Activant Acclaim Improving Company Communication with Activant Acclaim and Workflow

Transcription

1 Activant Acclaim Improving Company Communication with Activant Acclaim and Workflow Acclaim System Administration suite: course 6 of 7

2 This class is designed for System administrators and other Personnel responsible for administrative tasks monitoring important business events

3 Objectives Send and read messages, both internal and Internet Set up mail groups Create message folders Send system-generated documents to customers and vendors via Set up workflow events for automatic detection

4 This course will NOT cover Activant Acclaim Message module Establishing an Internet connection

5 Features Internal Internet Mail groups Message forwarding Personalized message folders New Mail indicator Send system-generated documents to customers and vendors

6 Accessing Toolbox [F7] AIX prompt: $ p21mail

7 Screen Name column data is pulled from from AIX user ID info in smit user **Unknown ID!** indicates the user does not have a name in the User Information field

8 PowerDrill Options [F6] to view the PowerDrill options Save to a folder of your choice Options determine how many days messages will be kept in Trash and Log folders Address accesses a directory of names and addresses

9 Send a New Message Can send to multiple recipients, including Internet addresses, and groups. Set to a future date to send at a later time.

10 Send a New Message No limit to the number of lines of text. [Tab] to jump between windows [F2] to send message

11 Address Browse Types of Addresses Public - shared by all Private - specific to user Press [F3] at the To: line to invoke a browse. List of addresses

12 Send a Message to a Mail Group List of mail groups

13 Create an Address [F6] for PowerDrill options, then select Address Choose either public address or private address. New users are not automatically added to address list

14 Create an Address Type address, either AIX ID or Internet address. When prompted to add the address, answer Yes, If an AIX ID, Name will automatically populated If not, you must enter it manually

15 Create a Mail Group Select group public/private Type group ID and name. Answer Yes to create the group. Choose members of group by highlighting each one and pressing [Enter].

16 New Mail Indicator Indicator removed when is accessed

17 Read a Message Use [ ] and [ ] to navigate through the messages Press [Enter] to read the message

18 Read Message PowerDrill Options Press [F6] for PowerDrill options

19 Reply to a Message Yes - response sent to all recipients No - response sent only to sender Yes - include all text from the original message No - do not include all text from the original message

20 Reply to a Message Reply Original message

21 Message Folders Select Save from the PowerDrill options. Existing: type folder ID or browse [F3] New: create folder ID/Name and answer Yes to the Add a new folder prompt

22 Deleting Messages 1. While reading a message - press [F6] for PowerDrill options - choose Delete 2. From main screen, delete single message - highlight message to be deleted - press [F6] for PowerDrill options - choose Delete

23 Deleting Messages 3. From main screen, delete multiple messages: - highlight message to be deleted, and press [M] (repeat for each message to be deleted) - press [F6] for PowerDrill options - choose Mark Delete

24 Sending System-Generated Documents to Customers and Vendors Text Format Requirements Internet connection Faxing package addresses in customer and vendor records Graphical Format Requirements Forms generation package Faxing/Forms integration

25 Sending System-Generated Documents to Customers and Vendors Select the printer option for the report/document you wish to Select Print to or Print to text from the Printer Options Fill out Address and any other desired information

26 Printer Options for Invoice Recall and PO Recall Use the address stored in the customer/vendor record? Yes - address from customer/vendor record will be used No - fill in required information on the standard Information screen

27 Customer and Vendor Information addresses entered in Customer/Vendor Maintenance Used when sending invoices through Invoice Recall and POs through PO Recall

28 Workflow Monitors important business events Provides notification when those events are detected

29 Workflow Process Workflow event set up for detection. Event occurs and is detected. sent to specified recipient(s).

30 Workflow Notify user tlc when a payment of $50.00 or greater is applied to Coastal Movers account Tokens pull actual data from transaction for inclusion in message

31 Workflow $75.00 payment entered for Coastal Movers

32 Workflow notification sent to user tlc

33 Accessing Workflow 1. Via the System Administration menu 2. Job... WORKFLOW

34 Workflow Screen Events for which you can activate workflow notification Events created for the event type highlighted in the top window

35 Workflow Options [Tab] to move between windows [F6] for PowerDrill options

36 AR Payment Entry

37 AR Payment Entry Active: Should mail be sent when event occurs? Object Type - Customer or All? Start/End Code - one customer or a range Start/End Class - available when Object Type is Customer Sales Rep - limit customers to those with the specified sales rep

38 AR Payment Entry Transaction # - Use when waiting for payment against a specific invoice Min/Max Amount - limit by payment amount To - single recipient, group of recipients, internal or Internet address Subject - brief description of the message

39 AR Payment Entry Text message to be sent via Use [F3] to insert tokens

40 Insert Tokens Press [F3] to insert tokens <Code> Vendor/Customer code <Name> Vendor/Customer name <Phone> Vendor/Customer phone# <Fax> Vendor/Customer fax# <Contact> Vendor/Customer contact name <Vendor#> Vendor Number <Trans#> Transaction# <Amount> Transaction amount <Cust PO> Customer PO# <Ext PO> External PO# <Item> Item code <Desc1> Description 1 <Desc2> Description 2

41 Insert Tokens Some tokens are only available for certain events <Qty> Ordered quantity <Profit%> Order profit % <Taker> Order taker# <Cust > Customer address <Stock Loc> Stock Location (stock outs) <Old Value> Old value (data change) <Req Date> Required date (material receipts) <Exp Date> PO expected date <Source> Source of MAC update <Old MAC> MAC before update <New MAC> MAC after update <MAC loc> Location of MAC update

42 Cancelled Transfer Backorder Activates notification when a transfer backorder has been cancelled Object Type: All

43 Data Change Activates notification when the Data Change module is used Object Type: All Customer Vendor Item Vendor # Accepted Declined Used to change customer codes, item codes, vendor codes, and vendor numbers

44 E-Credit Card Payment Notification Activates notification when a transfer backorder has been cancelled Object Type: All Accepted Declined

45 Edit of PO Expected Date Past Required Date Activates notification when the Expected Date of a purchase order is changed, and the new Expected Date is after the Required Date Object Type: All Customer Vendor Item Min/Max Branch: specify a branch or range of branches

46 LPU Orders (Rush Orders) Activates notification when an order is generated with a LPU (local pickup) disposition Object Type: All Customer Vendor Item

47 Moving Average Cost Change by Percentage Activates notification when an item s moving average cost has changed by a specified percentage Object Type: All Customer Vendor Item Min % Change: message sent when change is at least this % Include 0.00 Costs: Should an item updated from a 0.00 cost trigger notification?

48 Material Receipt Activates notification when material is received in the Material module Object Type: All Customer Vendor Item Days Early: Use to be notified of early shipments # of Days early is subtracted from Required Date Required date = 6/14 Material received on 6/1 Days Early = 7 Is it early? Yes, send workflow message Adjusted Req. Date = 6/7

49 New Customer at Order Entry Activates notification when a new customer is created at the Customer prompt when entering an order

50 Orders Based on Profit Percentage Activates notification when an order is created with a profit percent outside of a specified range Object Type: All Customer Item Include Quotes: Should user be notified if the transaction is a quote? This is a quotation appended to message text

51 Protected Stock Quantity Allocated Activates notification when stock is adjusted that causes a protected quantity to be penetrated Object Type: All Customer Vendor Item

52 Quantity Adjustments in Ship Edit Activates notification when a quantity adjustment is made in the Ship Edit module Object Type: All Customer Item

53 Shipment Confirmation Activates notification when a customer order is confirmed Object Type: All Customer Item To: Internet address

54 Stock Outs Due to Material Allocation Activates notification when an item is out of stock due to material being allocated Object Type: All Vendor Item

55 Suspended Order Activates notification when a customer order suspended Object Type: All Customer Item

56 Unvalidated Orders Activates notification when a customer order is created that requires credit validation Object Type: All Customer Item

57 Summary Send and read messages, both internal and Internet Set up mail groups Create message folders Send system-generated documents to customers and vendors via Set up workflow events for automatic detection

58 For More Information Acclaim Help Files Visit Activant on the web: View Educational Services course offerings Browse Documentation Search the Solutions database Submit a Support case Consulting Services consult-sales@activant.com Professional Services Sales pss@activant.com

59 Activant System Administration suite 1. Introduction to JCMs 2. JCM Tips, Tricks, and Troubleshooting 3. Introduction to Macros 4. Understanding File Systems and Software Utilities 5. Utilizing the Automatic File Expansion Feature of Activant Acclaim 6. Improving Company Communication with Activant Acclaim and Workflow 7. Protecting Your Technology Investment with Acclaim Security