So-1437 Paperless Office Sales Order Invoices

Paperless Office: Sales Order Invoices SO-1437

Overview This Extended Solution to the standard MAS 90 MAS 200 Sales Order module prints Sales Order Invoices to PDF files. Additional functionality is available if LM-1019: Electronic Forms Delivery is also installed and enabled. Installation Before installing this Extended Solution, please verify that the version level(s) printed on the CD label are the same as the version level(s) of the MAS 90 MAS 200 module(s) you are using. For further information, please see the Upgrades and Compatibility section below. Check your Shipping Manifest for a complete list of Extended Solutions shipped. For detailed installation instructions, please refer to the Sage website at: http://support.sagesoftwareonline.com/mas/extended_solutions/main.cfm Installing Your Extended Solutions under Windows From a CD If you have the autorun function turned on for your PC, the installation program will start up automatically. If not, find the autorun.exe file on your CD-ROM drive and double-click it to start the installation program. Follow the on-screen instructions. From the Sage FTP site When your Extended Solution is ready to be downloaded, you will receive an email from ‘[email protected]’ telling you that it is ready. The email will contain the Customer Name, Cross Reference, a case-sensitive Password, a link via which you can download your Extended Solution, instructions, and a Shipping Manifest. If you have any problems with this order, please email [email protected] and we will assist you during normal business hours. Extended Solutions Control Center Installing any Extended Solution will add an Extended Solutions Control Center to the MAS 90 MAS 200 Library Master Utilities menu. When you open the Control Center, the following options will be available: • • • • •

Extended Solutions Manuals Remove Extended Solutions Unlock Extended Solutions Merge Installation Files Extended Solutions Setup options

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Custom Office If you customize your MAS 90 MAS 200, then you must run the Update Utility every time you install this Extended Solution. Setup Upon completion of software installation, you will need to access Extended Solutions Setup from the Sales Order Setup menu. Select this part number, and the Setup screen for this Extended Solution will appear (Figure 1). Check the ‘Enable Extended Solution’ box to activate this Extended Solution. The manual for this Extended Solution can be viewed by clicking the ‘Manual’ button next to the ‘Enable Extended Solution’ check box. It can also be viewed via the Extended Solutions Control Center (see Installation, above).

Figure 1

Answer the following prompts: DIRECTORY: Select a directory where the PDF document will be placed.

If you are running MAS 200, you should use UNC names, as opposed to drive letters. If you do use drive letter, be certain that the path is valid and points to the same location on both the workstations and the server. The following options are available only if you have LM-1019: Electronic Forms Delivery installed and enabled.

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SPECIFY E-MAIL/FAX ON INVOICE: This option will allow you to add an additional email address via a UDF, or to use the Fax Number on the document. Select ‘No,’ ‘In Addition to Customer Masterfile Information,’ or ‘Instead of Customer Masterfile Information.’ S/O INVOICE HEADER UDF FOR E-MAIL ADDRESS: If you answered other than ‘No,’ above, enter the S/O Custom Office Invoice Header UDF to use for the e-mail address. A new security event 'Allow User to Delete S/O Invoice PDFs' is added to the S/O module. You should review your security setup in Role Maintenance to see if any changes are required. You should visit this Setup screen after each upgrade or reinstallation of this Extended Solution. Implementation Guidelines If you are using this Extended Solution in conjunction with LM-1019: Paperless Office: Electronic Forms Delivery it is suggested that you do a ‘trial run’ in Test Mode before sending your PDFed invoices electronically. Please refer to the LM-1019 manual for details. Operation Paperless Office Processing This Extended Solution adds a Paperless Office button to certain screens. The button looks like this: When you click this button, you will have access to the Paperless Office options for that screen. S/O Invoice Entry In S/O Invoice Entry, if you specified a S/O Custom Office Invoice Header UDF to hold the email address, then you will need to type them in using semicolons between entries. S/O Invoice Printing The Invoice Printing screen (Figure 2) has been modified with the addition of a ‘Produce Invoices For’ drop box. The options available and the results they produce are: Produce Invoices For

E-mail Customer

Print Customer

Print All E-mail Customers Only Print Customers Only Print All and E-mail Customers Print or E-mail Customers Print All, PDF All PDF All

Printed PDF, E-mail Nothing Printed, PDF, E-mail PDF, E-mail Printed, PDF PDF

Printed Nothing Printed, Printed, Printed, Printed, PDF

PDF PDF PDF PDF

LM-1019 Option No Yes Yes Yes Yes No No

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Figure 2

If one of the E-mail options is selected, the ‘E-mail’ button will be enabled. Click the button to specify the E-mail Subject, From E-mail address, and whether you want to enable test mode (Figure 3). If you want the actual Invoice Number to appear in the subject line of the e-mail, enter the token <> in your subject line text. The actual document number will be substituted in its place.

Figure 3

The document naming convention for a PDFed Invoice will be: Customer Number + Source + Invoice Number (including Type) + Invoice Date

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The use of illegal characters (characters not allow by Windows) in Customer or Vendor names will create undesirable results when generating PDF documents. Invoice ‘Quick Print’ has also been modified to allow you access to Paperless options (Figure 4); paperless is also available in Invoice Printing from the Shipping menu.

Figure 4

Invoice Viewer There are two options for accessing your documents. The first is via the Paperless Office button on the Invoices tab of Customer Maintenance (Figure 5).

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When this button is clicked, you will be presented with the Viewer which lists the PDFed Sales Order Invoices for this Customer (Figure 6a).

Figure 6a

The second is via a global Customer Viewer available under the Library Master, Paperless menu (Figure 6b).

Figure 6b

You can define a range of Invoice Dates you wish to view. This range of dates will default the FROM to 30 days prior to the current system date and the TO date to 12/31/2999. Click the ‘Refresh’ button each time you change the dates to update the screen.

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The following columns of data will be presented: Invoice Number: The Invoice Number assigned. Invoice Date: The date on the Invoice. Source: (SO) If the Invoice referenced an Order Number, it will be appended to the Source. User: The User Code who printed the invoice. Exists: Does the PDF still exist in the file? Updated: Has this Invoice been updated? EFD: Was electronic delivery performed? Y/N if LM-1019 installed. Will be blank if LM1019 is not installed. System Date and Time: The date and time on the user’s workstation when the PDF was generated. Acct Date: This date will reflect the module date prior to update; thereafter, the posting date for the Journal or Register following the update will display. Document’s Location and Name: The directory and filename of the PDF document, recorded at the time the document was created. The Viewer will display in Invoice Number order, with the top entry highlighted. You can click on any of the columns to resort the data. There will be a ‘View’ button with an Adobe icon located on the bottom. When clicked, it will load the Adobe Acrobat Reader with the document on the highlighted line. LOAD DATA IN VIEWER UPON ACCESS: Check this box to cause the Paperless Office Viewer to load automatically with all document records upon access. Every time a change is made to the form name or the date range, the list box will be auto refreshed. Leave it unchecked to force the user to specify the form and the date range then click the ‘Refresh’ button. Only records relating to the specified selections will load in the list box. You must click ‘Refresh’ to reload the list box each time the form or date range is changed. The last option selected for the Viewer will be remembered. This option is Viewer specific not form specific. You can shift/click to highlight multiple entries, which can apply to any of the following three buttons: Delete, Move, or Electronic Delivery:

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Deleting Documents The ‘Delete’ button will only be available to Users associated with the Security Event, ‘Allow User to Delete S/O Invoice PDFs'. When clicked all selected records and associated PDF documents will be deleted. Moving Documents When the ‘Move’ button (Figure 6) is clicked with documents highlighted, you will be prompted for the new path for the documents (Figure 7).

Figure 7

After you have selected the directory location for the documents press Proceed to begin the Move process. If you have not selected any documents in the viewer, then it is assumed that you want to move all of the documents currently listed in the Viewer. You will be warned and asked if you want to continue (Figure 8). To move all the documents currently displayed in the viewer press ‘Yes’. Due to interpreter limitations, you should select no more than 100 documents at a time for moving.

Figure 8

The program will attempt to move all of the selected documents that it can, and will reset the path for those documents. If ‘Exist’= No then no document will be copied, but the path will be changed because this assumes it has already been moved. Electronic Delivery If LM-1019 is installed and enabled, an ‘Electronic Delivery’ button will be available. When this button is clicked, you will be prompted for the ‘From’ e-mail address, e-mail subject, and whether or not you want to activate test mode (Figure 9). The ‘From’ e-mail address will be saved by form type. The e-mail subject and test mode settings will not be saved. The viewer will e-mail and/or fax the selected documents according to the customer’s current

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Delivery Options (refer to the AR CUSTOMER DELIVERY OPTIONS section of the LM-1019 manual for details). This button will NOT print the invoice.

Figure 9

Invoice History Inquiry Invoice History Inquiry will be modified with the paperless button to view the PDF, if one exists (Figure 10).

Figure 10

Purge Account Receivable History When an Invoice is deleted from History, records in the Customer PDF Log file and the actual PDF files for that invoice will be deleted.

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Delete and Chang Customer Utility The Customer Delete/Renumber/Merge Utility as well as A/R Customer ‘Delete’ option, has been modified as follows: • When you renumber a customer, then all log records will have the Customer Number changed to be the new Customer Number. The PDF filename, which contains the original Customer Number, will be unchanged. • When you merge customers, any log records that reference the From Customer Number will be changed to reference the ‘To’ Customer Number. The PDF filename, which contains the original Customer Number, will be unchanged. • When you delete a customer, no changes will be made to the pdfs nor the records in the file. ODBC Dictionary The files listed below have been added or changed in the ODBC Dictionaries by this Extended Solution for Crystal Reports purposes. File AR_CustomerPDFLog_001 SO_InvoiceWrk

Field All fields Print_001 PDF_001 Email_001

Be aware that the ODBC Dictionaries may contain other files and data fields that will be unavailable without their corresponding Extended Solutions installed. What’s New With the 03-15-06 release: • Added ‘Load Data Upon Access’ checkbox option to the customer viewer. With the 12-28-05 release: • Converted to business framework • Moved the Subject line of the email from Setup to Email Options • Print Options expanded to conform to new standards • Converted AR_EE to AR_CustomerPDFLog_001 With the 7-7-05 release: • Added token for Invoice Number to email subject field • Changed email subject field length from 50 to 150. Upgrades and Compatibility The installation CD is labeled with the version of the MAS 90 MAS 200 module for which this Extended Solution was prepared. This Extended Solution will check its compatibility with the appropriate MAS 90 MAS 200 modules and will be disabled if an incompatibility is found. If you upgrade your MAS 90 MAS 200 modules, this Extended Solution must be upgraded as well. Your MAS 90 MAS 200 dealer can supply this upgrade.

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Documentation Only changes made to the standard operation of MAS 90 MAS 200 have been documented in this manual. Operations not documented in this manual are standard procedures of MAS 90 MAS 200 processing. Standard MAS 90 MAS 200 processes, data entry screens, inquiry screens, reports, updates, etc., have not been changed unless addressed in this document. Parts of this document may refer to the Specific Purpose Rule. When referenced, the described feature was developed for a specific client to its specifications and may not conform to generally accepted MAS 90 MAS 200 standards and procedures. These features may or may not benefit you in your application of MAS 90 MAS 200. Acknowledgments © 2005 Sage Software, Inc. All rights reserved. Sage Software, MAS 90 and MAS 200 are registered trademarks or trademarks of Sage Software, Inc. All other trademarks are the property of their respective owners.

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