to substitute the attachment file name %D Use this variable to substitute the document type (e.g. Invoice, Order, Statement, etc.) All other letters and numbers are interpreted as literal strings. 74 GP AGENT

75 user options SETUP For example, if you are ing quote number Q00101 from TWO, Inc, and your Subject Format is %D %N from %C (%F), the Subject will be: Quote Q00101 from The World Online, Inc. (Q00101.pdf). 9. Enter a Toolbar hot-key. You can choose the hot key you can use to open the GP Agent toolbar. Holding down the Ctrl key on your keyboard simultaneously with the letter you choose will open the GP Agent toolbar. Click on the expansion button next to this field to choose whether or not to automatically open and close the toolbar when you open certain windows. 10. Enter your address. When you schedule a task from the action pane, GP Agent will use this address to send you any reports generated by the task process. For example, if you schedule a batch posting, GP Agent will send the posting journals to this address. GP AGENT 75

76 user options SETUP GP Agent Outlook Options GP Agent lets you customize options for each specific module. Click on the System tab to choose basic GP Agent User Options. Click on the Outlook button to open the GP Agent Outlook Options window. GP Agent SOP Outlook Options Click on the SOP tab to determine how GP Agent operates when you are using Sales Order Processing. 76 GP AGENT

77 user options SETUP 1. Choose whether to Synchronize your Outlook Contacts with Dynamics GP Prospects. 2. Choose whether or not to add the Prospect s Class ID as a Contact category 3. Enter the main Outlook category for your prospects. 4. Enter the Outlook folder for your Prospects 5. Choose whether or not to use a Public folder for your Prospect Contacts. 1. Choose whether to Synchronize your Outlook Contacts with Dynamics GP Prospects. If you mark this option, Prospect information in Dynamics GP will automatically update your Outlook Contact information. 2. Choose whether or not to add the Prospect s Class ID as a Contact category. If you mark this option, GP Agent will add the Prospect Class ID as an Outlook category. If other categories have been assigned to the Contact, the Class ID is added to these categories. 3. Enter the main Outlook category for your prospects. When a Prospect is added or updated in Outlook, it will be assigned this category. If other categories have been assigned to the Contact, this will be added to those categories. If you are also adding the Class ID, the Contact will be assigned both categories. GP AGENT 77

78 user options SETUP 4. Enter the Outlook folder for your Prospects. If you want your Prospects stored in a specific Outlook folder, enter that folder name here. The folder name must be exact, and must be stored at the root level. If the folder cannot be found, GP Agent will use the Outlook default Contact folder. 5. Choose whether or not to use Public folders for Prospects. If you are using Exchange Server, you can specify a public folder. This folder must be at the \Public Folders\All Public Folders level and must be created to contain Contacts. GP Agent does not support subfolders. The user must have proper access to the public folder. GP Agent Receivables Management Outlook Options Click on the RM tab to determine how GP Agent operates when you are using Receivables Management. 78 GP AGENT

79 user options SETUP 1. Choose whether to Sync GP Customers with Outlook Contacts. 2. Choose whether or not to add the Customer s Class ID as a Contact category 3. Enter the main Outlook category for your Customers. 4. Enter the Outlook folder for your Customers. 5. Choose whether or not to use a Public folder for your Customer contacts. 6. Choose whether or not to add all Address IDs. 1. Choose whether to Sync GP Customers with Outlook Contacts. If this is marked, GP Agent will automatically update our Outlook Contacts with information from the Dynamics GP and GP Agent table information whenever Microsoft Dynamics GP updates customer information or adds a new Customer. If you have a large number of customers, marking this option may make saving a customer slower. GP AGENT 79

80 user options SETUP 2. Choose whether or not to add the Customer s Class ID as a Contact category. If you mark this option, GP Agent will add the Customer Class ID as an Outlook Category. If other categories have been assigned to the Contact, the Class ID is added to these categories. 3. Enter the main Outlook category for your customers. When a Customer is added or updated in Outlook, it will be assigned this category. If other categories have been assigned to the Contact, this will be added to those categories. If you are also adding the Class ID, the Contact will be assigned both categories. 4. Enter the Outlook folder for your Customers. If you want your Customers stored in a specific Outlook folder, enter that folder name here. The folder name must be exact, and must be stored at the root level. If the folder cannot be found, GP Agent will use the Outlook default Contact folder. 5. Choose whether or not to use a Public folder for your Customer contacts. If you are using Exchange Server, you can specify a public folder. This folder must be at the \Public Folders\All Public Folders level and must be created to contain Contacts. GP Agent does not support subfolders. The user must have proper access to the public folder. 6. Choose whether or not to add all Address IDs. If you mark this option, GP Agent will add all Customer Address IDs to Outlook. Otherwise, only the Bill To Address ID is added. GP Agent Payables Management Outlook Options Click on the PM tab to determine how GP Agent operates when you are using Payables Management. 80 GP AGENT

81 user options SETUP 1. Choose whether to Sync GP Vendors with Outlook Contacts. 2. Choose whether or not to add the Vendor s Class ID as a Contact category 3. Enter the main Outlook category for your Vendors. 4. Enter the Outlook folder for your Vendors. 5. Choose whether or not to use a Public folder for your Vendors contacts. 6. Choose whether or not to add all Address IDs. GP AGENT 81

82 user options SETUP 1. Choose whether to Sync GP Vendors with Outlook Contacts. If this is marked, GP Agent will automatically update our Outlook Contacts with information from the Dynamics GP and GP Agent table information whenever Microsoft Dynamics GP updates vendor information or adds a new Vendor. If you have a large number of vendor, marking this option may make saving a vendor slower. 2. Choose whether or not to add the Vendor s Class ID as a Contact category. If you mark this option, GP Agent will add the Vendor Class ID as an Outlook Category. If other categories have been assigned to the Contact, the Class ID is added to these categories. 3. Enter the main Outlook category for your Vendors. When a Vendor is added or updated in Outlook, it will be assigned this category. If other categories have been assigned to the Contact, this will be added to those categories. If you are also adding the Class ID, the Contact will be assigned both categories. 4. Enter the Outlook folder for your Vendors. If you want your Vendor sstored in a specific Outlook folder, enter that folder name here. The folder name must be exact, and must be stored at the root level. If the folder cannot be found, GP Agent will use the Outlook default Contact folder. 5. Choose whether or not to use a Public folder for your Vendor contacts. If you are using Exchange Server, you can specify a public folder. This folder must be at the \Public Folders\All Public Folders level and must be created to contain Contacts. GP Agent does not support subfolders. The user must have proper access to the public folder. 6. Choose whether or not to add all Address IDs. 82 GP AGENT

83 user options SETUP If you mark this option, GP Agent will add all Vendor Address IDs to Outlook. Otherwise, only the RemittanceAddress ID is added. GP Agent Payroll Outlook Options Click on the PM tab to determine how GP Agent operates when you are using Payroll. GP AGENT 83

84 user options SETUP 1. Choose whether to Sync GP Employees with Outlook Contacts. 2. Choose whether or not to add the Employee s Class ID as a Contact category 3. Enter the main Outlook category for your Employees. 4. Enter the Outlook folder for your Employees. 5. Choose whether or not to use a Public folder for your Employee contacts. 6. Choose whether or not to add all Address IDs. 1. Choose whether to Sync GP Employees with Outlook Contacts. If this is marked, GP Agent will automatically update our Outlook Contacts with information from the Dynamics GP and GP Agent table information whenever Microsoft Dynamics GP updates customer information or adds a new Customer. If you have a large number of customers, marking this option may make saving a customer slower. 2. Choose whether or not to add the Employee s Class ID as a Contact category. If you mark this option, GP Agent will add the Employee Class ID as an Outlook Category. If other categories have been assigned to the Contact, the Class ID is added to these categories. 3. Enter the main Outlook category for your employees. 84 GP AGENT

85 user options SETUP When an Employee is added or updated in Outlook, it will be assigned this category. If other categories have been assigned to the Contact, this will be added to those categories. If you are also adding the Class ID, the Contact will be assigned both categories. 4. Enter the Outlook folder for your Employees. If you want your Employees stored in a specific Outlook folder, enter that folder name here. The folder name must be exact, and must be stored at the root level. If the folder cannot be found, GP Agent will use the Outlook default Contact folder. 5. Choose whether or not to use a Public folder for your Employee contacts. If you are using Exchange Server, you can specify a public folder. This folder must be at the \Public Folders\All Public Folders level and must be created to contain Contacts. GP Agent does not support subfolders. The user must have proper access to the public folder. 6. Choose whether or not to add all Address IDs. If you mark this option, GP Agent will add all Employee Address IDs to Outlook. Otherwise, only the Primary Address ID is added. GP AGENT 85

86 customer options SETUP Copy User Options GP Agent lets you copy one user s options to another user. Click on the Copy button on the GP Agent User Options window. 1. Enter a From User ID. 2. Enter a To User ID. 3. Click Copy to copy the users options. 1. Enter a From User ID Enter the valid Microsoft Dynamics GP User ID from which you want to copy GP Agent user options. GP Agent user options must already exist for this user. 2. Enter a To User ID. Enter the valid Microsoft Dynamics GP User ID to which you want to copy GP Agent user options. GP Agent user options must not already exist for this user. 86 GP AGENT

87 customer options SETUP 3. Click Copy to copy the users options. Click Copy to copy the user options. Set Default Values GP Agent lets you set all the values of the different tabs on the GP Agent User Options window from a simple window. Click on the Default button on the GP Agent User Options window. GP AGENT 87

88 customer options SETUP 1. Choose your Outlook integration settings. 2. Choose your Sales Order settings. 3. Choose your Purchase Order settings. 4. Choose your EFT settings. 5. Choose your archive settings. 6. Choose your activity settings. 1. Choose your Outlook integration settings Mark this option if you want to set the default values for integrating GP Agent with Microsoft Outlook.. 2. Choose your Sales Order settings. Mark this option if you want to set the default values if you want to use GP Agent to send s or faxes from the Dynamics GP Sales Order Processing module. 3. Choose your Purchase Order settings. Mark this option if you want to set the default values if you want to use GP Agent to send s or faxes from the Dynamics GP Purchase Order Processing module. 4. Choose your EFT Remittance settings. Mark this option if you want to set the default values if you want to use GP Agent to send EFT Remittance Advices as s or faxes from the Dynamics GP Payables Management module. 5. Choose your archive settings. 88 GP AGENT

89 customer options SETUP Mark this option if you want to set the default values if you want to archive the documents you with GP Agent. 6. Choose your activity settings. Mark this option if you want to set the default values if you want to track all activity sent with GP Agent. Customer Options GP Agent lets you control how you manage document delivery with each customer. You do not need to setup any options for your customers, but if you want to send s to some, faxes to others, and yet other, just print, you can use this window to tell GP Agent how you want to deliver their documents. Drag the pointer through the Cards menu and choose mc² Customer Options under the Sales menu to open the m² Customer Options window. You can also access this window by choosing Customer Options from the Go To items on the Dynamics GP Action Pane when viewing Customer Lists or Sales Transaction Lists. GP AGENT 89

90 customer options SETUP 90 GP AGENT

91 customer options SETUP 1. Enter a Customer Number. 2. Choose a Default Delivery method for Sales Transactions. 3. Choose the Document Delivery Address for Sales Transactions 4. Choose the Document Format for the different document types. 5. Choose a Default Statement Delivery method. 6. Choose a Default Statement ID. 7. Choose a Default Delivery method for Invoicing Transactions. 8. Choose the Document Delivery Address for Invoicing Transactions 9. Choose whether or not to track activity. 10. Choose how to send Sales documents to the document Salesperson 11. Add a Distribution List. 1. Enter a Customer Number. Enter the Customer Number for which you want to define GP Agent options. 2. Choose a Default Sales Order Processing Delivery method. GP AGENT 91

92 customer options SETUP Choose the option you prefer to use to deliver Sales Order Processing documents for this customer. If you do not save an option for a customer, will be the default delivery method. If you choose as the delivery method and GP Agent cannot find an address for the customer, GP Agent will fax the document. If no fax number is available for the customer, GP Agent will print the document to a standard printer. If you choose Printer as the delivery method, you will be able to choose a printer. 3. Choose the Document Delivery Address for Sales Transactions. Choose the customer address to use for document delivery. You can choose between the Billing and Shipping address for the customer. If you do not have a Customer Option assigned to a customer, GP Agent will use the Billing address for all Sales Transactions. 4. Choose the Document Format for the different document types. Choose the option you prefer to use to deliver Receivable Statements for this customer. 5. Choose a Default Statement Delivery method. Choose the option you prefer to use to deliver Receivable Statements for this customer. If you do not save an option for a customer, will be the default delivery method. If you choose as the delivery method and GP Agent cannot find an address for the customer, GP Agent will fax the document. If no fax number is available for the customer, GP Agent will print the document to a standard printer. If you choose Printer as the delivery method, you will be able to choose a printer. 92 GP AGENT

93 customer options SETUP 6. Choose a Default Statement ID. Choose a default Statement ID for this customer. If you do not choose a Statement ID, GP Agent will use the Statement ID assigned on the GP Agent User Options. If you print a statement from the Customer List, GP Agent will ignore any customer restrictions inserted for the Statement ID. 7. Choose a Default Delivery method for Invoicing Transactions. Choose the option you prefer to use to deliver Invoicing documents for this customer. If you do not save an option for a customer, will be the default delivery method. If you choose as the delivery method and GP Agent cannot find an address for the customer, GP Agent will fax the document. If no fax number is available for the customer, GP Agent will print the document to a standard printer. If you choose Printer as the delivery method, you will be able to choose a printer. 8. Choose the Document Delivery Address for Invoicing Transactions. Choose the customer address to use for document delivery. You can choose between the Billing and Shipping address for the customer. If you do not have a Customer Option assigned to a customer, GP Agent will use the Billing address for all Sales Transactions. 9. Choose whether or not to track activity. If you mark this item, GP Agent will log activity for this customer. Whenever GP Agent sends an or fax, or prints a document, your customer activity will be logged automatically. You can then use the GP Agent Log Inquiry window to view the activity. 10. Choose how to send Sales documents to the document Salesperson. You can send a customer document to the sales person associated with the customer. You can choose to send the document as part of the standard address list or you can CC or BCC the salesperson. GP AGENT 93

94 customer options SETUP 11. Add a Distribution List. Enter an Address ID from the customer and assign a Distribution List. When you assign a Distribution List to an Address ID, GP Agent will use the addresses for the contacts assigned to the Distribution List rather than the Contact assigned to this customer s address record. For more information on Distribution Lists, refer to page GP AGENT

95 vendor options SETUP Vendor Options GP Agent lets you control how you manage document delivery with each vendor. You do not need to setup any options for your vendors, but if you want to send s to some, faxes to others, and yet other, just print, you can use this window to tell GP Agent how you want to deliver their documents. Drag the pointer through the Cards menu and choose mc² Vendor Options under the Sales menu to open the m² Vendor Options window. You can also access this window by choosing Vendor Options from the Go To items on the Dynamics GP Action Pane when viewing Vendor Lists or Purchasing Transaction Lists. GP AGENT 95

96 vendor options SETUP 1. Enter a Vendor Number. 2. Choose a Default Purchase Order Processing Delivery method. 3. Choose a Default Remittance Deliver method. 4. Choose whether or not to track activity. 5. Add a Distribution List. 1. Enter a Vendor Number. Enter the Vendor Number for which you want to define GP Agent options. 2. Choose a Default Purchase Order Processing Delivery method. Choose the option you prefer to use to deliver Purchase Order Processing documents for this vendor. If you do not save an option for a vendor, will be the default delivery method. If you choose as the delivery method and GP Agent cannot find an address for the vendor, GP Agent will fax the document. If no fax number is available for the customer, GP Agent will print the document to a standard printer. If you choose Printer as the delivery method, you will be able to choose a printer. 3. Choose a Default Remittance Delivery method. Choose the option you prefer to use to deliver Remittance Advices for this vendor. If you do not save an option for a vendor, will be the default delivery method. If you choose as the delivery method and GP 96 GP AGENT

97 vendor options SETUP Agent cannot find an address for the vendor, GP Agent will fax the document. If no fax number is available for the customer, GP Agent will print the document to a standard printer. If you choose Printer as the delivery method, you will be able to choose a printer. 4. Choose whether or not to track activity. If you mark this item, GP Agent will log activity for this vendor. Whenever GP Agent sends an or fax, or prints a document, your customer activity will be logged automatically. You can then use the GP Agent Log Inquiry window to view the activity. 5. Add a Distribution List. Enter an Address ID from the customer and assign a Distribution List. When you assign a Distribution List to an Address ID, GP Agent will use the addresses for the contacts assigned to the Distribution List rather than the Contact assigned to this vendor s address record. For more information on Distribution Lists, refer to page 98. GP AGENT 97

98 GP Agent Contacts SETUP Distribution Lists Maintenance GP Agent lets you create Distribution Lists, if you want to simultaneously send an to the same group of contacts. By creating a Distribution List, GP Agent can be used to send a Dynamics GP document to multiple recipients while entering only one address name, or by assigning a Distribution List to a Customer or Vendor. Once you have created a Distribution List and assigned it to a Customer s or Vendor s Address ID, when you select a document for that Customer or Vendor, GP Agent will automatically add all addressed in the Distribution List as addressees for the . Drag the pointer through the Cards menu and choose mc² Distribution List under the Sales or Purchasing menu to open the m² Distribution List Maintenance window. 98 GP AGENT

99 GP Agent Contacts SETUP 1. Enter a Distribution List Name. 2. Enter or Select Contact for the Distribution List. 1. Enter a Distribution List Name. Enter a Distribution List name to help identify this group of recipients. 2. Enter or Select Contact for the Distribution List. You can enter a Contact Name to be included in this Distribution List. You can add any contact found in GP Agent to any Distribution List, and a contact can be added to more than one Distribution List. You can also view all contacts in the system and choose to insert any Distribution List. If you expand the Distribution List Addresses scrolling window, you can change the recipient type for each Contact in the Distribution List, making some direct recipients, others a Carbon Copy (CC) and others a Blind Carbon Copy (BCC). GP AGENT 99

100 GP Agent Contacts SETUP GP Agent Contacts GP Agent lets you maintain all of your business contacts vendors and customers from a single window. Linked to your Microsoft Dynamics GP Customer or Vendor, you can add additional contacts at each of your customers and vendors, and also make notes about your interaction with these business contacts. Contact information from your Microsoft Dynamics GP Customer and Vendor records is automatically added to the GP Agent Contact Maintenance window when you Build Contacts from the Setup Wizard or Synchronize Contacts from the GP Agent Utilities window (see page 196). You must enter a contact person for the Microsoft Dynamics GP record for GP Agent to consider it a valid contact. Vendors or Customers, as well as Vendor and Customer Addresses, without a Contact Person will not be added. Similarly, if you have already entered addresses for Customers or Vendors within Microsoft Dynamics GP on the Internet Information window, this information will be copied to these GP Agent tables, but all subsequent updates to address information must be entered through the GP Agent windows. GP Agent will always lookup addresses based on the Contact s first and last name, and match that to the Customer or Vendor associated with the transaction or record. GP Agent uses a hierarchy to determine which address to use if addresses exist in more than one location. If you are integrating with Outlook, GP Agent will always use the address contained in the Outlook Contact. If the Outlook contact does not contain an address or if you are not integrating with Outlook, GP Agent will look in the Contact Maintenance tables for an address. If GP Agent does not find an address in the Contact Maintenance tables, GP Agent will look for an address from the Dynamics GP Internet Information window for that Customer or Vendor. Integrating with Outlook If you integrate with Outlook, GP Agent will synchronize your Outlook Contact information. When you update information on this window or on the Customer or Vendor Maintenance windows, your Outlook Contact information will be instantly 100 GP AGENT

101 GP Agent Contacts SETUP updated. Changes to contact information or addresses can be made either in Outlook or on this window, as any changes made will be synchronized. If you delete a contact from GP Agent or Microsoft Dynamics GP, the Outlook Contact will not be deleted. If you are using Exchange Server and integrating with Outlook, when updating the GP Agent Contact Maintenance information, Outlook will use the Exchange Server format for your internal domain addresses (example: /o=domain/ou=orgianizational unit/cn=recients/cn=mailbox) rather than the domain format ([email protected]). This will not impact the delivery of your s, and is a behavior of Outlook that cannot be changed by GP Agent. If not integrating with Outlook, you must use this window to assign addresses to Customers and Vendors. Drag the pointer through the Cards menu and choose mc² Contact Maintenance under the Sales or Purchasing menu to open the m² Contact Maintenance window. GP AGENT 101

102 GP Agent Contacts SETUP New This button clears the contact fields and prepares the window so that you can enter new contact information. Save This button lets you save the current contact information. Clear This button clears all contact fields. If you have not saved the current contact information, that information will be lost. Delete This button deletes the currently displayed contact. Find This button opens the Contact Lookup window to search for a contact. 102 GP AGENT

103 GP Agent Contacts SETUP This button gives you quick access to a new message window. Notes This button gives you quick access to the GP Agent Contact Notes window. Add To Outlook If you are integrating with Outlook you can use this button to manually add or update the contact information in Outlook. GP AGENT 103

104 GP Agent Contact Notes SETUP GP Agent Contact Notes GP Agent lets you keep notes on all of your business contacts vendors and customers from a single window. Linked to your Microsoft Dynamics GP Customer or Vendor, you can add additional contacts at each of your customers and vendors, and also make notes about your interaction with these business contacts. Click on the Notes Contact Notes window. button on the Contact Maintenance window to open the New This button clears the note fields and prepares the window so that you can enter a new note. Save This button lets you save the current note information. 104 GP AGENT

105 GP Agent Contact Notes SETUP Clear This button clears all note fields. If you have not saved the current note information, that information will be lost. Delete This button deletes the currently displayed note. GP AGENT 105

106 scheduling PROCEDURES Procedures The Procedures section described in this chapter provide a step-by-step guide for using GP Agent. GP Agent lets you schedule batch postings, reports, routines, table maintenance and script procedures. You can also combine these different tasks into a task group. This section will show you how to setup a schedule for each type of task. GP Agent needs different information for each type of task, so they have been separated into different sections. Scheduling Batches Drag the pointer through the Setup and Routines menu and choose mc 2 Scheduler to open the Scheduled Task Maintenance window. Select Batch Posting from the Process field. 106 GP AGENT

107 scheduling PROCEDURES GP AGENT 107

108 scheduling PROCEDURES 1. Enter a Task ID 2. Enter a Task Description 3. Choose Batch Posting from the Process drop-down List. 4. Choose the Series. 5. Choose the Origin. 6. Choose a Batch Status. 7. Make a Batch Selection 8. Mark the batches you want to schedule, or enter a start and end range or a pattern. 9. Select a Process Server. 10. Choose a Printer. 11. Choose a Notification type. 12. Choose to Schedule Once or Repeat At. 13. Enter a Date and Time. 14. Choose destinations for posting reports. 15. Choose companies. 16. Click the Save button to save the task or click the Schedule button to schedule the batch posting. 1. Enter a Task ID 108 GP AGENT

109 scheduling PROCEDURES Enter a Task ID. This Task ID will be used to uniquely identify this task in lookup windows and on the mc² GP Agent window. 2. Enter a Task Description Enter a description of this task, to help better identify it. 3. Chose Batch Posting from the Process drop-down List. To schedule a batch posting, you need to select Batch Posting from the Process drop-down List. When you choose this option, other fields will be disabled or enabled based on your selection. 4. Choose the Series. From the Series drop-down List, choose the series you want to see displayed in the scrolling window. If you choose All, you will see all batches. If you choose a specific series, for example Sales, you will only see Sales batches. Only batches that can be posted from a Batch Entry, Series Post or the Master Post window will appear in the scrolling window. For example, Payables Management Computer Check and Payroll batches will not be displayed. 5. Choose the Origin. From the Origin drop-down List, choose the Origin you want to see displayed in the scrolling window. Origin refers to the types of transactions available in your accounting system. If you choose All, you will see all batches for your chosen Series. If you choose a specific Origin, for example Receivables Sales Entry, you will only see Receivables Management Sales transaction batches. If you choose SOP Transfer, the Expansion button will be enabled and you will be able to open the Sales Transfer Document window. When you schedule this task, the options chosen on the Sales Transfer Document window will be used to determine how to transfer the documents contained in the batches. When GP Agent runs the task, windows that might normally open, such as the Sales Quantity Shortage GP AGENT 109

110 scheduling PROCEDURES Options, cannot open on the Process Server, so all quantity shortages will use only the options from the Sales Transfer Documents window. Choose the options that you want to use for the current task and click OK to save your options. 6. Choose a Batch Status. Choose the status that you want the batch to have before GP Agent can post the batch. 110 GP AGENT

111 scheduling PROCEDURES If you want GP Agent to post a batch only if it has been marked, then select Marked from the drop-down List. If the batch requires approval then GP Agent will ask you for the approval password, and approve the batch for you when it is due to be posted. If you want GP Agent to post a batch even if it is available, then select Available from the drop-down List. GP Agent will automatically mark and post the batch when it is due to be posted. If the batch requires approval then GP Agent will ask you for the approval password, and approve the batch for you when it is due to be posted. If you want GP Agent to post a batch only if it has been approved GP Agent will check the approval status before posting the batch. 7. Make a batch selection If you choose to include individual batches, the batches must already exist, and you must put a checkmark next to each batch (see next item) to be scheduled to post. If you choose all batches, GP Agent will store the Series, Origin and Batch Status information you have selected and will post all batches for that series and origin that match the batch status you have chosen. For example, if you choose Financial and General Entry and Marked, then all Financial General Entry batches that have been marked to post will be posted. If you choose a batch range, GP Agent will store the Series, Origin and Batch Status information you have selected and will post a range of batches for that series and origin that fall under the batch status you have chosen and that fall within the Batch ID range you have entered. For example, if you choose Financial and General Entry and Available, and you entered a Starting Batch of GLTRX and an Ending Batch of GLTRY then all Financial General Entry batches that begin GLTRX will be posted. GP AGENT 111

112 scheduling PROCEDURES 8. Mark the batches you want to schedule, or enter a start and end range or pattern. If you chose include individual batches (#7 above), mark the batches that you want to schedule for posting. If you choose all batches, you will not have any other options. If you choose a batch range, enter a beginning and ending batch ranges. Batch ranges are based on Batch ID, and the batches do not need to exist in order to be scheduled. 9. Select a Process Server. The drop-down List will display all DPS Servers or Services you have setup in your system. Choose the DPS Server or Service you want to schedule to execute the task. To verify that a DPS is available, click on the lookup button. This will display the status of all configured DPS computers. If a DPS is not available when you attempt to schedule the task, you will get an error message and you will not be able to schedule the task. 112 GP AGENT

113 scheduling PROCEDURES Click on the Expansion Button next to the Process Server dropdown List to enter additional settings. Enter these values only if you are very experienced with and the DPS. Changing these values will impact how the Process Server manages the task you submit. Enter a Load Factor with a value from 1 to represents the lightest load and 1000 the heaviest load. This field is optional. If you do not enter a value, GP Agent will assign a value of 500. The Load Factor lets you tell a DPS the kind of effort this task might put on the computer running the task. This is useful if you are using load balancing, so that the Process Monitor can determine whether or not this task should be sent to another DPS. Enter a Priority with a value from 1 to represents the highest priority and 100 the lowest priority. This field is optional. If you do not enter a value, GP Agent will assign a value of 50. The Priority value lets you tell a DPS how to schedule the task if the DPS is busy running other tasks that are waiting to be processed. If the priority is higher than tasks currently in the DPS process queue, your GP AGENT 113

114 scheduling PROCEDURES new task will be placed ahead of the other tasks. If the priority is lower, this task will be placed at the end of the queue, and other tasks that have a higher priority can be placed in front of this task. Tasks with the same priority will be processed in the order they were submitted to the DPS. 10. Choose a Printer. Choose the printer that you want to use to print the posting journals for any batches you mark to post. If you choose a printer that is not available for that DPS, posting journals will print on the Windows default printer. Click on the Lookup buttons to see a List of available printers. 11. Choose a Notification type. 114 GP AGENT

115 scheduling PROCEDURES If you want to be notified when the scheduled task has finished, choose a notification method. Choose Warning if you want your computer to pop-up a warning dialog box when the task finishes. If you have chosen to repeat the task at regular intervals, a warning dialog will pop-up each time the task has finished. If you are not logged into when the task has finished, you will not receive the message. If you choose notification, you will be able to enter a List of addresses or choose addresses from your Outlook Contacts. When you choose notification, you can have a notification ed to any recipient to let them know when the task has completed. GP AGENT 115

116 scheduling PROCEDURES You can also have any reports that are generated as part of the posting process ed to any recipient you choose. In order to have the reports ed, you must choose a file destination for the task. Use the Destination button to assign a file destination. Report notification has not been implemented in this version. 12. Choose to Schedule Once or Repeat At. If you want your task to execute once, choose Schedule Once. If you want your task to be repeated again and again, choose Repeat At. For more information about repeating tasks, see Repeating Schedules on page Enter a Date and Time. Enter the date and time that you want the task processed. If you enter a date and time that has already passed, the task will be queued for processing within 1 or 2 minutes. If you are scheduling a repeating task, the task will be queued starting at the date and time you have entered. 14. Choose destinations for posting reports. If you are choosing All or a range of batches, click on the Destinations button to choose the destination for the posting reports. If you do not choose destinations, GP Agent will use the default company settings. 116 GP AGENT

117 scheduling PROCEDURES If the default company settings are empty, or if the Ask Each Time is the only option marked, no posting reports will print. 15. Choose companies. Click on the Companies button to open the Select Companies window. You will be able to choose the companies in which you want this task to run. Although all companies will be displayed, you must have access to the companies in order to select them. GP AGENT 117

118 scheduling PROCEDURES You can use the Mark All and Unmark All buttons to select all or no companies. If you do not assign a company to a task, when you schedule a task, it will run only in the company you are logged into at the time you initiate the schedule. 16. Click on the Save or Process button. Click on the Save button when you are ready to save your task settings. Click on the Schedule button when you are ready to schedule your tasks. 118 GP AGENT

119 scheduling PROCEDURES Scheduling Reports Drag the pointer through the Setup and Routines menu and choose mc 2 Scheduler to open the Scheduled Task Maintenance window. Select Reports from the Process field. GP AGENT 119

120 scheduling PROCEDURES 1. Enter a Task ID. 2. Enter a Task Description. 3. Choose Reports from the Process drop-down List. 4. Choose the Series. 5. Choose the Report. 6. Choose a Report Type 7. Choose a Report Option. 8. Select a Process Server. 9. Choose a Printer. 10. Choose a Notification type. 11. Choose to Schedule Once or Repeat At. 12. Enter a Date and Time. 13. Choose companies 14. Choose a report destination. 15. Click the Process button to schedule the batch posting. 1. Enter a Task ID 120 GP AGENT

121 scheduling PROCEDURES Enter a Task ID. This Task ID will be used to uniquely identify this task in lookup windows and on the mc² GP Agent window. 2. Enter a Task Description Enter a description of this task, to help better identify it. 3. Chose Reports from the Process drop-down List. To schedule a report, you need to select Reports from the Process dropdown List. When you choose this option, other fields will be disabled or enabled based on your selection. 4. Choose the Series. From the Series drop-down List, choose the series for the report you want to schedule. Choosing All will not display any reports. Choose a specific series, such as Sales, to see Sales reports. 5. Choose the Report. From the Report drop-down List, choose the report you want to schedule. Based on the Series you choose, you will see a different List of reports. The List is based on the report selections available on the Reports Palette for the Series you have chosen. For example, if you selected Purchasing, your List would include Setup, Trial Balance, Analysis, Posting Journals, History, Custom Reports. 6. Choose a Report Type. Choose the type of report that you want to schedule. Based on the Report you have chosen, you will see a different List. The List is based on the reports available to you from the window corresponding to the Report you choose above. For example, if you selected the Financial Series, and then Trial Balance report, your List would include Detailed, Summary, etc. GP AGENT 121

122 scheduling PROCEDURES 7. Choose a Report Option. Choose a report option for the report you want to schedule. Based on the report and report type you chose above, you will see a different List. The List is based on the Options that you have defined for a particular report. For example, if you selected Detailed, you would see a List of all options you have defined for printing a Detailed Trial Balance. Your report option will determine your destination information for this task. If the report option destination has Print to Screen marked, you will be prompted for a different report destination. 8. Select a Process Server. The drop-down List will display all DPS Servers or Services you have setup in your system. Choose the DPS Server or Service you want to schedule to execute the task. To verify that a DPS is available, click on the lookup button. This will display the status of all configured DPS computers. If a DPS is not available when you attempt to schedule the task, you will get an error message and you will not be able to schedule the task. 122 GP AGENT

123 scheduling PROCEDURES Click on the Expansion Button next to the Process Server dropdown List to enter additional settings. Enter these values only if you are very experienced with and the DPS. Changing these values will impact how the Process Server manages the task you submit. Enter a Load Factor with a value from 1 to represents the lightest load and 1000 the heaviest load. This field is optional. If you do not enter a value, GP Agent will assign a value of 500. The Load Factor lets you tell a DPS the kind of effort this task might put on the computer running the task. This is useful if you are using load balancing, so that the Process Monitor can determine whether or not this task should be sent to another DPS. Enter a Priority with a value from 1 to represents the highest priority and 100 the lowest priority. This field is optional. If you do not enter a value, GP Agent will assign a value of 50. The Priority value lets you tell a DPS how to schedule the task if the DPS is busy running other tasks that are waiting to be processed. If the priority is higher than tasks currently in the DPS process queue, your new task will be placed ahead of the other tasks. If the priority is lower, this task will be placed at the end of the queue, and other tasks that have GP AGENT 123

124 scheduling PROCEDURES a higher priority can be placed in front of this task. Tasks with the same priority will be processed in the order they were submitted to the DPS. 9. Choose a Printer. Choose the printer that you want to use to print the posting journals for any batches you mark to post. If you choose a printer that is not available for that DPS, posting journals will print on the Windows default printer. Click on the Lookup buttons to see a List of available printers. 10. Choose a Notification type. 124 GP AGENT

125 scheduling PROCEDURES If you want to be notified when the scheduled task has finished, choose a notification method. Choose Warning if you want your computer to pop-up a warning dialog box when the task finishes. If you have chosen to repeat the task at regular intervals, a warning dialog will pop-up each time the task has finished. If you are not logged into when the task has finished, you will not receive the message. If you choose notification, you will be able to enter a List of addresses or choose addresses from your Outlook Contacts. When you choose notification, you can have a notification GP AGENT 125

126 scheduling PROCEDURES ed to any recipient to let them know when the task has completed. You can also have any reports that are generated as part of the posting process ed to any recipient you choose. In order to have the reports ed, you must send the reports to a file. Report notification has not been implemented in this version. 11. Choose to Schedule Once or Repeat At. If you want your task to execute once, choose Schedule Once. If you want your task to be repeated again and again, choose Repeat At. For more information about repeating tasks, see Repeating Schedules on page Enter a Date and Time. Enter the date and time that you want the task processed. If you enter a date and time that has already passed, the task will be queued for processing within 1 or 2 minutes. If you are scheduling a repeating task, the task will be queued starting at the date and time you have entered. 13. Choose companies. Click the Companies button to open the Select Companies window. You will be able to choose the companies in which you want this task to run. Although all companies will be displayed, you must have access to the companies in order to select them. You can use the Mark All and Unmark All buttons to select all or no companies. If you do not assign a company to a task, when you schedule a task, it will run only in the company you are logged into at the time you initiate the schedule. 126 GP AGENT

127 scheduling PROCEDURES GP AGENT 127

128 scheduling PROCEDURES 14. Choose a Report Destination Click on the Destination button to add a report destination. You can send this report to a file or the printer assigned in step 9. If you want to send an of the report, you must choose a file destination. If the report option has a file or printer already destination assigned in GP, this will be the default for this task. If the report option has a Screen destination, GP Agent will assign the printer as a default destination. GP Agent will use the Default Destination for the report option you have chosen and will also attach any additional files you might want to include as part of the task. 15. Click on the Save or Process button. 128 GP AGENT

129 scheduling PROCEDURES Click on the Save button when you are ready to save your task settings. Click on the Process button when you are ready to schedule your tasks. If printer destinations are required for any reports generated by the task you have selected, you will be prompted for a report destination. If you click Cancel, reports will not be printed, but the task will still be processed. The Cancel button does not cancel the task that you have scheduled. GP AGENT 129

130 scheduling PROCEDURES Scheduling Maintenance Drag the pointer through the Setup and Routines menu and choose mc 2 Scheduler to open the Scheduled Task Maintenance window. Select Maintenance from the Process field. 130 GP AGENT

131 scheduling PROCEDURES 1. Enter a Task ID. 2. Enter a Task Description. 3. Choose Maintenance from the Process drop-down List. 4. Choose the Maintenance Type. 5. Select a Process Server. 6. Choose a Printer. 7. Choose a Notification type. 8. Choose to Schedule Once or Repeat At. 9. Enter a Date and Time. 10. Choose Companies 11. Choose a Report Destination 12. Click the Process button to schedule the batch posting. 1. Enter a Task ID Enter a Task ID. This Task ID will be used to uniquely identify this task in lookup windows and on the mc² GP Agent window. 2. Enter a Task Description Enter a description of this task, to help better identify it. 3. Chose Maintenance from the Process drop-down List. GP AGENT 131

132 scheduling PROCEDURES To schedule a table maintenance task, you need to select Maintenance from the Process drop-down List. When you choose this option, other fields will be disabled or enabled based on your selection. 4. Choose the Maintenance Type. From the Type drop-down List, choose the routine you want to schedule. You will have a choice of Check Links, Rebuild or Shrink. 5. Select a Process Server. The drop-down List will display all DPS Servers or Services you have setup in your system. Choose the DPS Server or Service you want to schedule to execute the task. To verify that a DPS is available, click on the lookup button. This will display the status of all configured DPS computers. If a DPS is not available when you attempt to schedule the task, you will get an error message and you will not be able to schedule the task. 132 GP AGENT

133 scheduling PROCEDURES Click on the Expansion Button next to the Process Server dropdown List to enter additional settings. Enter these values only if you are very experienced with and the DPS. Changing these values will impact how the Process Server manages the task you submit. GP AGENT 133

134 scheduling PROCEDURES Enter a Load Factor with a value from 1 to represents the lightest load and 1000 the heaviest load. This field is optional. If you do not enter a value, GP Agent will assign a value of 500. The Load Factor lets you tell a DPS the kind of effort this task might put on the computer running the task. This is useful if you are using load balancing, so that the Process Monitor can determine whether or not this task should be sent to another DPS. Enter a Priority with a value from 1 to represents the highest priority and 100 the lowest priority. This field is optional. If you do not enter a value, GP Agent will assign a value of 50. The Priority value lets you tell a DPS how to schedule the task if the DPS is busy running other tasks that are waiting to be processed. If the priority is higher than tasks currently in the DPS process queue, your new task will be placed ahead of the other tasks. If the priority is lower, this task will be placed at the end of the queue, and other tasks that have a higher priority can be placed in front of this task. Tasks with the same priority will be processed in the order they were submitted to the DPS. 6. Choose a Printer. Choose the printer that you want to use to print the posting journals for any batches you mark to post. If you choose a printer that is not 134 GP AGENT

135 scheduling PROCEDURES available for that DPS, posting journals will print on the Windows default printer. Click on the Lookup buttons to see a List of available printers. 7. Choose a Notification type. If you want to be notified when the scheduled task has finished, choose a notification method. Choose Warning if you want your computer to pop-up a warning dialog box when the task finishes. If you have chosen to repeat the task at regular intervals, a warning dialog will pop-up each time the task has finished. If you are not logged into when the task has finished, you will not receive the message. GP AGENT 135

136 scheduling PROCEDURES If you choose notification, you will be able to enter a List of addresses or choose addresses from your Outlook Contacts. When you choose notification, you can have a notification ed to any recipient to let them know when the task has completed. You can also have any reports that are generated as part of the posting process ed to any recipient you choose. In order to have the reports ed, you must send the reports to a file. Report notification has not been implemented in this version. 136 GP AGENT

137 scheduling PROCEDURES 8. Choose to Schedule Once or Repeat At. If you want your task to execute once, choose Schedule Once. If you want your task to be repeated again and again, choose Repeat At. For more information about repeating tasks, see Repeating Schedules on page Enter a Date and Time. Enter the date and time that you want the task processed. If you enter a date and time that has already passed by, the task will be queued for processing within 1 or 2 minutes. If you are scheduling a repeating task, the task will be queued starting at the date and time you have entered. 10. Choose companies. Click the Companies button to open the Select Companies window. You will be able to choose the companies in which you want this task to run. Although all companies will be displayed, you must have access to the companies in order to select them. You can use the Mark All and Unmark All buttons to select all or no companies. If you do not assign a company to a task, when you schedule a task, it will run only in the company you are logged into at the time you initiate the schedule. GP AGENT 137

138 scheduling PROCEDURES 11. Choose a Report Destination Click on the Destination button to add a report destination. You can send this report to a file or the printer assigned in step 6. If you want to send an of the report, you must choose a file destination. 138 GP AGENT

139 scheduling PROCEDURES GP Agent will use the Default Destination for the report option you have chosen and will also attach any additional files you might want to include as part of this task. 12. Click on the Save or Process button. Click on the Save button when you are ready to save your task settings. Click on the Process button when you are ready to schedule your tasks. If printer destinations are required for any reports generated by the task you have selected, you will be prompted for a report destination. If you click Cancel, reports will not be printed, but the task will still be processed. The Cancel button does not cancel the task that you have scheduled. GP AGENT 139

140 scheduling PROCEDURES Scheduling Routines Drag the pointer through the Setup and Routines menu and choose mc 2 Scheduler to open the Scheduled Task Maintenance window. Select Routines from the Process field. 140 GP AGENT

141 scheduling PROCEDURES 1. Enter a Task ID. 2. Enter a Task Description. 3. Choose Routines from the Process drop-down List. 4. Choose the Series. 5. Choose the Routine Type. 6. Select Routine Options. 7. Choose a Notification type. 8. Select a Process Server. 9. Choose a Printer. 10. Choose to Schedule Once or Repeat At. 11. Enter a Date and Time. 12. Choose Companies. 13. Choose a Report Destination. 14. Click the Process button to schedule the batch posting. 1. Enter a Task ID Enter a Task ID. This Task ID will be used to uniquely identify this task in lookup windows and on the mc² GP Agent window. 2. Enter a Task Description Enter a description of this task, to help better identify it. GP AGENT 141

142 scheduling PROCEDURES 3. Chose Routines from the Process drop-down List. To schedule a routine task, you need to select Routines from the Process drop-down List. When you choose this option, other fields will be disabled or enabled based on your selection. 4. Choose the Series. From the Series drop-down List, choose the series that includes the routine you want to schedule. Choosing All will not display any routines. Choose a specific series, such as Sales, to see Sales routines. 5. Choose the Routine Type. From the Routine drop-down List, choose the routine you want to schedule. Based on the series you choose, you will see a different List of routines. For example, if you selected Sales, your List would include File Maintenance, Reconcile, Year-End Close, Aging, Finance Charges. 6. Choose Routine Options. Click on the Expansion button next to the Routine Type to specify options for your task. Based on the Routine Type, the appropriate window will open, and the Extras menu will appear. When you have completed the window, choose Return to Scheduler from the Extras menu, and your window information will be used when the task is scheduled. 7. Select a Process Server. The drop-down List will display all DPS Servers or Services you have setup in your system. Choose the DPS Server or Service you want to schedule to execute the task. 142 GP AGENT

143 scheduling PROCEDURES To verify that a DPS is available, click on the lookup button. This will display the status of all configured DPS computers. If a DPS is not available when you attempt to schedule the task, you will get an error message and you will not be able to schedule the task. Click on the Expansion Button next to the Process Server dropdown List to enter additional settings. GP AGENT 143

144 scheduling PROCEDURES Enter these values only if you are very experienced with and the DPS. Changing these values will impact how the Process Server manages the task you submit. Enter a Load Factor with a value from 1 to represents the lightest load and 1000 the heaviest load. This field is optional. If you do not enter a value, GP Agent will assign a value of 500. The Load Factor lets you tell a DPS the kind of effort this task might put on the computer running the task. This is useful if you are using load balancing, so that the Process Monitor can determine whether or not this task should be sent to another DPS. Enter a Priority with a value from 1 to represents the highest priority and 100 the lowest priority. This field is optional. If you do not enter a value, GP Agent will assign a value of 50. The Priority value lets you tell a DPS how to schedule the task if the DPS is busy running other tasks that are waiting to be processed. If the priority is higher than tasks currently in the DPS process queue, your new task will be placed ahead of the other tasks. If the priority is lower, this task will be placed at the end of the queue, and other tasks that have a higher priority can be placed in front of this task. Tasks with the same priority will be processed in the order they were submitted to the DPS. 8. Choose a Printer. Choose the printer that you want to use to print the posting journals for any batches you mark to post. If you choose a printer that is not available for that DPS, posting journals will print on the Windows default printer. Click on the Lookup buttons to see a List of available printers. 144 GP AGENT

145 scheduling PROCEDURES 9. Choose a Notification type. If you want to be notified when the scheduled task has finished, choose a notification method. Choose Warning if you want your computer to pop-up a warning dialog box when the task finishes. If you have chosen to repeat the task at regular intervals, a warning dialog will pop-up each time the task has finished. If you are not logged into when the task has finished, you will not receive the message. GP AGENT 145

146 scheduling PROCEDURES If you choose notification, you will be able to enter a List of addresses or choose addresses from your Outlook Contacts. When you choose notification, you can have a notification ed to any recipient to let them know when the task has completed. You can also have any reports that are generated as part of the posting process ed to any recipient you choose. In order to have the reports ed, you must send the reports to a file. 146 GP AGENT

147 scheduling PROCEDURES Report notification has not been implemented in this version. 10. Choose to Schedule Once or Repeat At. If you want your task to execute once, choose Schedule Once. If you want your task to be repeated again and again, choose Repeat At. For more information about repeating tasks, see Repeating Schedules on page Enter a Date and Time. Choose the date and time that you want the task processed. If you enter a date and time that has already passed, the task will be queued for processing within 1 or 2 minutes. If you are scheduling a repeating task, the task will be queued starting at the date and time you have entered. 13. Choose companies. Click the Companies button to open the Select Companies window. You will be able to choose the companies in which you want this task to run. Although all companies will be displayed, you must have access to the companies in order to select them. You can use the Mark All and Unmark All buttons to select all or no companies. If you do not assign a company to a task, when you schedule a task, it will run only in the company you are logged into at the time you initiate the schedule. GP AGENT 147

148 scheduling PROCEDURES 14. Choose a Report Destination Click on the Destination button to add a report destination. You can send this report to a file or the printer assigned in step 8. If you want to send an of the report, you must choose a file destination. 148 GP AGENT

149 scheduling PROCEDURES GP Agent will use the Default Destination for the report option you have chosen and will also attach any additional files you might want to include as part of this task. 15. Click on the Save or Process button. Click on the Save button when you are ready to save your task settings. Click on the Process button when you are ready to schedule your tasks. If printer destinations are required for any reports generated by the task you have selected, you will be prompted for a report destination. If you click Cancel, reports will not be printed, but the task will still be processed. The Cancel button does not cancel the task that you have scheduled. GP AGENT 149

150 scheduling PROCEDURES Scheduling Scripts Drag the pointer through the Setup and Routines menu and choose mc 2 Scheduler to open GP Agent window. Select Script Statements from the Process field. 150 GP AGENT

151 scheduling PROCEDURES 1. Enter a Task ID. 2. Enter a Task Description. 3. Choose Script Statements from the Process dropdown List. 4. Select a Process Server. 5. Choose a Printer. 6. Choose a Notification type. 7. Choose to Schedule Once or Repeat At. 8. Enter a Date and Time. 9. Enter scripts. 10. Use the Companies button to choose companies. 11. Click the Save or Schedule button. 1. Enter a Task ID Enter a Task ID. This Task ID will be used to uniquely identify this task in lookup windows and on the mc² GP Agent window. 2. Enter a Task Description Enter a description of this task, to help better identify it. 3. Chose Script Statements from the Process drop-down List. To schedule a routine task, you need to select Script Statements from the Process drop-down List. When you choose this option, other fields will be disabled and the task detail scrolling window will appear. GP AGENT 151

152 scheduling PROCEDURES 4. Select a Process Server. The drop-down List will display all DPS Servers or Services you have setup in your system. Choose the DPS Server or Service you want to schedule to execute the task. To verify that a DPS is available, click on the lookup button. This will display the status of all configured DPS computers. If a DPS is not available when you attempt to schedule the task, you will get an error message and you will not be able to schedule the task. Click on the Expansion Button next to the Process Server dropdown List to enter additional settings. 152 GP AGENT

153 scheduling PROCEDURES Enter these values only if you are very experienced with and the DPS. Changing these values will impact how the Process Server manages the task you submit. Enter a Load Factor with a value from 1 to represents the lightest load and 1000 the heaviest load. This field is optional. If you do not enter a value, GP Agent will assign a value of 500. The Load Factor lets you tell a DPS the kind of effort this task might put on the computer running the task. This is useful if you are using load balancing, so that the Process Monitor can determine whether or not this task should be sent to another DPS. Enter a Priority with a value from 1 to represents the highest priority and 100 the lowest priority. This field is optional. If you do not enter a value, GP Agent will assign a value of 50. The Priority value lets you tell a DPS how to schedule the task if the DPS is busy running other tasks that are waiting to be processed. If the priority is higher than tasks currently in the DPS process queue, your new task will be placed ahead of the other tasks. If the priority is lower, this task will be placed at the end of the queue, and other tasks that have a higher priority can be placed in front of this task. Tasks with the same priority will be processed in the order they were submitted to the DPS. GP AGENT 153

154 scheduling PROCEDURES 5. Choose a Printer. Choose the printer that you want to use to print the report for this task. Script Statements will generate a Script Log that will indicate any errors that may have happened when GP Agent attempted to execute the script. If you choose a printer that is not available for that DPS, reports will print on the Windows default printer. Click on the Lookup buttons to see a List of available printers. 6. Choose a Notification type. If you want to be notified when the scheduled task has finished, choose a notification method. 154 GP AGENT

155 scheduling PROCEDURES Choose Warning if you want your computer to pop-up a warning dialog box when the task finishes. If you have chosen to repeat the task at regular intervals, a warning dialog will pop-up each time the task has finished. If you are not logged into when the task has finished, you will not receive the message. If you choose notification, you will be able to enter a List of addresses or choose addresses from your Outlook Contacts. When you choose notification, you can have a notification ed to any recipient to let them know when the task has completed. You can also have any reports that are generated as part of the posting process ed to any recipient you choose. GP AGENT 155

156 scheduling PROCEDURES In order to have the reports ed, you must send the reports to a file. Report notification has not been implemented in this version. 7. Choose to Schedule Once or Repeat At. If you want your task to execute once, choose Schedule Once. If you want your task to be repeated again and again, choose Repeat At. For more information about repeating tasks, see Repeating Schedules on page Enter a Date and Time. Choose the date and time that you want the task processed. If you enter a date and time that has already passed, the task will be queued for processing within 1 or 2 minutes. If you are scheduling a repeating task, the task will be queued starting at the date and time you have entered. 9. Enter scripts. You cannot enter scripts directly on the mc² GP Agent window. Click on the Expansion button to open the Scheduler Script window. 1. Choose the order in which you want to execute the scripts. 2. Choose the Error handling. If marked, the entire task will be aborted if the specified script generates an error condition. 3. Choose the script type. You can execute either SQL statements or SanScript (Dexterity) statements. 4. When you choose SanScript statements, you must also select the dictionary context in which you want the Dexterity code to run. 156 GP AGENT

157 scheduling PROCEDURES 5. Enter a brief description of the script. 6. Enter the script or use the button to import a script from a text file. 7. Click on the Save button to save your script. 8. Click on the Undo button to revert to the previous script version. 9. Click on the Clear button to erase the script. Please refer to the appendix on script processing (page 215) for more information about executing scripts. GP AGENT 157

158 scheduling PROCEDURES 11. Choose companies. Click the Companies button to open the Select Companies window. You will be able to choose the companies in which you want this task to run. Although all companies will be displayed, you must have access to the companies in order to select them. 158 GP AGENT

159 scheduling PROCEDURES You can use the Mark All and Unmark All buttons to select all or no companies. If you do not assign a company to a task, when you schedule a task, it will run only in the company you are logged into at the time you initiate the schedule. 12. Choose a Report Destination Click on the Destination button to add a report destination. You can send this report to a file or the printer assigned in step 6. If you want to send an of the report, you must choose a file destination. GP Agent will use the Default Destination for the report option you have chosen and will also attach any additional files you might want to include as part of this task. 13. Click on the Save or Process button. GP AGENT 159

160 scheduling PROCEDURES Click on the Save button when you are ready to save your task settings. Click on the Process button when you are ready to schedule your tasks. If printer destinations are required for any reports generated by the task you have selected, you will be prompted for a report destination. If you click Cancel, reports will not be printed, but the task will still be processed. The Cancel button does not cancel the task that you have scheduled. 160 GP AGENT

161 scheduling PROCEDURES Scheduling Groups Groups allow you to run multiple tasks in a specific order. Drag the pointer through the Setup and Routines menu and choose mc 2 Scheduler to open GP Agent window. Select Process Group from the Process field. GP AGENT 161

162 scheduling PROCEDURES 1. Enter a Task ID. 2. Enter a Task Description. 3. Choose Process Group from the Process dropdown List. 4. Select a Process Server. 5. Choose a Printer. 6. Choose a Notification type. 7. Choose to Schedule Once or Repeat At. 8. Enter a Date and Time. 9. Select Tasks. 10. Use the Companies button to choose companies. 11. Click on the Save or Process button. 1. Enter a Task ID Enter a Task ID. This Task ID will be used to uniquely identify this task in lookup windows and on the Schedule Manager window. 2. Enter a Task Description Enter a description of this task, to help better identify it. 3. Chose Process Group from the Process drop-down List. To schedule a routine task, you need to select Process Group from the Process drop-down List. When you choose this option, other fields will be disabled and the task detail scrolling window will be displayed. 162 GP AGENT

163 scheduling PROCEDURES 4. Select a Process Server. The drop-down List will display all DPS Servers or Services you have setup in your system. Choose the DPS Server or Service you want to schedule to execute the task. To verify that a DPS is available, click on the lookup button. This will display the status of all configured DPS computers. If a DPS is not available when you attempt to schedule the task, you will get an error message and you will not be able to schedule the task. Click on the Expansion Button next to the Process Server dropdown List to enter additional settings. GP AGENT 163

164 scheduling PROCEDURES Enter these values only if you are very experienced with and the DPS. Changing these values will impact how the Process Server manages the task you submit. Enter a Load Factor with a value from 1 to represents the lightest load and 1000 the heaviest load. This field is optional. If you do not enter a value, GP Agent will assign a value of 500. The Load Factor lets you tell a DPS the kind of effort this task might put on the computer running the task. This is useful if you are using load balancing, so that the Process Monitor can determine whether or not this task should be sent to another DPS. Enter a Priority with a value from 1 to represents the highest priority and 100 the lowest priority. This field is optional. If you do not enter a value, GP Agent will assign a value of 50. The Priority value lets you tell a DPS how to schedule the task if the DPS is busy running other tasks that are waiting to be processed. If the priority is higher than tasks currently in the DPS process queue, your new task will be placed ahead of the other tasks. If the priority is lower, this task will be placed at the end of the queue, and other tasks that have a higher priority can be placed in front of this task. Tasks with the same priority will be processed in the order they were submitted to the DPS. 164 GP AGENT

165 scheduling PROCEDURES 5. Choose a Printer. Choose the printer that you want to use to print the posting journals for any batches you mark to post. If you choose a printer that is not available for that DPS, posting journals will print on the Windows default printer. Click on the Lookup buttons to see a List of available printers. 6. Choose a Notification type. If you want to be notified when the scheduled task has finished, choose a notification method. Choose Warning if you want your computer to pop-up a warning dialog box when the task finishes. If you have chosen to repeat the task at regular intervals, a warning dialog will pop-up each time the task has GP AGENT 165

166 scheduling PROCEDURES finished. If you are not logged into when the task has finished, you will not receive the message. If you choose notification, you will be able to enter a List of addresses or choose addresses from your Outlook Contacts. When you choose notification, you can have a notification ed to any recipient to let them know when the task has completed. You can also have any reports that are generated as part of the posting process ed to any recipient you choose. 166 GP AGENT

167 scheduling PROCEDURES In order to have the reports ed, you must send the reports to a file. Report notification has not been implemented in this version. 7. Choose to Schedule Once or Repeat At. If you want your task to execute once, choose Schedule Once. If you want your task to be repeated again and again, choose Repeat At. For more information about repeating tasks, see Repeating Schedules on page Enter a Date and Time. Choose the date and time that you want the task processed. If you enter a date and time that has already passed, the task will be queued for processing within 1 or 2 minutes. If you are scheduling a repeating task, the task will be queued starting at the date and time you have entered. 9. Select Tasks. Click in the scrolling window and choose the Tasks that you want to include in the Process Group and the order in which the tasks will be processed. Report Destinations saved for each individual task are used for each subtask, so you will not be able to assign report destinations for a Process Group. 10. Choose companies. Click the Companies button to open the Select Companies window. You will be able to choose the companies in which you want this task to run. Although all companies will be displayed, you must have access to the companies in order to select them. GP AGENT 167

168 scheduling PROCEDURES You can use the Mark All and Unmark All buttons to select all or no companies. If you do not assign a company to a task, when you schedule a task, it will run only in the company you are logged into at the time you initiate the schedule. 11. Click on the Save or Process button. Click on the Save button when you are ready to save your task settings. Click on the Process button when you are ready to schedule your tasks. 168 GP AGENT

169 scheduling PROCEDURES Repeating Schedules Any task that you can schedule with GP Agent can be scheduled to repeat again and again. This section will describe the additional information you need to enter to schedule a repeating task. GP AGENT 169

170 scheduling PROCEDURES 1. Mark the Repeating checkbox 2. Enter a Repeat frequency and interval 3. Choose to use the System Date 1. Mark the Repeating checkbox If you want to repeat a task at regular intervals, mark the Repeating checkbox. This will enable the Repeat Every field, and let you schedule a task to run again and again. 2. Enter a Repeat frequency and interval. The repeat interval lets you determine the number of scheduling units that will elapse before the task is processed. Scheduling units are the frequency at which you want the task to be repeated. You are limited to minutes, hours, days, weeks, months or years. Based on the number and scheduling unit chosen, your task will be executed again and again, at the interval you choose. Repeating tasks will run continually until one of the following occurs: The Process Server application is closed The Process Server computer is shutdown The process is manually deleted from the Timed Process queue 3. Choose whether or not to use the System Date. When you schedule a repeating task, you can choose to use the System Date as the User Date. The System Date is the date displayed on your computer operating system. The User Date is the date that appears in the lower left corner of the Dynamics GP Home Page. When the task 170 GP AGENT

171 scheduling PROCEDURES runs on the Process Server, the task will normally use the User Date displayed when the client computer that submits the task. If you mark this option, The Process Server will change the User Date for the task to the current System Date of the Process Server computer. For example, if you schedule the Receivables Management Ageing process to run on a weekly basis, you may want the ageing date to change each time the task runs. By marking this option, the Ageing will use the current system date as the ageing date. GP AGENT 171

172 scheduling PROCEDURES Managing Tasks Drag the pointer through the Routines menu and choose Company. The Company Routines palette will appear. Select mc 2 Scheduler Manager to open The mc2 Scheduler Manager window. You can use this window to: View settings for tasks saved in GP Agent window View the details of currently scheduled tasks Viewing the tables selected for a maintenance task Restart tasks that have been aborted Start tasks that have been saved where no changes to the options are needed 172 GP AGENT

173 document delivery PROCEDURES Dynamics GP Action Pane GP Agent lets you lookup contacts, send s, and find Contact information in Dynamics GP. This section will show you how to use GP Agent to make Dynamics GP even more powerful. GP Agent integrates with Dynamics GP Lists to make access to the GP Agent windows one click away. Some GP Agent windows are opened through the Go To group, while some are available from GP Agent drop-down buttons that have been added to Dynamics GP Lists. GP AGENT 173

174 document delivery PROCEDURES GP Agent has added actions to a number of Lists in Dynamics GP and also adds a new Sales Batch List. The new GP Agent actions add features such as ing and scheduling right to your current Dynamics GP Lists. The new Sales Batch List lets you perform actions on multiple sales batches. The following table describes where to find the new actions and what you can do with each List: List Group Action Selection Type Customers Actions Multiple Statements Records Customers New New Single Record Customers Go To Open Single Contact Record Customers Go To Customer Options Single Record Vendors New New Single Record Vendors Go To Open Single Contact Record Vendors Go To Vendor Options Single Record All Sales Actions or Fax Multiple Transactions Records All Sales Go To Print Does Transactions Options Not Apply All Sales Transactions Go To Open Contact Single Record Purpose Statements to all marked customers Opens a new message window Opens either the Outlook Contact or the GP Agent Contact Maintenance window Opens the GP Agent Customer Options window Opens a new message window Opens either the Outlook Contact or the GP Agent Contact Maintenance window Opens the GP Agent Vendor Options window s the selected transactions Open the GP Agent Sales Print Options window Opens either the Outlook Contact or the GP Agent Contact Maintenance window 174 GP AGENT

175 document delivery PROCEDURES List Group Action Selection Type All Sales Go To Customer Single Transactions Options Record Sales Order Actions or Fax Multiple Transactions Records Sales Order Go To Print Does Transactions Options Not Apply Sales Order Transactions Sales Order Transactions Invoicing Transactions Invoicing Transactions Invoicing Transactions Invoicing Transactions Payables Batches Payables Batches Go To Open Contact Single Record Go To Customer Options Single Record Actions or Fax Multiple Records Go To Print Does Options Not Apply Go To Open Contact Single Record Go To Customer Options Single Record Action Schedule Multiple Records Action Multiple Remittances Records Sales Batches Actions Post Multiple Records Sales Batches Actions Transfer Multiple Records Purpose Opens the GP Agent Customer Options window s the selected transactions Open the GP Agent Sales Print Options window Opens either the Outlook Contact or the GP Agent Contact Maintenance window Opens the GP Agent Customer Options window s the selected transactions Open the GP Agent Sales Print Options window Opens either the Outlook Contact or the GP Agent Contact Maintenance window Opens the GP Agent Customer Options window Schedules the selected batches to post on a DPS s Remittance Advices to for the checks in the selected batches Posts the transactions in the selected batches Transfers the transactions in the selected batches GP AGENT 175

176 document delivery PROCEDURES List Group Action Selection Type Sales Batches Actions or Fax Multiple Records Sales Batches Actions Schedule Multiple Records Sales Batches Actions Print Documents Sales Batches Actions Print Packing Slip Sales Batches Actions Print Picking Ticket Multiple Records Multiple Records Multiple Records Sales Batches Modify Edit Single Record Purpose s documents for the transactions in the selected batches Schedules posting or document delivery of the selected batches on a DPS Prints Sales Documents for the transactions in the selected batches Prints Packing Slips for the transactions in the selected batches Prints Picking Tickets for the transactions in the selected batches Opens the Sales Batch Entry window with the selected batch Deletes the selected batches Sales Batches Modify Delete Multiple Records Sales Batches New Batch N/A Opens the Sales Batch Entry window for a new batch Sales Batches Reports Print This Multiple Opens a new List of the List Records selected rows Sales Batches Reports Print Batch Multiple Prints a Batch List for the List Records selected rows Sales Batches Reports Print Edit Multiple Prints an Edit List for the List Records selected rows Sales Batches Go To View Multiple Transactions Records Opens Sales Transaction List with the transactions in the selected batches 176 GP AGENT

177 document delivery PROCEDURES List Group Action Selection Type Sales Batches Reports Send To Multiple Excel Records Sales Batches Reports Print N/A Options Sales Batches Reports Transfer N/A Options Sales Batches Reports Delete Multiple Records General Ledger Actions Schedule Multiple Batches Records Purpose Exports selected rows to an Excel spreadsheet Open the GP Agent Sales Print Options window Open the GP Agent Sales Transfer Options window Deletes the selected batches Schedules posting of the selected batches on a DPS GP Agent Drop-Down Buttons GP Agent has two types of drop-down button menus: the Document Delivery drop-down buttons and the Schedule drop-down buttons. The Document Delivery drop-down buttons gives you one click access to actions such as ing or faxing or printing. The Schedule drop-down buttons gives you the ability to easily schedule posting, reports or tasks right from a Dynamics GP List. GP Agent Document Delivery Buttons The GP Agent Document Delivery drop-down buttons gives you one-click access to printing and ing documents directly from Dynamics GP. GP AGENT 1 77

178 document delivery PROCEDURES To help understand the drop-down buttons, we will familiarize you with each button. Print This button lets you print the rows you have selected in your List. For example, if you have selected rows on the Customer List, GP Agent will print statements for the selected customers. GP Agent makes it easy to print to any printer on your network, without changing your default printer. (See Printer Setup on page 33 for more information.) View Addresses This button will build the List of addresses based on the rows you have selected in your List. For example, if you have selected rows on the Customer List, GP Agent will build address for those customers. GP Agent will then use those addresses when you click the Send button. When GP Agent has finished building the address List, it will display the results in the Edit Address List window. This window will allow you to add address for the document you are currently viewing. 178 GP AGENT

179 document delivery PROCEDURES When you enter a Display Name in the window, GP Agent will lookup the address in your system. If GP Agent cannot find a unique match for the Contact Name, you will get a list of the addresses found for the Contact, from which you can choose the address that you want to use. If you have marked Search All Names on the GP Agent User Options window, GP Agent will search all Contacts regardless of whether or not they are linked to the Customer or Vendor, and regardless of the Company Name on the Contact record. If you have not marked this option, GP Agent will search for that Contact linked to the customer or vendor of that transaction. GP AGENT 179

180 document delivery PROCEDURES Send This button will send s for the rows you have selected in your List. For example, if you have selected rows on the Customer List, GP Agent will statements to the selected customers. If you have selected Invoices and Quotes on the Sales Transactions List, GP Agent will the Invoices and Quotes that you selected. GP Agent sends s with the document attached as a PDF file. You must have Adobe Acrobat installed on your workstation or Dynamics GP cannot produce the PDF file. Send Fax This button will send faxes for the rows you have selected in your List. For example, if you have selected rows on the Customer List, GP Agent will fax statements to the selected customers. If you have selected Invoices and Quotes on the Sales Transactions List, GP Agent will fax the Invoices and Quotes that you selected. You must have a fax server installed and configured for GP Agent to send faxes. Message This button gives you quick access to a note window, so that you can easily add a message to your document. If click this button and you have multiple rows selected, the same note is added to all s. If you click this button from the Edit Address List window (see above), the note will be added only to the selected addressee. The note is always inserted along with the signature you setup on the GP Agent User Options window (see pages 58, 63 and 64). Attachment 180 GP AGENT

181 document delivery PROCEDURES This button gives you quick access to the GP Agent Attachment window so that you can easily add a file as an attachment to your . If click this button and you have multiple rows selected, the same attachment is added to all s. If you click this button from the Edit Address List window (see above), the attachment will be added only to the selected addressee. Options This button gives you quick access to the Options you might want to choose for your . A different window will open based on which you are currently viewing. More>> GP AGENT 181

182 document delivery PROCEDURES This button gives you the ability to change which printer you will use if you choose the Print button. The List will display all printers you have configured for your workstation (see page 33). GP Agent Go To Actions GP Agent adds a number of actions to the Go To group in the Dynamics GP Action Pane. If you view Sales or Receivables transactions or view Customers, you will be able to go to the GP Agent Customer Options, open the Outlook Contact (if integrating with Outlook) or open the GP Agent Contact Maintenance window. Sales Print Options 182 GP AGENT

183 document delivery PROCEDURES If you view Sales transactions, you will be able to go to the GP Agent Sales Print Options window. This window determines the document options for any Sales Order Processing transaction printed, ed or faxed with GP Agent. A user can change their own defaults by marking the Save As Default button, and these options are then saved specifically for the current user. If you change the options, they will remain in effect as long as the current List is active. GP AGENT 183

184 document delivery PROCEDURES Sales Transfer Options To transfer multiple batches, choose Sales Batches from the Sales Navigation Pane. If you view Sales Batches, you will be able to go to the GP Agent Sales Transfer Options window. This window determines the types of transactions you will transfer when you select the Transfer action. A user can change their own defaults by marking the Save As Default button, and these options are then saved specifically for the current user. If you change the options, they will remain in effect as long as the current List is active. 184 GP AGENT

185 document delivery PROCEDURES Purchasing Print Options If you view Purchasing transactions, you will be able to go to the GP Agent POP Print Options window. This window determines the document options for any Purchase Order Processing transaction printed, ed or faxed with GP Agent. A user can change their own defaults by marking the Save As Default button, and these options are then saved specifically for the current user. If you change the options, they will remain in effect as long as the current List is active. GP AGENT 185

186 document delivery PROCEDURES Print Remittance Advices If you want to print Remittance Advices, you will need to follow these procedures in order to the remittance advices to your vendors. If you mark the Remit Adv: EFT Vendors on PM tab of the GP Agent User Options window, GP Agent will remittances only for EFT Vendors. GP Agent uses the Microsoft Dynamics GP Remittance Advice report. If you are using EFT or another ISV product to produce EFT payments, GP Agent cannot use that report for ing purposes, and you must print Zero Dollar Checks, or Microsoft Dynamics GP will not include the EFT Vendors in the Computer Check batch. Follow these steps to Remittance Advices: 186 GP AGENT

187 document delivery PROCEDURES 1. Select Checks as usual from either the Select Payables Checks or Edit Payables Checks windows 2. When you Print Checks from the Print Payables Checks window, mark the Separate Remittance checkbox. 3. Print the checks as you would usually do. If you are using a special MICR application that prompts you to print 0.00 checks, do as you normally would do. In order to your Remittance Advice, you must print the zero dollar checks. 4. If you choose Process Later, you will need to go to the Post Payables Checks window and Post the batch. When you post the batch, Microsoft Dynamics GP will open the Process Payables Checks window. Once the batch has been Posted, Microsoft Dynamics GP will open the GP AGENT 187

188 document delivery PROCEDURES Process Payables Checks window. Click Process Later. If you Process now, you will not have a chance to the remittance advices. 5. Open the Payables Batches List, mark the batch just posted, and choose Remittances from the Action Pane. If you have posted multiple check batches, you can remittances for those batches. 188 GP AGENT

189 document delivery PROCEDURES 6. If you have additional steps to your Payables Check processing, continue them as you normally would. GP AGENT 189

190 document delivery PROCEDURES GP Agent Schedule Drop-Down Buttons The GP Agent Schedule drop-down buttons give you one-click access to printing and ing documents directly from Dynamics GP. To help understand the drop-down buttons, we will familiarize you with each button. Send Document s This button lets you schedule document delivery via or fax for the transactions in the batches you have selected in your List. This option is only available from the Sales Batch List. The action will be scheduled on your default DPS on the date and at the time indicated. You can choose to change the date and time before you schedule the action. Schedule Posting 190 GP AGENT

191 document delivery PROCEDURES This button will schedule the posting of the batches you have selected in your List. For example, if you have selected rows on the Payables Batches List, GP Agent will schedule those batches to be posted on your default DPS. The action will be scheduled on your default DPS on the date and at the time indicated. You can choose to change the date and time before you schedule the action. All posting journals will either be printed on your default printer or will be ed to the address you entered on the GP Agent User Options window (see page 69). Schedule Transfer This button will send s for the rows you have selected in your List. For example, if you have selected rows on the Customer List, GP Agent will statements to the selected customers. If you have selected Invoices and Quotes on the Sales Transactions List, GP Agent will the Invoices and Quotes that you selected. Transfer Options This button will open the GP Agent Sales Transfer Options window. See page 184 for more information. More>> This button gives you the ability to change which DPS you will use. The Server List will contain all of the DPS Servers you have setup in your Dynamics GP system. You can also choose which printer to use for the reports generated by the action. The List will display all printers you have configured for your workstation (see page 33). You can also choose to have the reports sent to your address. The address will default to the address entered on the GP Agent User Options window (see page 69). Mark the Save As Default for GP Agent to save your Server, Report and address settings. GP AGENT 191

192 document delivery PROCEDURES 192 GP AGENT

193 analysis PROCEDURES GP Agent Contact and Activity Lists GP Agent includes lists that allow you to customize your access to customer and vendor contact information, as well as the GP Agent activity that users have initiated within your Dynamics GP system. From your Dynamics GP Home, click on the Sales button to access the Customer Contacts and GP Agent Log list or click on the Purchasing button to access the Vendor Contacts and GP Agent Log list. GP AGENT 193

194 analysis PROCEDURES GP Agent Log Inquiry You can view activity for all s, faxes or documents generated by GP Agent. Activity will be logged only if you have marked to log activity on any of the GP Agent User Options window tabs, or on the GP Agent Customer Options or GP Agent Vendor Options windows. Drag the pointer through the Inquiry menu and choose mc 2 GP Agent Log Inquiry to open GP Agent Log Inquiry window 194 GP AGENT

195 analysis PROCEDURES 1. Choose to sort by Customer/Vendor or User ID. 2. Choose a date range. 3. Choose a Customer/Vendor or User ID range. 4. Click Refresh to display GP Agent log entries 1. Choose to sort by Customer/Vendor or User ID Choose to sort log entries by the Customer Number or Vendor ID, or choose to sort entries by the User ID. Based on the value you choose, you will then be able to enter a range of Customer or Vendors or Users. 2. Choose a date range. If you do not want to display all GP Agent activity, enter the date range that you want to display. If you leave these values empty, log entries for all dates will be displayed. 3. Choose a Customer/Vendor or User ID range. If you do not want to display all GP Agent activity, enter a Customer, Vendor or User range. The choice for this range depends on the choice you made for the Sort By drop-down List. If you leave these values empty, log entries for the all customers, vendors or users will be displayed 4. Click Refresh to display GP Agent log entries. To display the GP Agent log entries for the date and Customer, Vendor or User ranges you have chosen, click on the refresh button. If you make changes to the ranges, or you enter ranges for the first time, log entries will not be displayed until you click the refresh button. GP AGENT 195

196 maintenance PROCEDURES Utilities The mc 2 Utilities window gives you access to various utility procedures that you may need to run for GP Agent. Drag the pointer through the Utilities menu and choose mc² Utilities from the mc² GP Agent Utilities to open the GP Agent Utilities window. 1. Select a Utility procedure. 2. Click the Process button to run the procedure. 3. Click the OK button to close the Utilities window. 1. Select a Utility procedure. 196 GP AGENT

197 maintenance PROCEDURES Select the Utility procedure you want to run from the List. Recreate Dexterity Table Procedures this utility will recreate the Dexterity Auto-generated stored procedures. The Microsoft Dynamics GP runtime engine uses these stored procedures to perform all SQL server table access Recreate Table Indexes this utility will rebuild all GP Agent SQL server table indexes. Synchronize Contacts and Addresses this utility will make sure that addresses within Outlook, GP Agent and Microsoft Dynamics GP match. If integration to Outlook, GP Agent will update the GP Agent Contact records and Microsoft Dynamics GP records with the Outlook address. If not integrating with Outlook, addresses in GP Agent tables will be updated based on information on the Dynamics GP Internet Information window. If a Contact Person has been added to customer or vendor records outside of the Dynamics GP interface, for example, via Dynamics GP econnect or through direct updates to the SQL tables, you will need to run this procedure to update GP Agent or Outlook contact records. Reconcile GP Agent Records this utility will verify all GP Agent tables to make sure that that are synchronized with their related customer, vendor and user Microsoft Dynamics GP records. GP Agent Check Links this utility will verify all GP Agent tables to make sure that that are properly linked to related records. For example, it will make sure that Task Schedule detail records do not reference Task IDs that no longer exist. Merge 9.0 Logs The Process Scheduler and econtact used different log files when they were separate products. When the products were merged for GP 10.0, the log tables were stored in one table. This utility GP AGENT 197

198 maintenance PROCEDURES merges the logs from The Process Scheduler and econtact. This is an optional process and should only be executed once. 2. Click Process to run the Utility procedure. Click the Process button to run the procedure you have selected. Clear History The GP Agent Clear History window lets you clear history that GP Agent maintains. GP Agent tracks all activity, so that whenever an is sent, information about that is maintained for you. After a period of time, you may want to remove history that is too old to be of any value to your business. GP Agent also lets you add extensive notes for your customers and vendors. After a period of time, you may also want to remove these notes. Drag the pointer through the Utilities menu and choose mc² Clear History from the mc² GP Agent Utilities to open the GP Agent Clear History window. 198 GP AGENT

199 maintenance PROCEDURES GP AGENT 199

200 Reports Dictionaries and ISV Products APPENDIX Appendix Reports Dictionaries and ISV Products GP Agent uses a DYNAMICS.SET file in the same manner as a standard installation. Any Report or Forms dictionaries, as well as any Solution Developer dictionaries referenced in the DYNAMICS.SET file are registered on the DPS. For that reason, when you install GP Agent on a DPS, we have added a menu item so that you can open the Customization Status window. This will let you enable, disable or view the other applications that are running. If you have customized reports that you want to use with GP Agent, make sure to place them on the DPS, or make sure to point the DYNAMICS.SET file on the DPS to the Reports dictionary you want to use. If the DYNAMICS.SET file references any Forms dictionaries, the objects in that Forms dictionaries are used, but since there is no modifiable user interface for a DPS, you will not see any differences. However, be aware that a Forms dictionary contains more than Window changes. If a Forms dictionary is corrupt, it can still have an impact on table access within the DPS engine. Keep a Forms dictionary on the DPS only if you need use the DPS computer as a standard workstation. If a Solution Developer program uses Dexterity Database or Procedure Object Triggers, the program will work as expected. In other words, if a Solution Developer program updates a Contact table based on updates to the Customer table, then if that update occurs on the DPS, the Contact table will be updated as expected. If the Solution Developer program has it s own posting or processing routines, and these routines replace standard routines (such as the mc 2 Advanced Intercompany Transactions), these procedures will not be executed through GP Agent. 200 GP AGENT

201 GP Agent Setup Tips APPENDIX GP Agent Setup Tips This section offers some tips about implementing GP Agent. Before using this section, you should have already read the Microsoft Dynamics GP, Microsoft Office and Exchange Server documentation. Outlook Tips Use the following checklist to help troubleshoot problems on the computer you re using for GP Agent. Make sure you can send s directly from Outlook. Make sure that, when you click on the To button for a new message, you get a List from your default Contact folder. If you are specifying folders other than your default Contact folder for your Contacts, makes sure that the folders exist and that Microsoft Dynamics GP users have editor rights for the folders. GP Agent will not verify the existence of the folders. If you have the Outlook Security patches installed, and do not want to be prompted about accessing your address book, review information on about how to configure Outlook and Exchange Server. If you have Outlook configured to require logins for the installed services, make sure you launch and log into Outlook before launching Microsoft Dynamics GP. If you are using Exchange Server, make sure that Exchange Server is routing all outbound mail. Even if you configure a POP account as the default account, as long as you are logged into an Exchange Server account, the Microsoft Dynamics GP runtime engine will use Exchange server account for all outbound mail. GP AGENT 201

202 GP Agent Setup Tips APPENDIX Outlook Express We have determined that you will likely experience problems using Outlook Express. Although Outlook Express can be used for , it uses the Microsoft Simple MAPI client interface. Simple MAPI has built-in security features that will prompt the user with a dialog box similar to the following whenever another application attempts to send an Other applications GP Agent has been tested only with Microsoft Outlook. Although other applications may work, they are not supported. In order for them to work properly, they must be full MAPI (not Simple MAPI) compliant applications. Exchange Server Tips If you are using public folders, make sure that each GP Agent user can add and update all contacts in that folder, and not only contacts added by that user. 202 GP AGENT

203 GP Agent Setup Tips APPENDIX You can use Exchange Server to work-around the Outlook security patches and Office XP restrictions that prevent other applications from sending from Outlook. Refer to support documents at and for more on configuring Exchange Server. Office XP Tips If you are using Office XP, or if you have applied the Outlook 2000 security patches to help prevent viruses from sending s on your behalf, you will get warning messages when GP Agent reads your contact folder to find addresses, and when GP Agent sends an (or fax). Here are some tips to best configure GP Agent and Outlook to suite your company s security and requirements. When you retrieve any transaction (either with a transaction entry or inquiry window), GP Agent will attempt to lookup the address for the customer. This will cause Outlook to open the following window: GP AGENT 203

204 GP Agent Setup Tips APPENDIX Clicking on the checkbox, and choosing the Option from the dropdown List will allow GP Agent to retrieve your information. You will have to do this again when the time you have chosen expires. There is currently no way to control this behavior within GP Agent. Because GP Agent can use Public Folders, and because you can configure GP Agent to use specific folders for Customer, Vendors, Prospects and Employee, and because these usually not the default address List, disabling this prompt within Exchange Server does not necessarily create a security risk. When you send a transaction document as an or fax, the following window will appear: For five seconds the Yes button will be disabled, after which you can then send the . To prevent this window from appearing, configure GP Agent to automatically preview s (page 58 for SOP, page 63 for POP). If Outlook is configured to store s and contacts in a local message store (.pst file), you cannot turn off these security settings. If you are using Exchange Server, you can customize each user s Outlook security settings to better meet your security and business processing needs. This will help 204 GP AGENT

205 GP Agent Setup Tips APPENDIX prevent these windows from opening, and will also allow you to maintain adequate virus security. You can find out more about the Outlook Security Update by searching for and downloading the Outlksec.doc from and also by referring to information in documents and at Additional information can also be found at Fax Tips Make sure that your fax program can translate Adobe Acrobat and html file attachments, otherwise all faxes must be sent as text attachments and will not have the expected document format. Some fax server programs rely on printer drivers or special, proprietary applications to communicate to the fax server. These types of applications may not work because GP Agent assumes that all faxes will be sent as s, and the fax server will convert the into a fax. GP Agent uses this approach because it will be compatible with MAPI compliant fax servers, or servers that operate with Exchange Server, and does not restrict you to a proprietary API. Process Logging GP Agent logs the activity of tasks that you schedule. If a task does not finish as expected, a log entry will remain and you will be given the option to restart the task when the system is restarted. You should be familiar with the causes and meaning of the different conditions that could cause a job to fail, and if it fails, how you can restart the task. When a task is scheduled, a log record is added to indicate that the job has been scheduled. When the task starts, the log record is updated to indicate that the task has started. When the task has finished, the log record is removed. GP Agent logging is only GP AGENT 205

206 GP Agent Setup Tips APPENDIX used to help recover tasks that were scheduled and then aborted (either normally or abnormally). Status Scheduled Started Restarted Aborted Rescheduled Comments The task has been scheduled and added to the Timed Queue, but the task has not yet started. If your tasks are scheduled and the Process Server for which they were scheduled is not running, then the Process Server exited abnormally. When you restart the Process Server, you will be able to reset the status of these tasks (to Restarted). When the user who submitted the tasks logs into their system they will be prompted to restart the task, or another user can restart the task from the Scheduler Manager window The task has begun and is currently processing. If the Process Server exits abnormally, this status can be reset to Restarted so that the task can be finished An interrupted task was restarted. When the user who originally scheduled the task logs into their system, they will be prompted to reschedule the task. The task was scheduled, but the Process Server on which the task was scheduled was closed down normally by a user. When this happens, you will be notified that there are tasks still running, and GP Agent will reset the status so that they can be easily rescheduled when the DPS is next launched. The task was aborted and the user restarted the scheduled task. The task has been scheduled for processing, but processing has not yet started. If you close the DPS or the DPS crashes or the computer on which the DPS shuts down, GP Agent will keep track of all tasks that were scheduled to run or currently running. When the DPS is restarted, you will be asked of you want to Reschedule, Discard or Cancel the tasks. Reschedule will mark the tasks for future rescheduling, Discard will remove the tasks from the log. Cancel will ignore uncompleted tasks. If you chose Reschedule, these tasks will be rescheduled the next time the user who originally 206 GP AGENT

207 GP Agent Setup Tips APPENDIX scheduled them logs into Dynamics GP. This is for both technical and security reasons, because tasks can be initiated only from a client, and tasks must be initiated only by the user that originally scheduled the task. Example: 1. user1 schedules TASK1 on the DPS 2. user 2 schedules TASK2 on the DPS 3. dpsuser closes down the DPS 4. dpsuser opens DPS and clicks Reschedule. This will flag all tasks To Be Rescheduled but tasks will not yet be scheduled. 5. user1 logs in and clicks Reschedule. TASK1 is sent to the DPS with its original settings and schedule. 6. user2 logs in and clicks Reschedule. TASK2 is sent to the DPS with its original settings and schedule. GP AGENT 207

208 APPENDIX Process Server Tips Process Server Tips This section offers some tips about implementing the Process Server. Before using this section, you should have already read the documentation on Process Server and completed the Process Server setup within your system. Process Server Tips Use the following checklist to help troubleshoot problems on the computer you re using for the Process Server. Make sure you can log into with the standard program, using the DYNAMICS.SET file with the DYNAMICS.EXE runtime engine. Make sure that the IP address of the DPS does not change each time the computer is restarted. If your network administrator uses a DHCP server, make sure that the IP address is leased for an extended period of time or manually assign the IP address of the DPS. If a DHCP server exists, make sure that the IP address is excluded from the DHCP address pool. Make sure that the Windows NT Remote Procedure Call (RPC) Service is running, and setup to start automatically. Use the Blank Screen screensaver and do not password protect the screensaver or lock the workstation. If another user or administrator tries to login, the DPS will be shutdown. Any tasks that have been scheduled will be cancelled and any tasks currently running will be aborted ungracefully. You do not have to have the Windows NT Remote Procedure Call (RPC) Locator running unless you have other programs that rely on that service. You do not have to have the Windows NT Scheduler service running unless you have other programs that rely on that service.

209 Process Server Tips APPENDIX Make sure the DYNAMICS.SET file contains all 3 rd party applications you plan on using on your system. Make sure that your 3 rd party applications have been tested with a DPS Check with the 3 rd party developer to make sure that the portion of their program that runs on the DPS does not rely on Dexterity Procedure triggers, because these will not function on the DPS. Only Dexterity table triggers function on the DPS. Client Setup Make sure that you can ping the DPS computer. Try to ping the DPS computer using both the IP address and the computer s network name. If the ping response time is slow, of if a time-out error is reported, you may need to consult the network administrator and add a HOST file to the client computer. The file must be named HOSTS (without the quotation marks and without an extension) and must be a plain ASCII text file. For a Windows 95 computer, place the file in the \WINDOWS directory, for a Windows NT computer, place the file in the \WINNT\SYSTEM32\DRIVERS\ETC directory. The hosts file should List the IP address of the DPS follow by the computer name, for example: dyndps1 A HOST file typically makes name resolution (between a computer s name and tcpip address) faster, because the client does not have to request a name resolution over network and wait for a reply from the DNS server. But it is more difficult to maintain, because if the IP address of the DPS changes, the host file must be changed at every client computer. If possible, work with the network administrator to configure the network so that the DPS computer can accomplish name resolution without a host file. Use GP Agent Look for DPS window to see if the client can find any of your configured process servers. The Look for DPS window will recognize only DPS computers that have both been defined in and are currently running the DPS engine. The Look for DPS window can be accessed from the lookup button next to GP AGENT 209

210 APPENDIX Process Server Tips the Process Service drop down List on the main GP Agent window. This window will List both Servers and Services defined in your system. We recommend that you do not define Services, but only define Servers in Microsoft Dynamics GP: this helps assure proper logging of the tasks. Process Server Queues A Process Server uses two process queues to execute procedures: normal and timed. The normal queue is the one that actually executes all processes, and a DPS has only one normal queue. The timed queue does not execute a process, but holds it until the time comes to release the task to the Normal queue. When the scheduled task is due to be executed, the timed queue submits the task to the normal queue. The normal queue may not always execute the task at the exact time scheduled. Sometimes the DPS will wait a 20 or 30 seconds after the scheduled time before submitting the task. At other times the normal queue might be busy processing another task. If this happens, the task is released to the normal queue, which will begin processing the task as soon as any other tasks are finished.

211 Process Server Tips APPENDIX Load balancing is not supported with GP Agent. The load balancing feature of the DPS cannot be effective with timed processes, because the load assessment is performed at the time that the process is submitted to the Timed queue, not at the time that the process is released for processing to the Normal queue. Therefore, the criteria used to determine which DPS should handle the process will most likely not be the same criteria at the time the process is actually executed, making the load-balancing decision an inaccurate assessment. GP AGENT 211

212 APPENDIX Process Server Tips Support The runtime engine (both the Dynamics.exe and Dps.exe) do not have the ability to login to your profile. In order to have the DPS computer send notifications and reports to your Distribution Lists, GP Agent utilized the Outlook object library. GP Agent will automatically login to your Outlook profile, as long as you have saved the login name and password information in the Outlook profile. This program has not been tested if you have chosen the option to not save passwords on all services. If this program is not running on the DPS computer, then the first time that the DPS is launched, GP Agent will attempt to load Outlook. If it cannot, all features are disabled. If you want to send s, launch Outlook and then restart GP Agent. support has only been tested with Outlook and Exchange. Although the support might work with any MAPI compliant client, no other clients have been tested and are therefore not supported. Outlook and Exchange Server Configuration The runtime engine has very limited MAPI capabilities, so GP Agent does not have much control over how s are sent. One area of limitation is in how an is formatted. Most systems utilize HTML formatting for the body, however the Dynamics runtime engine will default the body to RTF (Rich Text Format) if you do not specify HTML. Only Outlook or Outlook Express understand RTF, so non-outlook systems will get confused about where the body begins and ends because of the RTF formatting. The result is that non-outlook systems cannot tell where the body ends and the attachment begins, so it cannot identify it as a PDF file and will name it WINMAIL.DAT. To make sure is compatible with non-outlook systems, follow the instructions in this section. If you do not configure Outlook or Exchange in this manner, non-outlook systems will have problems interpreting the PDF attachment.

213 Process Server Tips APPENDIX Using Outlook without Exchange Server Follow these directions if you are using Outlook without Exchange Server. 1. Under the Tools menu, open the Options window 2. Click on the Mail Format tab and make sure that Message format HTML 3. Click on the Internet Format button and make sure that Outlook Rich Text options is set to Convert to HTML format. 4. Click OK. Click OK. This setting must be configured for all GP Agent users. Using Outlook with Exchange Server Follow these directions if you are using Outlook with Exchange Server. 1. Complete the directions from Using Outlook without Exchange Server 2. Open the Exchange Server System Manager 3. Select the business unit/domain for your Exchange Server 4. Expand Global Settings 5. Click on Internet Message Format (Internet Message Formats will appear in the right view pane) 6. Double Click on the Default Name or Right Click on the First item in the view pane and choose Properties 7. Click on the Message Format tab 8. Select Provide message body as HTML for the MIME option 9. Click on the Advanced tab GP AGENT 213

214 APPENDIX Process Server Tips 10. Choose Never Use for the Exchange rich-text format option 11. Click on the Details tab and make a note (including the date) of the changes you have just made 12. Click OK to save your changes You should not need to restart Exchange for these settings to take place but users might need to restart Outlook.

215 Process Server Tips APPENDIX Adobe Acrobat Tips GP Agent must use Adobe Acrobat to create file attachment of graphical Dynamics GP reports. Although a PDF file (Portable Document Format) is a open standard and there are other applications that can create a PDF file, the Dynamics runtime engine requires the Adobe Acrobat application (specifically the Acrobat Distiller) in order to create a fully formatted report. This is a restriction within the Dynamics GP runtime engine and not something GP Agent can work around. In order to confirm that Acrobat is properly installed and configured for the GP Agent, first test Acrobat in Dynamics GP. The easiest way to do this is to print any report, such as an account list from the GL Account Maintenance window, to the screen. Once the report has appeared on the screen, choose Send To Mail Recipient (PDF). If this is successfully send and the PDF file can be viewed, you ll be able to PDF files as attachments from GP Agent. If you do not have Outlook installed on the workstation, you will not be able to send the , so you will need to send the report to a file. Because Dynamics GP runtime engine uses the Distiller application, you should be careful when specifying an export file name for your report destination. The Distiller application works by converting Post Script (.ps) files into Acrobat (.pdf) files, so by default, if you do not specify a.pdf extension when saving a report destination, Dynamics GP might automatically add.ps to the file name, not.pdf, if you choose Adobe PDF File from the Report Destination dialog. This file will not be readable by the operating system or if you make this an attachment, so confirm the file name before clicking the OK button. GP AGENT 215

216 APPENDIX Process Server Tips You can run into an Acrobat driver conflict if Acrobat is installed and shared on a server and also installed on a workstation. When a Windows client logs into a network, shared printers can be automatically be added to the printers on the workstation. If the Acrobat printer shared on a server, this could cause problems in Dynamics GP, because the Auto Acrobat Printer will have the default settings, which are not compatible with Dynamics GP. You can change these settings, but if you logout of the network, the next time you log in the Auto printer will be reassigned the default settings. For Windows XP, in order to avoid this problem, disable auto-discovery in your Folder Options and remove any printers from your workstation that begin Auto. For more information on this settings, refer to

217 Process Server Tips APPENDIX For Vista and Windows 7, disable network discovery in the Advanced sharing settings in the Network and Sharing Center of the Control Panel. GP AGENT 217

218 APPENDIX Process Server Tips Terminal Server and Citrix Both GP Agent and the DPS can be run in a Terminal Server or Citrix environment. DPS on a Terminal Server Each DPS is defined by an IP address and a DPS instance number. In order to run the DPS on a Terminal Server, you must assign specific instance numbers to each DPS session if you plan on having multiple sessions running the DPS. If you will be running only one DPS, no special configuration is required. Refer to the appendix on Multiple Instances if you will need multiple DPS instances. When only one DPS instance is running, the DPS.EXE can be running in only one Terminal Server session. For example, if you are running the DPS in the console session, you will not be able to run the DPS.EXE in a remote session. If you attempt to launch the DPS in the remote session, the DPS will begin to load but will exit without any warning message. We

219 Process Server Tips APPENDIX recommend that you run the DPS in a remote session rather than the console so that it is easier for you to monitor the DPS. GP Agent client on Terminal Server No special installation or configuration settings are required to run GP Agent on a Dynamics GP client within a Terminal Server session. Some professionals do not want to run Outlook or other Office applications on the Terminal Server. They utilize Terminal Server to simply the update and management of the Dynamics GP installation, so that updates and service packs are easily deployed, but they do not want to run the productivity applications such as on the Terminal Server. If you do not run Outlook on the Terminal Server, GP Agent will not be able to send notifications. Remote Desktop Configuration When you create your connection to a Terminal Server, by default, the Remote Desktop Connection will want to share your local printers within the Terminal Server session. If you are using Adobe Acrobat and have Acrobat installed on both the workstation and on the Terminal Server, you could have a conflict between the two Acrobat printers (the local and the remote) and will potentially cause errors with both Dynamics GP and with GP Agent. In order to avoid this problem, unmark the Printers checkbox on the Local Resources tab. GP AGENT 219

220 APPENDIX Process Server Tips

221 Process Server Tips APPENDIX Multiple DPS Instances If you need to run multiple instances of the DPS on a single machine or on a Terminal Server, follow the instructions in this section. Installing Dynamics GP for Multiple DPS instances You do not need to install Dynamics GP and DPS multiple times in order to implement multiple instances. We will show you how to setup any number of instances with just one Dynamics GP installation. Install one default installation of Dynamics GP on the DPS computer and follow the next steps to configure your multiple instances. Setup the Services in Dynamics Create the Servers in Dynamics GP as indicated by the Dynamics GP documentation. Servers are designated by the machine computer name (for example: GPDPS001) followed by #1, #2 indicating the instance number of each DPS. In other words, if you want three DPS instances, and the computer is named GPDPS001 you would create Servers GPDPS001#1, GPDPS001#2 and GPDPS001#3. After creating the three Servers, you will then create three Services. Name the services to easily identify them, such as MAINTENANCE, POSTING, ROUTINES. In order for the different services to function properly, you should add only one server to each service. If you inadvertently add more than one server to a service, it will not disable GP Agent but all tasks will be sent to the first server (in alphabetical order) in the list, and no tasks will ever be sent to the other servers. Configure the Data folders DPS instances are designated by a DEX.INI setting. In order to implement multiple instances, each DPS instance must be launch with a specific DEX.INI file. In order to do this without having multiple installations of Dynamics GP on the same machine, you will create subfolders to store files to be used by each DPS instance. Underneath the main Dynamics GP installation folder (typically C:\Program Files\Microsoft Dynamics\GP) create subfolders Instance1, Instance 2 and Instance 3. Once you have GP AGENT 221

222 APPENDIX Process Server Tips created these folders, copy the Dynamics.set and the dex.ini files from the Dynamics GP installation folder into the various subfolders just created. Configure the Dex.ini Navigate to the Intance1 subfolder created in the previous step. Edit the DEX.INI and verify the DPSInstance=1 line. If this setting does not exist, add it and save the DEX.INI file. This DPSInstance value matches the GPDPS01#1 value used when you setup the Services in Dynamics GP. Navigate to the Instance2 folder and edit the DEX.INI changing DPSInstance=1 to DPSInstance=2. Save the DEX.INI and proceed to the next folder until you have assigned a unique DPSInstance value for each DEX.INI. Configuring the Dynamics.set When the DPS is launched, the name that appears in the main window Title Bar (usually Microsoft Dynamics GP ) is based on the 3 rd line of the Dynamics.set file. When you have multiple instances of DPS, you might want to be able to determine which DPS instance is running. If you do not edit your Dynamics.set, all of your instances will display Microsoft Dynamics GP in the title bar. In order to differentiate the instances, edit your Dynamics.set and add the instance number after Microsoft Dynamics GP and save your Dynamics.set file. Do this for each of the Dynamics.set files in the Instance1, etc. folders. Now, when the DPS is launched with this Dynamics.set and dex.ini, Microsoft Dynamics GP 1 will appear in the Title bar and in the Task bar for easy identification. Sample Dynamics.Set: 15 0 Microsoft Dynamics GP FieldService... This Dynamics.set file will produce the following displays:

223 Process Server Tips APPENDIX Important Note: When the Dynamics runtime engine includes new code (i.e..cnk files), the chunk file may look for the Microsoft Dynamics GP program name, so never use any of these edited Dynamics.set files in the main installation folder. Configuring the Windows shortcuts Now that you ve created your folders, DEX.INI (referred to as the defaults file ) and Dynamics.set (referred to as the launch file ) files, you can now create shortcuts to launch the DPS utilizing these special files. The Dynamics GP runtime engine (both Dynamics.exe and DPS.exe) can utilize command line parameters to run the Dynamics.exe and the DPS.exe with specific launch file specifications. The command line parameters are as follows: Dynamics.exe [set file] [defaults file] GP AGENT 223

224 APPENDIX Process Server Tips DPS.exe [launch file].[defaults file] By creating shortcuts that reference these to files, you will be able to launch your multiple DPS instances out of a single Dynamics GP install. To create a shortcut, follow these step: 1. Right click on the DPS.exe in the GP installation folder and choose Create Shortcut. 2. Rename the shortcut DPS Instance 1 3. Right click on the GPS Instance 1 shortcut and select Properties. 4. Add the set file and launch file parameters to the Target field. For example, assuming the default installation folder and the folders and files described above, the target should be: C:\Program Files\Microsoft Dynamics\GP\Dps.exe C:\Program Files\Microsoft Dynamics\GP\Instance1\Dynamics.set C:\Program Files\Microsoft Dynamics\GP\Instance1\Dex.ini Make sure that there is a space between the three file names and that you include the double quotation marks You can now launch the multiple instances of DPS simply by double-clicking on the shortcuts. You can copy the shortcuts to your desktop or even place them in the Startup folder in your Programs menu off of the Start button, so that the instances are automatically launched when you log into the computer or remote session.

225 Process Server Tips APPENDIX Script Processing GP Agent lets you to schedule SQL, Dexterity SanScript and a Dexterity procedure. This section offers some tips to follow when you schedule these types of tasks, and assumes a high level of Dexterity and SQL technical knowledge. It is not intended for beginners or users who are not very familiar with SQL scripts or Dexterity, as the primary goal of script processing is to allow ISV s to take advantage of the scheduling features of The Process Server. Technical support is available for script processing only as paid consulting from mc². Please contact us at [email protected] for additional information. Here are some things to pay attention to when using script processing: When executing SQL statements, the DPS uses the login information of the user who schedules the task. Database context is based on either the company the user was logged into or based on the Companies assigned to the task. Use the semi-colon, not GO to separate SQL batch processes for those type of commands that must be executed in a single batch. SanScript code is always executed within the context of the product dictionary selected on the Schedule Script window. Dexterity processes all pass-through SanScript in foreground. This is not normally how processing on a DPS happens, so it will prevent the DPS from performing any other processing, such as replying to requests from clients or moving items from the Timed Queue to the Normal Queue. Use pass-through SanScript only when necessary, and, where possible, use a Dexterity procedure instead. Pass through SanScript will work as long as you do not attempt to initiate any background tasks from within the SanScript. Issuing a call background or call background with name from within the SanScript will cause the DPS to lose SQL Connection and all table access will pop up a generic SQL Login and stop all processing on the DPS. This is a known bug and is slated to be resolved in a future version of the DPS. GP AGENT 225

226 APPENDIX Process Server Tips Try to run all Dexterity processing from within a procedure. Details on how to construct the procedure you can call can be found below. Table buffers of ISV tables can be opened only within the context of the ISV dictionary. Opening table definitions contained within the Microsoft Dynamics GP dictionary may encounter errors when opened from within the context of the ISV dictionary. Test this carefully. The DPS cannot process SanScript code in background when running remotely. Do not include a call background statement within your code. The DPS will lose the login context and the process will fail as soon as any table access is attempted. Do not include a call remote statement within your code. The DPS will ignore this code. Remember to initialize any global variables your process uses. If any SanScript statement does not compile, none of the code runs. Break your code up into separate items to make it easier to manage. If any tables are left open when your task is completed, the DPS will not be able to logout at the end of the task. This will leave the DPS in a state where no future tasks can be performed, because the remote login will fail. Make sure to open all tables on a form and close that form at the end of your task. Also, issue a Table_FlushCache() statement after the form has been closed. Scheduling a Dexterity Procedure You can use GP Agent to schedule a process in another ISV application, such as your own table maintenance, check links or reconcile routine. If you want to use GP Agent to run a process in your application, you need to create a global or form procedure that is the starting point of your process. This procedure then executes all the code required to complete your process. Use this example as a guide.

227 Process Server Tips APPENDIX GP AGENT 227

228 APPENDIX Process Server Tips In your ISV dictionary, create a generic procedure mc2_run_remote: in string parameter[50]; call UpdateInventory; {the name of the procedure in your Dexterity application} If you want to pass parameters into your procedure, use the values in the parameter array: in string parameter[50];

229 Process Server Tips APPENDIX call UpdateInventory parameter [1], parameter [2], parameter [3], parameter [4]; {this is the task id} {this is the database} {this is a GP printer destination} {this is the Printer ID} Because parameters are strings, you must convert parameters to the datatype you require. To do this, you can use local variables and assign values to the variables within a try catch end try statement to catch problems with parameters. You can also use the datatype() function to test data types. If you want to run reports within the procedure, you must assign a destination for the report that does not print to the screen. GP Agent automatically assigns a default printer based on the Schedule Maintenance window. You can also elect to use the destination GP AGENT 229

230 APPENDIX Process Server Tips assigned to the task used to schedule the task as follows (make sure to assign the Task ID as the first parameter: local Destination ID DestinationID; call with name GetTaskDestination of form mc2_scheduler in dictionary 1514, parameter[1], DestinationID; run report File Maintenance Error Log destination DestinationID; If your reports depend on temporary tables or your processes require table cleanup after reports run, you must put those cleanup procedures into a procedure that is called in background. If you issue a call my_cleanup_procedure, this will be executed on the DPS before the report has completed. Use call background my_cleanup_procedure to make sure that the procedure executes after the reports have run. Do not issue a call background or call remote statement inside of a procedure that is called in background and do not use any Report Writer functions in reports that issue a call background statement. This could either cause the procedures to run in a manner not expected or could cause one of the procedures to lose their SQL context, which would cause a generic SQL Login window to open once for each table accessed in the procedure. If you want to run reports and use the printer settings assigned to the task, you must assign printer information from the mc2 Printer Setup table after you pass in the Printer ID as one of the parameters: local Destination ID DestinationID; local text PrinterInfo; call with name GetTaskDestination of form mc2_scheduler in dictionary 1514, parameter[1], DestinationID; call with name GetPrinterSettings of form mc2_printer_setup in dictionary 1514, parameter[4], PrinterInfo;

231 Process Server Tips APPENDIX run report File Maintenance Error Log destination DestinationID printer PrinterInfo; Using econnect with GP Agent This appendix has been replaced by the following Knowledgebase article: %20with%20GP%20Agent.aspx GP AGENT 231