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
‘extendedsolutions.na@sage.com’ 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 extendedsolutions.na@sage.com and we will assist
you during normal business hours.

Extended Solutions Control Center

Installing any Extended Solution will add an Extended Solutions Control Center to the MAS
90 MAS 200 Library Master Utilities menu. When you open the Control Center, the following
options will be available:

• Extended Solutions Manuals

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

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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 LM-1019

Option
Print All Printed Printed No
E-mail Customers Only PDF, E-mail Nothing Yes
Print Customers Only Nothing Printed, PDF Yes
Print All and E-mail Customers Printed, PDF, E-mail Printed, PDF Yes
Print or E-mail Customers PDF, E-mail Printed, PDF Yes
Print All, PDF All Printed, PDF Printed, PDF No
PDF All PDF PDF 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 <<DOC_#>> 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).

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 LM-
1019 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 Field
AR_CustomerPDFLog_001 All fields
SO_InvoiceWrk 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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