Paperless Office: Electronic Forms Delivery

LM-1019

Overview
This Extended Solution is designed to be used in conjunction with other Paperless Office
Extended Solutions as a means of delivering documents electronically, either by e-mail or
fax.

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

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 on 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@sagesoftware.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

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
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
Once the disk is installed, you will need to access the Library Master ‘Extended Solutions
Control 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 for
this Extended Solution, if it has been installed, can be viewed by clicking the ‘Manual’ button
next 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-mails
to 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 forms
only. For business framework forms, you need to set up a new form code and

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

2005 Sage Software, Inc. All rights reserved. LM-1019 (Revised 04/07) Page 2
 specify a default ‘From E-mail Address’ for that form code. If you want to use the
‘STANDARD’ form code, you will have to enter the From E-mail Address and Subject
every time.

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

‘TO’ E-MAIL ADDRESSES: For the most accurate test, you should use one address that is in
your domain and one address that is an ‘outside’ address (e.g., user@yahoo.com or
user@hotmail.com).

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 is
disabled.’

The following faxing service options are available in the drop down box for Faxing Services:
• Faxaway
• eFax
• MaxEmail
• Protus
• Generic FAX Service

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

2005 Sage Software, Inc. All rights reserved. LM-1019 (Revised 04/07) Page 3
 Generic Fax Service has been added as an option in addition to the faxing services
currently 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 this
option.

‘FROM’ E-MAIL ADDRESS: Enter the e-mail address authorized to send faxes from this fax
service.

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 that
not all fax services support cover pages.

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

USE ‘FINE’ TRANSMISSION RESOLUTION: Check this box to use ‘fine’ resolution. Note that
not 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):

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

2005 Sage Software, Inc. All rights reserved. LM-1019 (Revised 04/07) Page 4
 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 the
area 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 whether
or not the fax was sent to the selected faxing service successfully. Obviously, you should also
check 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 Extended
Solution.

Operation
This 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 Stubs

AR-1223: Paperless Office: A/R Statements
AR-1225: Paperless Office: A/R Invoices
JC-1147: Paperless Office: Job Cost Invoices
PO-1165: Paperless Office: Purchase Orders
PR-1120: Paperless Office: Direct Deposit Stubs
SO-1437: Paperless Office: Sales Order Invoices
SO-1463: Paperless Office: Sales Orders

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

ELECTRONIC DELIVERY – LIVE MODE

Once the Electronic Delivery process has been initiated, a status screen will pop up, listing
each e-mail/fax as it is sent (Figure 4).

Figure 4

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

2005 Sage Software, Inc. All rights reserved. LM-1019 (Revised 04/07) Page 5
If a (non-MAS 90 MAS 200) error is encountered during the process, an Error During
Electronic Delivery screen will pop up, containing error information, the Sent To e-mail
address/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 up
for each error encountered. If you click Quit, all processing will cease, including the printing
of the forms as well as the delivery of them. If you click ‘Ignore all errors,’ processing will
continue without any further interruptions for error reporting.

Figure 5

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

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

2005 Sage Software, Inc. All rights reserved. LM-1019 (Revised 04/07) Page 6
 Figure 6

ELECTRONIC DELIVERY – TEST MODE

If you checked the ‘Enable Test Mode’ box in Setup, when you initiate Electronic Forms
delivery, forms will be sent to the E-Mail Address(es)/Fax Number(s) for Testing specified in
Setup, 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 informed
that 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 you
either leave the screen and come back or attempt delivery from a different screen. If you
answer No, processing will halt and the screen will appear each time you re-initiate
electronic delivery.

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

2005 Sage Software, Inc. All rights reserved. LM-1019 (Revised 04/07) Page 7
AR CUSTOMER DELIVERY OPTIONS
Customer Masterfile Maintenance and Inquiry ‘Main’ tab have been modified with a Paperless
Office button (Figure 8).

Figure 8

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

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

2005 Sage Software, Inc. All rights reserved. LM-1019 (Revised 04/07) Page 8
 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 is
checked, then you will have access to four options, below. You must use at least one, and
can use as many as you want.

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

CONTACT CODE: Enter the Customer E-mail Contact Code or Codes to send documents to
the 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 the
document header’s ‘Confirm To’ contact. The program will scan the customer contact file to
find the first matching contact name (non case sensitive) and use that contact’s e-mail
address. Note: This check box is only enabled for S/O Order and S/O Invoice forms.

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

2005 Sage Software, Inc. All rights reserved. LM-1019 (Revised 04/07) Page 9
 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, then
you 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 Customer
Masterfile.

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

ADDITIONAL FAX NUMBER: Specify an additional fax number.

AP VENDOR DELIVERY OPTIONS

The Vendor Maintenance and Inquiry ‘Main’ tabs have been modified with a Paperless Office
button (Figure 10). When clicked, you will be presented with Paperless Office Electronic
Delivery–Form Maintenance. Specify the Vendor and Form Name (options dependent on
which Paperless Forms part numbers you own), then define the delivery method options
(Figure 11).

Figure 10

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

2005 Sage Software, Inc. All rights reserved. LM-1019 (Revised 04/07) Page 10
 Figure 11

The following options will be available:

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

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

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

CONTACT CODE: Enter the Vendor E-mail Contact Code or Codes to send documents to the
contact 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 you
will have access to three options, below. You must use at least one, and can use as many as
you want.

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

2005 Sage Software, Inc. All rights reserved. LM-1019 (Revised 04/07) Page 11
 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 Check
selected. Specify a password to password protect the PDF document. This field will not be
available if the faxed checkbox is checked since password protected PDF documents cannot
be faxed.

ODBC Dictionary
The files listed below have been added or changed in the ODBC Dictionaries by this Extended
Solution for Crystal Reports purposes.

File: Description Field:

AR_ElectronicDelivery_001 Customer Form Electronic Delivery File All Fields
AP_ElectronicDelivery_001 AP Vendor EFD File All Fields

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 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 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.

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

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

2005 Sage Software, Inc. All rights reserved. LM-1019 (Revised 04/07) Page 12
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.

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

2005 Sage Software, Inc. All rights reserved. LM-1019 (Revised 04/07) Page 13