ACTIVANT STANPAK. DOM Document Output Management QicSTART. Version 6.0

Transcription

1 ACTIVANT STANPAK DOM Document Output Management QicSTART Version 6.0

2 This manual contains reference information about software products from Activant Solutions Inc. The software described in this manual and the manual itself are furnished under the terms and conditions of a license agreement. The software consists of software options that are separately licensed. It is against the law to copy the software on any medium, or to enable any software options, except as specifically permitted under the license agreement. In addition, no part of this manual may be copied or transmitted in any form or by any means without the prior written permission of Activant Solutions Inc. From time to time, Activant makes changes to its software products. Therefore, information in this manual is subject to change, and the illustrations and screens that appear in the manual may differ somewhat from the version of the software provided to you. Created by: Yardley Technical Communication 2006, Activant Solutions Inc. All rights reserved. Activant and the Activant logo are registered trademarks and Activant Prophet 21 is a trademark of Activant Solutions Inc. All other company or product names are the trademarks or registered trademarks of their respective companies. Activant Solutions Inc Southfront Road Livermore, CA Version 6 Publication Date:

3 Document Output Management Activant Stanpak Document Output Management is a rules-based system that maintains a standard company forms profile for each printed document; plus any special alternative document formats for customers or vendors specific documents; indicating rules concerning the mode of delivery (print, fax or ); the addressee; and the fax number or address. DOM will automatically produce and distribute invoices, statements and purchase orders according to the rules in the profile and contact files. DOM includes a master maintenance program to maintain the DOM control File that defines document handling by document for specific customer and vendor. The underlying technology prints the document and form layout through Qantel Print Connector; or creates the print output as a PDF with the option to fax or . Stanpak Document Output Management will 1. Display print output on screen as PDF instantly to save paper. 2. Print the Invoice, Delivery Ticket, Statement and Invoice copies to a laser printer on plain paper with data superimposed on a Form Template to replace pre-printed forms. 3. Print documents (Invoice, Delivery Ticket, Statement, Invoice copies and Quotes) based on Customer Profile by document to print, fax or to specified addressee. 4. Print Purchase Orders based on Vendor Profile to print, fax or to specified addressee. Output Options: 1. Hard Copy Print Out - Print plain paper output document on any laser printer. Documents that require a form include the data superimposed over the appropriate form. The printer will print multiple copies of forms if requested by the specifications with attached PDF files to recipients defined in the contact files. Documents that require a form include the data superimposed over the appropriate form. 3. FAX - FAX the document to customer or vendor as a clean and legible document. Documents that require a form include the data superimposed over the appropriate form. 4. Screen Display - Display printed document as a PDF on the PC with Adobe Acrobat Reader. Documents that normally print on forms include the data superimposed over the appropriate form. DOM QicSTART Guide Page 1 of 17

4 Prophet 21 Stanpak DOM eliminates the need for pre-printed forms and provides rules for distribution for the following forms: Current DOM Programs: Sales Order Print (OP) Sales Invoices (RP, OE, OIP) Copy of Invoice (RIX, WIR) Customer Statements (RS) Note: To print the form with the document, Prophet 21 Stanpak DOM requires a laser printer networked to your server and connected by Qantel Print Connector. Setup Document Output Management 1. Set up Server Run DINSTALL The DOM installation script will do the following: 1) Add printers to m01.cfig a. LPC - a/p laser check printer b. LDD - DOM Double Delivery Ticket printer c. LDL - DOM Landscape form printer d. LDP - DOM Portrait form printer 2. Download Review Manuals Installation Manual Access and review the Document Output Management (DOM) manuals available on the Stanpak customer web site DOM QicSTART Guide Page 2 of 17

5 3. Install and Set up Print Connector Install Print Connector Install Print Connector on a PC. You can download the QicSTART Guide for installing Qantel Print Connector from the Download Manuals page on our secure Support Website The PC that you select must be running to print. Select a PC that will not be turned off. Setup Printer in Print Connector Set up the printers listed below in Print Connector and save the settings 1. LPC - 10 cpi, 6 lpi, printer using portrait orientation A/P Laser Check Printer 2. LDD - 17 cpi, 8 lpi, printer using portrait orientation DOM Printer 3. LDP - 17 cpi, 8 lpi, printer using portrait orientation 4. Enter DOM Passwords Run INSTALL and enter the DOM password.(#26 on the 3 rd screen) if it does not exist. 5. Set up Printers and PSETUP You must run PSETUP to setup all DOM printers. 1. Add the above printers using option 8 (other printer) 2. Identify printer as a/p laser check printer, DOM Double Delivery, DOM landscape or DOM portrait DOM QicSTART Guide Page 3 of 17

6 3. The Print Connector flag should be Y(This value is inserted by the system if it finds a Print Connector configured. If you have previously set up Print Connector, it should read Y.) 4. Save printer settings DOM will only allow users to select Print Connector printers for printing DOM documents. You will need to select a printer which is a Print Connector printer in PSETUP to be setup as a DOM printer. You can use QINFO to find out which printers are set up as Print Connector printers. Run QINFO to establish system information file. Note: PSETUP can be used to set the printer description for any printer used at your company. The printer description will be displayed by the GUI printer selection. 6. Set up System devices and standard forms with SDM Run SDM to set up your system devices You will need to use System Device Maintenance program SDM on the SPDP menu to set up your output devices and standard forms. You must set up your system print output devices: 1. FAX device (EF1 for Faximum or F00 for FaxFX ) 2. devices 3. PDF text device (required for ing and faxing) 4. PDF display device You must set up your company s standard forms profiles for each document: 1. Form types, Orientation, Style etc. 2. Document print options 3. Logo and logo placement 4. Document header (name) DOM QicSTART Guide Page 4 of 17

7 Setting up the Fax Server All systems that fax documents (FaxFX and Faximum) require setting up the basic system devices. The System Devices and Paths screen displays the settings for such controls as the Device, Fax Device, Faximum User ID when the Fax Device is EF1, PDF Display Device, PDF Text Device (required for and faxing via Faximum), and PDF Printer. Type Y and press <TAB> if the device and path information is correct. Type N and press <TAB> to maintain device and path information. If you have not entered a DOM password, the system will prompt: Print options or exit? (P/X): X Type P and press <TAB> to print the device and path settings. For customers with a DOM password, the system will next display the following prompt: Maintain Documents, Options, Headers, Print, or exit? (D/O/H/P/X): D Type the following values to maintain: D Documents P Print O Options X exit the program H Headers DOM QicSTART Guide Page 5 of 17

8 DOM Documents The Document Output Management system, in addition to requiring setup of the basic system devices, requires the company document profile to be set up. The Document Maintenance Page lists the documents currently available for Document Output Management, along with a list of customizing options available. This screen maintains the standard company profile of each document. At the prompt, Enter <Filed #> to change form or (A)ccept: select the document to customize by entering its corresponding line number. The cursor will appear on the row selected in the Form Type column. Enter one of the following numbers corresponding to the form type you wish to select and <TAB> 1 Plain Paper 2 Pre-Printed Forms 3 Generic Printed Forms 4 DOM Line Draw Forms DOM QicSTART Guide Page 6 of 17

9 Note: The Order Entry Delivery Ticket documents (DOM Form #1 and #2) and the Delivery Ticket documents (DOM Form #3 and #4) should be set up with the same settings. The cursor will appear in the Orient D/S/P column. Enter one of the following responses and <TAB>. D Double (only available for OE and OP documents only) P Portrait (8 ½ x 11 ) uses custom window envelope S Standard Portrait (8 ½ x 11 ) uses standard #9 window envelop The cursor will appear in the Style O/S column. Enter one of the following responses and <TAB>. O Ordered/Shipped/Back Ordered columns (not used on RS documents) S Shipped Only (not used on RS documents) The cursor will appear in the Delivery Method E/F/B/N column. Enter one of the following responses and <TAB>. E (system will search for an address first, will use standard print if an address can not be found in the CSCM/WC program) F Fax (system will search for a fax number first, will use standard print if an address can not be found in the CSCM/WC program) B Both (system will search for an address first, a fax number second and will use standard print if neither can be found in the CSCM/WC program) N The system will print the document using the standard print. Note: Order Entry (OE) and Delivery Ticket Print (OP) are PRINT ONLY programs. and fax delivery methods are not valid for these documents and SDM will not stop at these fields. The cursor will appear in the DEF LPx column. Enter the name of the specific print connector printer that you will be using to print this form and <TAB>. (example: LDD, LDL, LDP, etc) Note: DOM documents will only print on Print Connector printers. The DOM print programs will not accept a non-print Connector as a valid printer selection. DOM QicSTART Guide Page 7 of 17

10 The cursor will appear in the Copy2 P/M/N column. Enter one of the following responses and <TAB>. P Print a second copy of the document M Print a second copy and mark it. For example, delivery tickets would be marked Driver Copy and invoices marked Office Copy. N Do not print a second copy of the document The cursor will appear in the Copy 3 P/M/N column. Enter one of the following responses and <TAB>. P Print a third copy of the document M Print a third copy and mark it. For example, delivery tickets would be marked Office Copy and invoices marked Sales Staff Copy. N Do not print a third copy of the document The system will prompt: Enter <FIELD #> to change form or (A)ccept: You can select another form to maintain, or enter A and <TAB> to accept the displayed options. DOM Document Options When you have finished entering settings for your forms and you have entered A to accept. the systemdisplays the following prompt: Maintain document Options, Headers, or exit? (O/H/P/X): Enter O and <TAB> to maintain the document options. The following screen is displayed: DOM QicSTART Guide Page 8 of 17

11 Answer the following questions: Print your Company Name (Y/N): Enter Y to this question to print your company name or N to omit your company name Print your Company Logo (Y/N): Enter Y to this question to include your company logo or N to omit your company logo Path to Company Logo: Enter the data path to your company logo File Name of Company Logo: Enter the name of your company logo Logo Location Upper Left Corner Column: 1 Row: 1 (should always be 1 x 1) Logo Location Lower Right Corner Column: 18 Row: 8 Your logo image is anchored at the point defined by the lower-right corner coordinates. These positioning coordinates identify the anchor point from which the Logo image lays out on the printed page. A second set of coordinates defines the point at the upper left limit of the print area. The two points taken together define a target frame. The units for the Horizontal axis of the coordinate are expressed in columns or characters. The unit width for each character, based on 10 characters per inch, is.1 inches. The units of the Vertical axis are expressed in rows or lines. Based on 6 lines per inch, the unit height of each line equals.167 inches DOM QicSTART Guide Page 9 of 17

12 The upper left coordinates of the target frame should be set at 0 x 0. Enter the coordinates of the lower right limits of your logo to position it on your document. This will determine the space available for your logo to fit. Stanpak and the Print Connector will automatically adjust the size of your logo image to fit within the space defined by the target frame. It is important to note that it is advisable to have the dimensions of the target frame be proportional to the dimensions of your logo image. This will allow you to position the logo image to make it fit more easily on the document. Otherwise, the system will resize your logo image to fit the space available. This will require a little math to determine the size of the space your have defined for your logo image. Based on the above example: The implication is that a square 1x1 logo should be defined for the lower right corner as Column 10, Row 6. The double delivery slip is a special case. In this document, the logo image appears twice and the positioning is partially pre-determined as outlined in the table below. Determining the correct target frame values, defined as Columns and Rows, will require testing to determine the best fit and appearance. Where the dimensions of the Logo image and Target Frame do not coincide, the logo image will be resized by the printing process to fit the target frame along one dimension while preserving the aspect ratio. The aspect ration will increase the x and y coordinates of the Logo image up to the point where one of them is maxed out and then the other is set to the max value that maintains the aspect ratio. In other words, if the height of the image is maxed out, than the width is adjusted if the width is maxed out, than the height is adjusted. If the ratio of width to height in the image does not match the ratio in the target frame, the printing process will resize the image and leave the rest of the available space unfilled. DOM QicSTART Guide Page 10 of 17

13 Stretch to Fit (Y/N): Enter Y to allow logo image to be stretched to fit area defined. or Enter N to retain proportion of Logo Image. Print Order or Invoice on Priced Delivery Tickets (O/I): Enter O to print the word Order on priced delivery tickets or I to print the word Invoice. Customer Copy Heading: Enter the Heading that will appear on the documents Example: Customer Copy. Print Remit-To Address (Y/N): Enter Y to include the address you have entered as your Generic Remit-To address in Receipt/Generic Print Header program RGPHM on the SPDP menu. Print Stanpak Legal Notice (Y/N): Enter Y to use the default legal notice, or enter N if you wish to enter your own Legal Notice.If you elect to enter your own Legal notice by entering N, the following screen will appear. DOM QicSTART Guide Page 11 of 17

14 If you chose to maintain your own Legal Notice, there are 3 parts of 70 characters for a total of 210 characters per line, and 3 lines. SDM does not have word wrap capabilities so you will need to experiment with the look of the Legal Notice. Note: The legal notice is a proportionally spaced font. If you use CAPS, you may get significantly less than 210 characters per line. Maintain document Headers, Print, or exit? (H/P/X): Enter H for Headers and <TAB>. DOM Document Header Options DOM Document Headers Options allows you to determine what will print at the top of each of your documents. You are allowed a 25-character message to appear at the top of each of the listed documents. You will be prompted: Enter <FIELD #> to maintain header or (A)ccept: Enter the corresponding line number for the document that you want to maintain and <TAB>. DOM QicSTART Guide Page 12 of 17

15 The cursor will appear at the start of the default/existing header value. Press <ESCAPE> to clear the header value, and enter the appropriate wording for the document. and <TAB> At the Enter <FIELD #> to maintain header or (A)ccept: prompt,.enter A and <TAB> to accept the displayed headers. 7. Set Up Alternative Customer Specific Forms Run DCVM to setup alternative Customer Specific Forms If you wish to use alternative forms for specific customers or vendors, you can setup the specifications using DOM Customer and Vendor Forms Maintenance program DCVM. If you will only be using the standard forms set up in SDM, you can skip this step, Controls alternative output types FAX 8. Set up and alternative FAX addresses for specific forms in CS Set up rules for Print Output by Customer in Customer Service (CS) Contact option If you wish to DOM documents or Fax specific DOM documents to Fax numbers that are different than the company Fax number set up in Customer Maintenance, you will need to load this information into the system using the Contact Maintenance option of Customer Service. If you will not initially be ing DOM documents or Faxing to alternative Fax numbers, you can skip this step. For each contact who will be the addressee for a form, you will need to add the form and address and/or fax number to the contact information. If there currently is no contact information, for the addressee, you will have to first create the contact information. You can also select to not print the form. If no contact is associated with the form for a customer, the system will default to printing the form on your laser printer. DOM QicSTART Guide Page 13 of 17

16 Entering the Contact Info Go to the Contact Info screen in CM to set up the DOM preferences for the customer. The control information is added to the contact information for that customer. To add a new contact, select the Add option. To add this information to a previously entered contact, enter the sequence number corresponding to the contact as it is displayed on the screen in the OPTION/Seq # field. Click the Add button or enter A and hit tab. The Add New Contact form is displayed. The following fields are available to customize the output that will be faxed or ed to the specific contact. Enter the output option for each documentation: E for DOM QicSTART Guide Page 14 of 17

17 F for Fax P for Print N for no output. When the contact entry is completed, click the OK button to complete the form 9. Set Up Services for DOM If you will be using DOM to documents, you will need to configure your system to forward s from SENDMAIL (the Linux/UNIX processor to your in-house server or outside ISP mail service to support outgoing DOM . If you will not initially be using DOM to send , you can skip this step. 10. Set Up the Logo Send clean company logo in.gif,.tif or.jpg format to Stanpak to use in setting up forms layouts. Work in setting up the form layout will be changed at $100 per hour. If a clean logo is provided, the work should take less than one hour. Logos set up as transparent.gif formats can be used to fit more effectively onto our forms. Your company telephone and fax numbers must be imbedded in your logo image to print. Your company name and address can be printed independently of the log or imbedded within the logo image. DOM QicSTART Guide Page 15 of 17

18 Creating Your Logo DOM allows the user to insert a graphic logo image into your print document. Customers should size images to print clearly at approximately the size desired. Maximum printable size of the image is approximately 2 inches wide x 1.25 inches high. If you have a color laser printer and wish to have color in your document, you can use a colored logo. DVCM will automatically resize images to fit in the space allowed on printouts, so having exact image sizes is not necessary. However, best results will occur when sizing an image for 2 inches x 1.25 inches at 300 dpi. Lower dots per inch (dpi) may result in a more 'grainy' or pixellated output. Approximate optimal resolutions of the file are 600 x 375. Acceptable file types are JPEG, GIF, BMP, and TIFF. These files will have extensions such as.jpg,.gif,.bmp, or.tif. The image must be black and white or grayscale. Use of a Transparent.gif can allow you to fit the logo into areas with type, expanding the area available for inserting your logo. Your company telephone and fax numbers must be imbedded in your logo image to print. Your company name and address can be printed independently of the log or imbedded within the logo image. DOM QicSTART Guide Page 16 of 17

19 Appendix Paper for DOM Documents All DOM documents are sized to print on 8.5x11 plain white paper. Statements and double delivery slips need to be pre-perforated with a micro-perf. Most professional printer can perforate paper at a nominal charge. DOM QicSTART Guide Page 17 of 17