LM-1019 Paperless Office Electronic Forms Delivery

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Paperless Office: Electronic Forms Delivery

LM-1019

OverviewThis Extended Solution is designed to be used in conjunction with other Paperless OfficeExtended Solutions as a means of delivering documents electronically, either by e-mail orfax.

This Extended Solution is compatible with many Sage Software Paperless OfficeExtended Solutions. Please see the Operations section for more details.

InstallationBefore installing this Extended Solution, please verify that the version level(s) printed on theCD label are the same as the version level(s) of the MAS 90 MAS 200 module(s) you areusing. 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

I ns t a l l i ng You r Ex t ended So lu t i ons unde r W indow s

From a CDIf you have the autorun function turned on for your PC, the installation program will start upautomatically. If not, find the autorun.exe file on your CD-ROM drive and double-click on it

to start the installation program. Follow the on-screen instructions.

From the Sage FTP siteWhen your Extended Solution is ready to be downloaded, you will receive an email [email protected] telling you that it is ready. The email will containthe Customer Name, Cross Reference, a case-sensitive Password, a link via which you candownload your Extended Solution, instructions, and a Shipping Manifest. If you have anyproblems with this order please email:[email protected] we will assistyou during normal business hours.

Ext ended So lu t ion s Cont ro l Center

Installing any Extended Solution will add an Extended Solutions Control Center to the MAS90 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

Sage Software, Inc. 888-856-2378 www.sagesoftware.com/mas90/extendedsolutions/

2005 Sage Software, Inc. All rights reserved. LM-1019 (Revised 04/07) Page 1
mailto:[email protected]:[email protected]


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Custom Of f ice

If you customize your MAS 90 MAS 200, then you must run the Update Utility every time

you install thisExtended Solution.

SetupOnce the disk is installed, you will need to access the Library Master Extended SolutionsControl Center (see above) and select Extended Solutions Setup options, then LM-1018.Check the Enable Extended Solution box to activate this Extended Solution. The manual forthis Extended Solution, if it has been installed, can be viewed by clicking the Manual buttonnext to the Enable Extended Solution check box.

Figure 1

Answer the following prompts under the General tab (Figure 1):

FROM E-MAIL ADDRESS: Enter the From e-mail address from which you want your e-mailsto be sent. This e-mail address will be used if you leave the From e-mail address blank in the

other Extended Solutions used in conjunction with this one, or if they do not have a From e-mail address setup option.

This default From E-mail Address will be used for non-business framework formsonly. For business framework forms, you need to set up a new form code and




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specify a default From E-mail Address for that form code. If you want to use theSTANDARD form code, you will have to enter the From E-mail Address and Subjectevery time.

ENABLE TEST MODE:Check this box to enable Test Mode. Please see Operations for furtherdetails.

TOE-MAIL ADDRESSES: For the most accurate test, you should use one address that is inyour domain and one address that is an outside address (e.g., [email protected] [email protected]).

Figure 2

Answer the following prompts under the Faxing Setup tab (Figure 2):

FAXING SERVICE: Select the service you will be using to send faxes, or select Faxing isdisabled.

The following faxing service options are available in the drop down box for Faxing Services:

Faxaway eFax MaxEmail Protus Generic FAX Service


mailto:[email protected]:[email protected]


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Generic Fax Service has been added as an option in addition to the faxing servicescurrently offered. We have made this option available for users that can configure it

to work with their chosen fax service. We provide no warranty or support of thisoption.

FROME-MAI L ADDRESS:Enter the e-mail address authorized to send faxes from this faxservice.

PASSWORD: Enter the password for this service, if one is required.

INCLUDE A COVER PAGE: Check this box to include a cover page with your faxes. Note thatnot all fax services support cover pages.

FAX SERVICE DOMAIN: Enter the domain name for the fax service selected above.

USEF INE TRANSMISSION RESOLUTION: Check this box to use fine resolution. Note thatnot all fax services support this option.

LOCAL AREA CODE: Enter your local area code.

Figure 3

Answer the following prompts under the Testing Faxing tab (Figure 3):




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FAX NUMBER: Enter the fax number to which you want to send a test fax. Format the

number as instructed by your fax service (usually beginning with a 1 and followed by thearea code and phone number).

SUBJECT LINE FOR TESTING: Enter the text for the subject line on the test fax.

Click the Send Test Fax button. The text box to the right of the button will tell you whetheror not the fax was sent to the selected faxing service successfully. Obviously, you should alsocheck to see if the fax was received at the specified fax number.

You should visit this Setup screen after each upgrade or reinstallation of this ExtendedSolution.

OperationThis Extended Solution is designed to be used in conjunction with these other Paperless

Office Extended Solutions:

AP-1095: Paperless Office:A/P Checks and Direct Deposit StubsAR-1223: Paperless Office: A/R StatementsAR-1225: Paperless Office: A/R Invoices

JC-1147: Paperless Office: Job Cost InvoicesPO-1165: Paperless Office: Purchase Orders

PR-1120: Paperless Office: Direct Deposit StubsSO-1437: Paperless Office:Sales Order InvoicesSO-1463: Paperless Office:Sales Orders

Please see the manuals for these Extended Solutions for further information.

ELECTRONI C DELI VERY LI VE MODEOnce the Electronic Delivery process has been initiated, a status screen will pop up, listingeach e-mail/fax as it is sent (Figure 4).

Figure 4




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If a (non-MAS 90 MAS 200) error is encountered during the process, an Error DuringElectronic Delivery screen will pop up, containing error information, the Sent To e-mailaddress/fax number, Subject, and Body (Figure 5). If you click Continue, the error screen

will disappear and processing will continue from that point. A new error screen will pop upfor each error encountered. If you click Quit, all processing will cease, including the printingof the forms as well as the delivery of them. If you click Ignore all errors, processing willcontinue without any further interruptions for error reporting.

Figure 5

Once Electronic Delivery has been attempted for all the designated forms, a Results ofElectronic Delivery screen will appear (Figure 6). It will contain the document name and thenumber of Attempted and Successful E-mails and Faxes. Note that the numbers will reflectindividual recipients (i.e., if an e-mail address field in Customer Maintenance contains twoaddresses separated by a semi-colon, they will be counted as two, not one).




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Figure 6

ELECTRONI C DELI VERY TEST MODEIf you checked the Enable Test Mode box in Setup, when you initiate Electronic Formsdelivery, forms will be sent to the E-Mail Address(es)/Fax Number(s) for Testing specified inSetup, not to the individual addresses set up in Customer Maintenance or Form Maintenance(see below). The first time you initiate electronic delivery from a screen you will be informedthat you are in Test Mode and be prompted to continue (Figure 7).

Figure 7

If you answer Yes, processing will continue, and you will not see the screen again unless youeither leave the screen and come back or attempt delivery from a different screen. If youanswer No, processing will halt and the screen will appear each time you re-initiateelectronic delivery.




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AR CUSTOMER DELI VERY OPTI ONS

Customer Masterfile Maintenance and Inquiry Main tab have been modified with a PaperlessOffice button (Figure 8).

Figure 8

When clicked, you will be presented with Paperless Office Electronic DeliveryFormMaintenance. Specify the Customer and Form Name (options dependant on which PaperlessForms part numbers you own) then define the delivery method options (Figure 9).




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Figure 9

PRINTED: Check this box if you want to print this form for this Customer.

E-MAILED:Check this box if you want this form e-mailed to this Customer. If this option ischecked, then you will have access to four options, below. You must use at least one, andcan use as many as you want.

USE MASTERFILE E-MAIL ADDRESS: Check this box to use the e-mail address from theCustomer Masterfile.

CONTACT CODE: Enter the Customer E-mail Contact Code or Codes to send documents tothe contact e-mail address(es).

ADDITIONAL E-MAIL ADDRESS: Specify an additional e-mail address.

USE DOCUMENT CONTACT E-MAIL: Check this box to use the e-mail address from thedocument headers Confirm To contact. The program will scan the customer contact file tofind the first matching contact name (non case sensitive) and use that contacts e-mailaddress. Note: This check box is only enabled for S/O Order and S/O Invoice forms.




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FAXED: This option will only be available if you set up a Fax service in the EFD setup.

Check this box if you want this form faxed to this Customer. If this option is checked, thenyou will have access to three options, below. You must use at least one, and can use as

many as you want.

USE MASTERFILE FAX NUMBER: Check this box to use the fax number from the CustomerMasterfile.

CONTACT CODE: Enter the Customer Fax Number Contact Code or Codes.

ADDITIONAL FAX NUMBER: Specify an additional fax number.

AP VENDOR DELI VERY OPTI ONS

The Vendor Maintenance and Inquiry Main tabs have been modified with a Paperless Officebutton (Figure 10). When clicked, you will be presented with Paperless Office Electronic

DeliveryForm Maintenance. Specify the Vendor and Form Name (options dependent onwhich Paperless Forms part numbers you own), then define the delivery method options(Figure 11).

Figure 10




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Figure 11

The following options will be available:

PRINTED: Check this box if you want to print this form for this Vendor. Checks will alwaysbe printed.

E-MAILED:Check this box if you want this form e-mailed to this Vendor. If this option ischecked, then you will have access to four options, below. You must use at least one, andcan use as many as you want.

USE MASTERFILE E-MAIL ADDRESS: Check this box to use the e-mail address from theVendor Masterfile.

CONTACT CODE: Enter the Vendor E-mail Contact Code or Codes to send documents to thecontact E-mail address(es).

ADDITIONAL E-MAIL ADDRESS: Specify an additional e-mail address.

FAXED: This option will only be available if you set up a Fax service in the EFD setup.Check this box if you want this form faxed to this Vendor. If this option is checked, then youwill have access to three options, below. You must use at least one, and can use as many asyou want.




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USE MASTERFILE FAX NUMBER: Check this box to use the fax number from the Vendor

Masterfile.

CONTACT CODE: Enter the Vendor Fax Number Contact Code or Codes.

ADDITIONAL FAX NUMBER: Specify an additional fax number.

PASSWORD: This option will only be available if you have AP-1095 installed and A/P Checkselected. Specify a password to password protect the PDF document. This field will not beavailable if the faxed checkbox is checked since password protected PDF documents cannotbe faxed.

ODBC DictionaryThe files listed below have been added or changed in the ODBC Dictionaries by this ExtendedSolution for Crystal Reports purposes.

File: Description Field:

AR_ElectronicDelivery_001 Customer Form Electronic Delivery File All FieldsAP_ElectronicDelivery_001 AP Vendor EFD File All Fields

Be aware that the ODBC Dictionaries may contain other files and data fields that will beunavailable without their corresponding Extended Solutions installed.

Whats NewWith the 04-13-07 release:

Converted Vendor Maintenance hooks for Electronic Delivery to v.4.20 standards Removed AP_EF and replaced with AP_ElectronicDelivery_001

With the 06-05-06 release:

Added option: Use Document Contact E-mail, to Paperless Office Electronic Delivery Customer Form Maintenance.

Upgrades and CompatibilityThe installation CD is labeled with the version of the MAS 90 MAS 200 module for which thisExtended Solution was prepared. This Extended Solution will check its compatibility with theappropriate MAS 90 MAS 200 modules and will be disabled if an incompatibility is found. Ifyou upgrade your MAS 90 MAS 200 modules, this Extended Solution must be upgraded aswell. Your MAS 90 MAS 200 dealer can supply this upgrade.

DocumentationOnly changes made to the standard operation of MAS 90 MAS 200 have been documented inthis manual. Operations not documented in this manual are standard procedures of MAS 90




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MAS 200 processing. Standard MAS 90 MAS 200 processes, data entry screens, inquiryscreens, 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 notconform to generally accepted MAS 90 MAS 200 standards and procedures. These featuresmay 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 areregistered trademarks or trademarks of Sage Software, Inc. All other trademarks are theproperty of their respective owners.



LM-1019 Paperless Office Electronic Forms Delivery

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