, FAX AND PRINT FORMATS... 1 INTRODUCTION INTO ING, FAXING AND PRINTING FORMS... 4

Transcription

1 , FAX AND PRINT FORMATS Table of Contents , FAX AND PRINT FORMATS... 1 INTRODUCTION INTO ING, FAXING AND PRINTING FORMS... 4 SECTION I-... FORMS SETUP AND OPERATION... 5 SETUP-... HOW TO SETUP , FAX AND PRINT FORMATS... 5 "SENDING" OR "FROM" ADDRESSES FOR ING FORMS... 5 USING LOGO'S (Attached & Embedded)... 5 ATTACHMENT METHOD EMBEDDED METHOD LOGO SIZES-... HOW TO SIZE YOUR IMAGE FILE... 6 NAME/ADDRESS- SUPPRESSING OR PRINTING THE ADDRESS FIELDS... 6 SPECIFIC SETUP FOR INDIVIDUAL FORMS... 7 QOP-... QUOTE FORM... 7 SOP-... ORDER ENTRY FORM POP-... PURCHASE ORDER ENTRY FORM INVP-... INVOICE AND CREDIT MEMO FORM ARS-... STATEMENT OF ACCOUNT RAP-... RETURN AUTHORIZATION FORM PLP-... PACK LIST PRINTING PTP-... PICK TICKET PRINTING ESTABLISHING PPM RECORDS FOR FORMS PROGRAMS ENTERING AND STORING ADDRESSES THROUGH AN EDIT CEFM-... ENTERING AND STORING ADDRESSES CEFM-... UPDATING AND STORING ADDRESSES ENTERING AND STORING ADDRESSES THROUGH OTHER ENTRY PROGRAMS HOW TO ENTER COMMENTS MEMOA-... ENTERING COMMENTS USING THE MEMOA PROGRAM SENDING FORMS AND REPORTS SENDING A/R STATEMENTS FROM THE PRINT HOLD SCHEDULER SENDING FORMS IN A BATCH MODE SENDING FORMS THROUGH SOP SENDING FORMS THROUGH QOP SENDING FORMS THROUGH POP SENDING FORMS THROUGH INVP EXAMPLE-... SAMPLE OF ING FORMS SECTION II-... SENDING BLASTS EBLAST-... BLAST PROGRAM SECTION III-... MANAGING THE FAX PROCESS OVERVIEW OF THE FAX MODULE SETUP-... FAX FORMS FAXA-... FAX ADMINISTRATION FXAM-... FAX AUDIT FILE MAINTENANCE FXQM-... FAX QUEUE MAINTENANCE FAXS-... FAX STATUS SECTION IV-... MANAGING PRINT QUEUE'S PTRON-... PRINTER ON UTILITY SECTION V-... MODIFYING FORMS - FORMFDM

2 FORMFDM-... FORMS FIELD DESCRIPTION MAINTENANCE SECTION VI-... FORMS IMPLEMENTATION CHECKLIST Release NGS-6.40 fm - 2

3 Proprietary Notice This manual contains information which is proprietary to Munics Information Systems, Inc. and all rights are reserved. No part of this manual or its contents may be used or reproduced by any means without the express written permission of Munics Information Systems, Inc. Disclaimer of Warranty The material contained herein is subject to change without notice. Munics Information Systems, Inc. makes no warranty, express, implied or by description, regarding the information set forth herein. Munics Information Systems, Inc. does not guarantee, warrant or make any representation regarding the use of, or the results of the use of, the programs in terms of correctness, accuracy, reliability, currency or otherwise, and the purchaser relies on the programs and the results solely at his/her own risk. NEXT GENERATION is a registered trademark of Munics Information Systems, Inc. Copyright Munics Information Systems, Inc. Release NGS-6.40 fm - 3

4 INTRODUCTION INTO ING, FAXING AND PRINTING FORMS There are basically four options available to you for the disposition of forms. (Please note that all four options may not apply to each form, so check the documentation for each individual form to see if your desired option is available for the particular form you are you are attempting to use.) The options are: 1) you may print the form to a print queue (printer), 2) you may print the form to the hold file, 3) you may fax the form or 4) you may the form. With several of these forms, they can be set up to , fax or print one copy to one recipient and , fax or print another copy to a different recipient. You can pre-establish addresses or simply type in the addresses "on the fly". Faxing and ing are separate modules. If you are going to fax or forms, you must first have these products properly licensed in your system. Your system has been programmed to include a set of standard laser forms as well as dot-matrix forms. have been created for quotes (QOP), sales orders (SOP), picking tickets (PTP), statements (ARS), packing lists (PLP), invoices and credit memos (INVP), purchase orders (POP), and return authorizations (RAP). The ing of forms is handled through the UNIX sendmail utility which must be installed and configured on your UNIX server. The Unix server must be part of a LAN that has Internet or WAN access via a router. The router must be configured to open the SMTP Port (25) to enable the mail to pass through the router. This may require a Network Address Translation (NAT) within the router. The forms require Next- Generation software package version 4.08 or above. The faxing of forms is handled through an interface called the FAX Gateway, to a third party faxing product and requires that there be at least 1 modem connected to the UNIX Server. This modem must be connected to a Serial (RS232) Port. The Serial port can be one of the Native Serial Ports on the back of the UNIX Server or a port on a Serial Ports Card (8 Port Asynchronous Adapter or RAN). Modem Cables must be used to connect the modem to a serial port. Make sure that the cable you are using has the correct pin-outs for Modems. Each Serial Port Card may require different pin-outs. The printing of forms to a print queue requires that at least one print queue is defined. There are several ways to set up a print queue. If you are using a Serial (RS-232) Interface, which will connect to any Serial Port, you must first set up a Virtual Printer, then create the queue on top of that Virtual Device. If you are using an Ethernet Card or Print Server (Network Printer), you do not have to create a Virtual Printer. Instead, directly from the Spooler, create an HP Direct Queue. You will have to provide the hostname and IP address of the Printer. Remote Printers are set up the same way as either Serial or Network printers. It means you can have a Serial Remote Device or a Network Remote Device. Just select the Remote Printer option and know the IP Address of the gateway which is needed so the UNIX Server can communicate with the remote device. The following pages of this manual will assist you with the use of these options. It is organized in three sections. The first section will assist you in describing the setup of these options, the second section will describe the operation of each option and third section deals with the managing of these options. Release NGS-6.40 fm - 4

5 SECTION I- SETUP- FORMS SETUP AND OPERATION HOW TO SETUP , FAX AND PRINT FORMATS Before you can and/or fax any forms you must first set ACF options fx001 and/or em001 to a Y/N. In order to start using the forms, you must first setup the proper ACF options and ACF values in order to tell the system what format you are going to use. At present the only programs that can be ed, faxed and printed are qop, sop, pop, ars, rap, plp and invp. The Program ptp can only be printed or faxed at this time. For each program, the ACF options and ACF values are provided on the following pages to help you set up your choices. "SENDING" OR "FROM" ADDRESSES FOR ING FORMS An Address can be entered for the Division, through the DVM program, the Department through the DM program, the Branch through the BRM program and each individual User through the UIM program. These addresses can be used as a default for the "from" or "sending" address on the various forms in the system. There are a series of acf options associated with each form that allow you to determine which one of these address you desire to use when ing the form. For example, if you wish to have each user a copy of the quote using his or her address, make sure their UIM record has their address entered, then set acf option qop005 to "1". If you wish to have invoices ed out with a general address kept in the division record, then make sure the address is entered in the division record and set acf option invp005 to a "2". USING LOGO'S (Attached & Embedded) You may store an image of your company's logo on the system and decide to have that image print, display, or fax on the original form. The logo should be stored in either a '.png' or '.jpg' image file format. At this point, we recommend staying away from the '.png' image file format, the third graphics standard supported by the Web, because it is not supported by all browsers and you have no control over what your customers are using as their browser. To use this feature, you must first define the directory path and file name of where the logo is going to be stored (i.e. where the image is going to reside on your computer). ATTACHMENT METHOD- If you are going to have the logo displayed over the web and send s as an HTML attachment, then define this path in the ACF option sys013. With this option, you can store the logo at any URL address on the web or on any webserver. EMBEDDED METHOD- If you are going to have the forms embedded in the body and NOT sent as an attachment, then you would use ACF option sys014. The embedded option requires that the logo reside on the server that is sending the , (i.e. the UNIX server) and not some URL address on the web (i.e. the WEBSERVER). EMBEDDED logos must be sent along with the , a URL WEB address will not work. This option is also used if you are going to have the Fax software and the Printer Software fax/print the logo and not use pre-printed forms. NOTE: In doing the EMBEDDED version of this, we have uncovered a quirk in Microsoft Outlook that will only allow the embedded form to be in the body, and not the message. The message itself is sent as an attachment. In other words, the way this is going to work is as follows: If you send the invoice/po/etc. as an attachment, the message you send along will be in the body and the form will be sent as an attachment, just like you would expect. If you send the Invoice/ PO/etc. as embedded in the body, the form will be sent in the body but the message will be in the attachment (Just Release NGS-6.40 fm - 5

6 the reverse of an attachment). This is true in the Microsoft Outlook program. Some other programs will actually put the message in the like it is supposed to do, but puts it at the bottom of the , not at the top. LOGO SIZES- HOW TO SIZE YOUR IMAGE FILE The ideal height for the image file is 44 pixels. The maximum height for the image is 50 pixels. The width should not exceed 250 pixels. If you desire to have a larger logo than 250 pixels wide, then custom modifications may need to be done. NAME/ADDRESS- SUPPRESSING OR PRINTING THE ADDRESS FIELDS If you are using an image file to handle your logo and have included the name and address in the image file itself, you can suppress the system from printing the name and address by entering an 'N' in the correct acf option for the particular form you are working on. In other words, if you choose to suppress the printing of the name and address for the Quote forms, you would enter an 'N' in the acf option qop011. To suppress the printing for the Purchase order form, you would enter an 'N' in acf option pop011 and so on. If you are going to have the system print the name and address, these acf options (for the specific form you are using) also control where to get the name and address from. For instance, you may want to use the Branch address or the Department address. A 'B' or 'D' would be entered in that field. Helpful hint: If you are going to suppress the text print out of your company's name and address and have the name and address and other information embedded in the image file, it is best to locate that information to the right of the logo and not underneath it. Release NGS-6.40 fm - 6

7 SPECIFIC SETUP FOR INDIVIDUAL FORMS QOP- QUOTE FORM The program QOP contains all the different formats (printing, faxing, ing) within the program itself and reads three acf options to determine what format to use when performing these functions. In other words, if the user wants to print an invoice form, the QOP program will look in QOP001 and read the value. If it's a 1, it will print out the standard character version; if it's a 2, it will print out the laser version. If the user wants to fax an invoice form, the QOP program will look at QOP002 and read the value. If it's a 1, it will fax the standard character version; if it's a 2, it will fax the laser version. If the user wants to an invoice form, the QOP program will look at QOP003 and read the value. If it is a 1, it will the standard character (text) version; if it is a 3 or 4, it will the html laser version as either an attachment or embedded in the . OPTION DESCRIPTION VALUE qop001 QOP - Used to define what 2 Print Format to use Print format: 1 - Standard format 2 - Laser format 3 - Do Not Use qop002 QOP - Used to define what 2 FAX Format to use Fax format: 1 - Standard format 2 - Laser format 3 - Do Not Use qop003 QOP - Used to define what 4 Format to use format: 1 - Standard format 2 - Do Not Use 3 - HTML format attachment 4 - HTML format embedded Release NGS-6.40 fm - 7

8 In addition to determining what forms you are printing, faxing and ing, you may also set up an acf option to determine whether you open the /fax/print window in the quote entry program when the address or fax number is already known. Another acf option which may be set up will determine whether the sender's address is on a user, division, branch, department or default basis. OPTION DESCRIPTION VALUE qop004 QOP - Control /Fax 1 Window when Run from PPM Control /fax window when the program is run from PPM and address or fax number is known. 0 - Don't open the window. 1 - Open the window. qop005 QOP - Source of Sender's 1 Address Use the address as specified below as the sender's address. qop Use system address (user@hostname) 1 - Use address in UIM. 2 - Use address in DVM. 3 - Use address in BRM. 4 - Use address in DM. Future Use We also have a range of other acf options that can be used that allows the user to change the form format to suit (for the web, name/address settings and destination settings). OPTION DESCRIPTION VALUE qop007 Program that will create the web view Program that displays the web view of the quote. Value is the program name specified in pgc. So if you have a custom program called xqop, for example, that is what you put in the value field. If the value is null, then the system will use the standard program "WEBQOP" to display the quote on the web. (It does not use the standard "QOP" program unless you specify QOP in the value field) qop008 Control Web Print Price 2 Checkbox Control the web print price checkbox. 0 - Don't ask to print price data. Release NGS-6.40 fm - 8

9 1 - Ask to print price data; default to 'N'. 2 - Ask to print price data; default to 'Y'. qop008a QOP - Print Detail Price/ 0 Extension Prompt Default Value This option will control the default setting that is used for the "Print Detail Price/Extension" prompt in the STANDARD Munics Quote Order Print (QOP) program. Valid Entries Are 0,1,2: 0 - Do Not prompt user to print detail price and extension. Default the prompt to 'Y' 1 - Prompt user to print detail price and extension. Default the prompt to 'N' 2 - Prompt user to print detail price and extension. Default the prompt to 'Y' qop008b QOP - Print Totals Prompt 1 Default Value This option will control the default setting that is used for the "Print Totals" prompt in the STANDARD Munics Quote Order Print (QOP) program. Valid Entries Are 0,1,2: 0 - Do Not prompt user to print totals. Default the prompt to 'Y' 1 - Prompt user to print totals. Default the prompt to 'N' 2 - Prompt user to print totals. Default the prompt to 'Y' qop009 Control Highlighting & 1 Shading on Laser Format Control highlighting & shading on the laser format. 0 - Don't use highlighting & shading. 1 - Use highlighting & shading. qop010 QOP - Selection Options 2 Default Setting This option defines the default value for the Selection Options prompt in the STANDARD Munics Quote Order Print (QOP) program. Valid Entries Are 1,2,3: Release NGS-6.40 fm - 9

10 1 - All unprinted Quotes 2 - Selected Quote Order Numbers 3 - All Quotes by Control (Any other value will default option 1) If option value is set to '2' or '3', a user will not be able to bypass the entry of criteria for the Quote Number (if option 2) or Control Number (if option 4). An entry must be made. An '*' will be accepted indicating to 'Print All'. qop011 Company Name/Address for Y Doc's which are PRINTED This option controls which Name/Address will be used on documents which are PRINTED. Y - Use Division Name/Address. B - Use Branch Name/Address. D - Use Department Name/Address. N - Do NOT use any of the above. qop012 Company Name/Address for N Doc's which are FAXED This option controls which Name/Address will be used on documents which are FAXED. Y - Use Division Name/Address. B - Use Branch Name/Address. D - Use Department Name/Address. N - Do NOT use any of the above. qop013 Company Name/Address for P Doc's which are ED This option controls which Name/Address will be used on documents which are ED. Y - Use Division Name/Address. B - Use Branch Name/Address. D - Use Department Name/Address. P - Use Picture defined by acf's sys013/sys013a. N - Do NOT use any of the above. qop014 QOP - Use Destination Settings N Default Value (All Un-printed) This option defines the default value for 'Use Destination Settings (CEFM)?' prompt when the program is run standalone. This option applies only when user selects option for All Un-printed Quotes. Valid option values are N,Y: N - Use the Output Destination specified by the user. Y - Use the Transaction's Output Destination(s) Release NGS-6.40 fm - 10

11 specified in CEFM. qop014a QOP - Use Destination Settings N Default Value (Selected) This option defines the default value for 'Use Destination Settings (CEFM)?' prompt when the program is run standalone. This option applies to all selection options except All Un-printed Quotes. Valid option values are N,Y: N - Use the Output Destination specified by the user. Y - Use the Transaction's Output Destination(s) specified in CEFM. qop015 Font To Use (except for courier terms & conditions) This option defines the font to use when transactions are ed. Multiple fonts are separated by a comma. This font will not apply to the terms and conditions. qop016 Control Destination & 0 Updating when Run from PPM This option controls the output destination and updating when the program is executed from PPM. 0 - Use the printer field defined in PPM for the output destination. Options are , fax or a valid printer ID. If or fax is used, don't set print flag. If printer is used, set printed flag. 1 - Use the transaction settings (CEFM) for the output destination. Don't set print flag. 2 - Use the transaction settings (CEFM) for the output destination. Set print flag. qop017 Documents With 1 Pre-Printed Letterhead This option defines whether the documents will print on blank forms with pre-printed letterhead. (laser format only) 0 - Use blank paper. 1 - Use paper with pre-printed letterhead. This option will leave additional blank space Release NGS-6.40 fm - 11

12 on the upper left side of the form. qop018 Combine handling and freight 1 Combine handling and freight. (Show combined amount as freight) 0 - Don't combine handling and freight. 1 - Combine handling and freight. qop020 Future Use qop021 QOP - Sort By Options Default 2 Setting This option defines the default value for the Sort By Options prompt in the STANDARD Munics Quote Order Print (QOP) program. Valid Entries Are 1,2,3: 1. By Quote No. 2. By Division 3. By Branch qop021a QOP - Select By Options 2 Default Setting This option defines the default value for the Select By Options prompt in the STANDARD Munics Quote Print (QOP) program. Valid Entries Are 1,2,3,4: 1. ALL 2. Division 3. Branch 4. Customer qop021b Future Use qop021c QOP - Sort Line Items By 1 Default Setting This option defines the default value for the Sort Line Items By prompt in the STANDARD Munics Quote Order Print (QOP) program. Valid Entries Are 1,2,3: 1. Line No. 2. Location 3. Item qop022 QOP - Control If and Where the 2 Customer's Item ID Will Print This option will be used by the STANDARD Munics Laser Quote Order Print (QOP) program--both print and fax version--and the Quote Order Print (QOP) program-- version to determine how the Release NGS-6.40 fm - 12

13 Customer's Item ID, as defined in the Customer/ Item Cross Reference (CIXREF) program, will print on the form. Vaild Entries Are 0,1,2,3: 0 - Print the Customer Item ID on the first line Print the Item ID below the item desc (Current/Default) 1 - Print the Customer Item ID below the item desc Print the Item ID on the first line 2 - Print the Customer Item ID below the item desc with leading text "CUST ITEM ID:" Print the Item ID on the first line 3 - Do not print the Customer Item ID qop023 QOP print alternate u/m and 1 alternate sell price This option controls how the unit price and price code will display on the form if the entire quantity is entered in the alternate u/m. (quantity ordered = zero and alternate quantity ordered is greater than zero) Valid Options Are: 0 = Print the alternate sell price and alternate u/m 1 = Print the sell price and the price u/m Customization: If customization of the form is necessary, the QOP program is copied over to another program (usually named LQOP) and all changes are made in that program, thus preserving the original QOP program. If the changes are desired on multiple formats (for example, on both the print format and the format), the programming modifications required need to be done in multiple places. For example, if you decide to print an additional field that is not on the standard form, the programming modifications need to be done to the print format you are using (defined in ACF option QOP001), the fax format you are using (defined in ACF option QOP002; normally, this would be the same format as QOP001) and the format (defined in ACF option QOP003). Procedure Release NGS-6.40 fm - 13

14 From the menu, Enter "ACF": Type in the Program Password to Access the Program: Select QUERY Enter option key Press Enter To view the Option values. Select UPDATE To change Option values. Release NGS-6.40 fm - 14

15 SOP- ORDER ENTRY FORM The program SOP contains all the different formats (printing, faxing, ing) within the program itself and reads three acf options to determine what format to use when performing these functions. In other words, if the user wants to print an invoice form, the SOP program will look in SOP001 and read the value. If it's a 1, it will print out the standard character version; if it's a 2, it will print out the laser version. If the user wants to fax an invoice form, the SOP program will look at SOP002 and read the value. If it's a 1, it will fax the standard character version; if it's a 2, it will fax the laser version. If the user wants to an invoice form, the SOP program will look at SOP003 and read the value. If it is a 1, it will the standard character (text) version; if it is a 3 or 4, it will the html laser version as either an attachment or embedded in the . OPTION DESCRIPTION VALUE sop001 SOP - Used to define what 2 Print Format to use Print format: 1 - Standard format 2 - Laser format 3 - Do Not Use sop002 SOP - Used to define what 2 FAX Format to use Fax format: 1 - Standard format 2 - Laser format 3 - Do Not Use sop003 SOP - Used to define what 4 Format to use format: 1 - Standard format 2 - Do Not Use 3 - HTML format attachment 4 - HTML format embedded Release NGS-6.40 fm - 15

16 In addition to determining what forms you are printing, faxing and ing, you may also set up an acf option to determine whether you open the /fax/print window in the order entry program when the address or fax number is already known. Another acf option which may be set up will determine whether the sender's address is on a user, division, branch, department or default basis. OPTION DESCRIPTION VALUE sop004 SOP - Control /Fax 0 Window when Run from PPM Control /fax window when the program is run from PPM and address or fax number is known. 0 - Don't open the window. 1 - Open the window. sop005 SOP - Source of Sender's 1 Address Use the address as specified below as the sender's address. 0 - Use system address (user@hostname) 1 - Use address in UIM 2 - Use address in DVM 3 - Use address in BRM 4 - Use address in DM sop006 Future Use We also have a range of other acf options that can be used that allows the user to change the form format to suit (for the web, name/address settings and destination settings). OPTION DESCRIPTION VALUE sop007 Program that will create sop the web view Program that displays the web view of the order. Value is the program name specified in pgc. So if you have a custom program called xsop, for example, that is what you put in the value field. If the value is null, then the system will use the standard program "WEBSOP" to display the order on the web. (It does not use the standard "SOP" program unless you specify SOP in the value field) sop008 WEB-BASED SOP - Print Price 1 Release NGS-6.40 fm - 16

17 Checkbox Control Method This option will control whether or not the checkbox to print pricess will display on the web-based version of the Sales Order Print (SOP) programs. Also, if the checkbox displays, this option will control the default value for the checkbox. Valid Entries Are 0,1,2: 0 - Don't prompt to print price data. 1 - Prompt to print price data; default to 'N'. 2 - Prompt to print price data; default to 'Y'. sop008a SOP - Print Detail Price/ 1 Extension Prompt Default Value This option will control the default setting that is used for the "Print Detail Price/Extension" prompt in the STANDARD Munics Sales Order Print (SOP) program. Valid Entries Are 0,1,2: 0 - Do Not prompt user to print detail price and extension. Default the prompt to 'Y' 1 - Prompt user to print detail price and extension. Default the prompt to 'N' 2 - Prompt user to print detail price and extension. Default the prompt to 'Y' sop008b SOP - Print Totals Prompt 1 Default Value This option will control the default setting that is used for the "Print Totals" prompt in the STANDARD Munics Sales Order Print (SOP) program. Valid Entries Are 0,1,2: 0 - Do Not prompt user to print totals. Default the prompt to 'Y' 1 - Prompt user to print totals. Default the prompt to 'N' 2 - Prompt user to print totals. Default the prompt to 'Y' sop009 Control Highlighting & 1 Shading on Laser Format Control highlighting & shading on the laser format. 0 - Don't use highlighting & shading. 1 - Use highlighting & shading. Release NGS-6.40 fm - 17

18 sop010 SOP - Selection Options 2 Default Setting This option defines the default value for the Selection Options prompt in the STANDARD Munics Sales Order Print (SOP) program. Valid Entries Are 1,2,3: 1 - All Unprinted Orders 2 - Selected Order No's 3 - All Orders by Control NOTE: If set to an option value of 2 or 3, user will be required to enter a valid sales order number or control number, or an entry of "*", signifying all orders or all controls. sop011 Company Name/Address for Y Doc's which are PRINTED This option controls which Name/Address will be used on documents which are PRINTED. Y - Use Division Name/Address. B - Use Branch Name/Address. D - Use Department Name/Address. N - Do NOT use any of the above. sop011a Include the company logo for 1 Doc's which are PRINTED Include the company logo in print documents. 0 - Don't include the company logo. 1 - Include the company logo. =============================================== NOTE: In order for this to work. The AIX Graphics Package must be installed. It is possible that it might be installed already. sop012 Company Name/Address for Y Doc's which are FAXED This option controls which Name/Address will be used on documents which are FAXED. Y - Use Division Name/Address. B - Use Branch Name/Address. D - Use Department Name/Address. N - Do NOT use any of the above. sop012a Include the company logo for 1 Doc's which are FAXED Include the company logo in fax documents. 0 - Don't include the company logo. Release NGS-6.40 fm - 18

19 1 - Include the company logo. ================================================ NOTE: In order for this to work. The AIX Graphics Package must be installed. It is possible that it might be installed already. sop013 Company Name/Address for P Doc's which are ED This option controls which Name/Address will be used on documents which are ED. Y - Use Division Name/Address. B - Use Branch Name/Address. D - Use Department Name/Address. P - Use Picture defined by acf's sys013/sys013a. N - Do NOT use any of the above. sop013a Include the company logo for 1 Doc's which are ED Include the company logo in documents. 0 - Don't include the company logo. 1 - Include the company logo. ================================================= NOTE: In order for this to work. The AIX Graphics Package must be installed. It is possible that it might be installed already. sop014 SOP - Use Destination Settings Y Default Value (All Un-printed) This option defines the default value for 'Use Destination Settings (CEFM)?' prompt when the program is run standalone. This option applies only when user selects option for All Unprinted Orders. Valid option values are N,Y: N - Use the Output Destination specified by the user. Y - Use the Transaction's Output Destination(s) specified in CEFM. sop014a SOP - Use Destination Settings N Default Value (Selected) This option defines the default value for 'Use Destination Settings (CEFM)?' prompt when the program is run standalone. This option applies to all selection options except All Unprinted Orders. Valid option values are N,Y: Release NGS-6.40 fm - 19

20 sop015 N - Use the Output Destination specified by the user. Y - Use the Transaction's Output Destination(s) specified in CEFM. Font To Use (except for terms & conditions) This option defines the font to use when transactions are ed. Multiple fonts are separated by a comma. courier new This font will not apply to the terms and conditions. sop016 Control Destination & 0 Updating when Run from PPM This option controls the output destination and updating when the program is executed from PPM. 0 - Use the printer field defined in PPM for the output destination. Options are , fax or a valid printer ID. If or fax is used, don't set print flag. If printer is used, set printed flag. 1 - Use the transaction settings (CEFM) for the output destination. Don't set print flag. 2 - Use the transaction settings (CEFM) for the output destination. Set print flag. sop017 Documents With 0 Pre-Printed Letterhead This option defines whether the documents will print on blank forms with pre-printed letterhead. (laser format only) 0 - Use blank paper. 1 - Use paper with pre-printed letterhead. This option will leave additional blank space on the upper left side of the form. sop018 Combine handling and freight 0 Combine handling and freight. (Show combined amount as freight) 0 - Don't combine handling and freight. 1 - Combine handling and freight. sop020 SOP - Control to Print Orders 0 that are On Hold Release NGS-6.40 fm - 20

21 This option will allow a user to print sales orders that have a status of 'On Hold'. 0 - Don't print the document (Default) 1 - Print the document sop021 SOP - Sort By Options Default 1 Setting This option defines the default value for the Sort By Options prompt in the STANDARD Munics Sales Order Print (SOP) program. Valid Entries Are 1,2,3,4: 1. By Order No. 2. By Division 3. By Branch 4. By Branch By Cust ID By Order No. sop021a SOP - Select By Options 1 Default Setting This option defines the default value for the Select By Options prompt in the STANDARD Munics Sales Order Print (SOP) program. Valid Entries Are 1,2,3,4: Select By Options : 1. ALL 2. Division 3. Branch 4. Customer sop021b Future Use 2 sop021c SOP - Sort Line Items By 3 Default Setting This option defines the default value for the Sort Line Items By Option in the STANDARD Munics Sales Order Print (SOP) program. Valid Entries Are 1,2,3: 1. Line No. 2. Location 3. Item ID sop022 SOP - Contol If and Where the 2 Customer's Item ID Will Print This option will be used by the STANDARD Munics Laser Sales Order Print (SOP) program--both print and fax version--and the Sales Order Print (SOP) program-- version to determine how the Customer's Item ID, as defined in the Customer/ Item Cross Reference (CIXREF) program, will print on the form. Release NGS-6.40 fm - 21

22 Vaild Entries Are 0,1,2,3: 0 - Print the Customer Item ID on the first line Print the Item ID below the item desc (Current/Default) 1 - Print the Customer Item ID below the item desc Print the Item ID on the first line 2 - Print the Customer Item ID below the item desc with leading text "CUST ITEM ID:" Print the Item ID on the first line 3 - Do not print the Customer Item ID sop023 SOP print alternate u/m and 0 alternate sell price This option controls how the unit price and price code will display on the form if the entire quantity is entered in the alternate u/m. (quantity ordered = zero and alternate quantity ordered is greater than zero) Valid Options Are: 0 = Print the alternate sell price and alternate u/m 1 = Print the sell price and the price u/m Customization: If customization of the form is necessary, the SOP program is copied over to another program (usually named LSOP) and all changes are made in that program, thus preserving the original SOP program. If the changes are desired on multiple formats (for example, on both the print format and the format), the programming modifications required need to be done in multiple places. For example, if you decide to print an additional field that is not on the standard form, the programming modifications need to be done to the print format you are using (defined in ACF option SOP001), the fax format you are using (defined in ACF option SOP002; normally, this would be the same format as SOP001) and the format (defined in ACF option SOP003). Release NGS-6.40 fm - 22

23 Procedure From the menu, Enter "ACF": Type in the Program Password to Access the Program: Select QUERY Enter option key Press Enter To view the Option values. Select UPDATE To change Option values. Release NGS-6.40 fm - 23

24 POP- PURCHASE ORDER ENTRY FORM The program POP contains all the different formats (printing, faxing, ing) within the program itself and reads three acf options to determine what format to use when performing these functions. In other words, if the user wants to print a purchase order, the POP program will look in POP001 and read the value. If it's a 2, it will print out the standard character version; if it's a 3, it will print out the laser version. If the user wants to fax a purchase order, the POP program will look at POP002 and read the values. If it's a 2, it will fax the standard character version; if it's a 3, it will fax the laser version. If the user wants to a purchase order, the POP program will look at POP003 and verify that the value is set to a 4 or 5 (if it's a 4 or 5 value, it will an Attached or Embedded html version). OPTION DESCRIPTION VALUE pop001 POP - Used to define what 3 Print Format to use Print format: 1 - Pre-printed PO Form 2 - Blank Paper 8-1/2 X 11 inch format 3 - Laser format 4 - Do Not Use pop002 POP - Used to define what 3 FAX Format to use Fax format: 1 - Pre-printed PO Form 2 - Blank Paper 8-1/2 X 11 inch format 3 - Laser format 4 - Do Not Use pop003 POP - Used to define what 4 Format to use format: 1 - Standard format Standard format Do Not Use 4 - HTML format attachment 5 - HTML format embedded Release NGS-6.40 fm - 24

25 In addition to determining what forms you are printing, faxing and ing, you may also set up an acf option to determine whether you open the /fax/print window in the purchase order entry program when the address or fax number is already known. Another acf option which may be set up will determine whether the sender's address is on a user, division, branch, department or default basis. OPTION DESCRIPTION VALUE pop004 POP - Control /Fax 0 Window when Run from PPM Control /fax window when the program is run from PPM and address or fax number is known. 0 - Don't open the window. 1 - Open the window. pop005 POP - Source of Sender's 1 Address Use the address as specified below as the sender's address. pop Use system address (user@hostname) 1 - Use address in UIM. 2 - Use address in DVM. 3 - Use address in BRM. 4 - Use address in DM. Future Use We also have a range of other acf options that can be used that allows the user to change the form format to suit (for the web, name/address settings and destination settings). OPTION DESCRIPTION VALUE pop007 WEBVS - Program Utilized for the Web View Option This option will determine the program that will be utilized to display the purchase order in the Web View option in the WEBVS program. Option Value is the program name specified in pgc. Therefore, if you have a custom program called xpop, for example, that is what you would enter in the option value field. If the option value is null, the system will use the standard program "WEBPOP" to display the P.O. on the web. The WEBPOP program will display the quantity received, as well as the extension, for open and closed purchase orders. It will not use the standard "POP" program unless you specify "POP" in the option value field. pop008 Future Use 0 Release NGS-6.40 fm - 25

26 pop008a POP - Print Detail Price/ 0 Extension Prompt Default Value This option will control the default setting that is used for the "Print Detail Price/Extension" prompt in the STANDARD Munics Purchase Order Print (POP) program. Valid Entries Are 0,1,2: 0 - Do Not prompt user to print detail price and extension. Default the prompt to 'Y' 1 - Prompt user to print detail price and extension. Default the prompt to 'N' 2 - Prompt user to print detail price and extension. Default the prompt to 'Y' pop008b POP - Print Totals Prompt 0 Default Value This option will control the default setting that is used for the "Print Totals" prompt in the STANDARD Munics Purchase Order Print (POP) program. Valid Entries Are 0,1,2: 0 - Do Not prompt user to print totals. Default the prompt to 'Y' 1 - Prompt user to print totals. Default the prompt to 'N' 2 - Prompt user to print totals. Default the prompt to 'Y' pop009 Control Highlighting & 1 Shading on Laser Format Control highlighting & shading on the laser format. 0 - Don't use highlighting & shading. 1 - Use highlighting & shading. pop010 POP - Selection Options 3 Default Setting This option defines the default value for the Selection Options prompt in the STANDARD Munics Purchase Order Print (POP) program. Valid Entries Are 1,2,3,4: 1 - All unprinted P.O. #'s 2 - Selected P.O. #'s 3 - Selected Original P.O. #'s Release NGS-6.40 fm - 26

27 4 - All P.O. #'s by Control (Any other value will default to option 1) If option value is set to '2' or '3' or '4', user will not be able to bypass the entry of criteria for the PO Number (if option 2 or 3) or Control Number (if option 4). An entry must be made. An '*' will be accepted indicating to 'Print All'. pop011 Company Name/Address for Y Doc's which are PRINTED This option controls which Name/Address will be used on documents which are PRINTED. Y - Use Division Name/Address. B - Use Branch Name/Address. D - Use Department Name/Address. N - Do NOT use any of the above. pop012 Company Name/Address for Y Doc's which are FAXED This option controls which Name/Address will be used on documents which are FAXED. Y - Use Division Name/Address. B - Use Branch Name/Address. D - Use Department Name/Address. N - Do NOT use any of the above. pop013 Company Name/Address for Y Doc's which are ED This option controls which Name/Address will be used on documents which are ED. Y - Use Division Name/Address. B - Use Branch Name/Address. D - Use Department Name/Address. P - Use Picture defined by acf's sys013/sys013a. N - Do NOT use any of the above. pop014 POP - Use Destination Settings Y Default Value (All Un-printed) This option defines the default value for 'Use Destination Settings (CEFM)?' prompt when the program is run standalone. This option applies only when user selects option for All Un-printed PO's. Valid option values are N,Y: N - Use the Output Destination specified by the user. Y - Use the Transaction's Output Destination(s) specified in CEFM. pop014a POP - Use Destination Settings N Release NGS-6.40 fm - 27

28 Default Value (Selected) This option defines the default value for 'Use Destination Settings (CEFM)?' prompt when the program is run standalone. This option applies to all selection options except All Un-Printed PO's. Valid option values are N,Y: N - Use the Output Destination specified by the user. pop015 Y - Use the Transaction's Output Destination(s) specified in CEFM. Font To Use (except for terms & conditions) This option defines the font to use when transactions are ed. Multiple fonts are separated by a comma. This font will not apply to the terms and conditions. pop016 Control Destination & 0 Updating when Run from PPM This option controls the output destination and updating when the program is executed from PPM. 0 - Use the printer field defined in PPM for the output destination. Options are , fax or a valid printer ID. If or fax is used, don't set print flag. If printer is used, set printed flag. 1 - Use the transaction settings (CEFM) for the output destination. Don't set print flag. 2 - Use the transaction settings (CEFM) for the output destination. Set print flag. pop017 Documents With 1 Pre-Printed Letterhead This option defines whether the documents will print on blank forms with pre-printed letterhead. (laser format only) 0 - Use blank paper. 1 - Use paper with pre-printed letterhead. This option will leave additional blank space on the upper left side of the form. pop018 Future Use pop019 POP - Laser and HTML Format- 2 Release NGS-6.40 fm - 28

29 Optional Fields to Print This option defines optional fields that will be included on the Laser Print form, Laser Fax form and the HTML form. Option values are 0,1,2: 0 - Print the Confirming and Confirm To information to the right of the Taxable indicator directly below the Wanted Date and Remarks, respectively. 1 - Do not print the Confirming or Confirm To information. Print the Vendor Customer ID to the right of the Taxable indicator directly below the Remarks. 2 - Do not print the Confirming or Confirm To information or the Vendor Customer ID. pop020 Future Use pop021 POP - Sort By Options 3 Default Setting This option defines the default value for the Sort By Options prompt in the STANDARD Munics Purchase Order Print(POP)program. Valid Entries Are 1,2,3: 1. By P.O. No. 2. By Div. By P.O. No. 3. By Branch By P.O. No. pop021a POP - Select By Options 2 Default Setting This option defines the default value for the Select By Options prompt in the STANDARD Munics Purchase Order Print(POP)program. Valid Entries Are 1,2,3: 1. All P.O.'s 2. By Division 3. By Branch pop021b Future Use Customization: If customization of the form is necessary, the POP program is copied over to another program (usually named LPOP) and all changes are made in that program, thus preserving the original POP program. If the changes are desired on multiple formats (for example, on both the print format and the format), the programming modifications required need to be done in multiple places. For Release NGS-6.40 fm - 29

30 example, if you decide to print an additional field that is not on the standard form, the programming modifications need to be done to the print format you are using (defined in ACF option POP001), the fax format you are using (defined in ACF option POP002; normally, this would be the same format as POP001) and the format (defined in ACF option POP003). Procedure From the menu, Enter "ACF": Type in the Program Password to Access the Program: Select QUERY Enter option key Press Enter To view the Option values. Select UPDATE To change Option values. Release NGS-6.40 fm - 30

31 INVP- INVOICE AND CREDIT MEMO FORM The program INVP contains all the different formats (printing, faxing, ing) within the program itself and reads three acf options to determine what format to use when performing these functions. In other words, if the user wants to print an invoice form, the INVP program will look in INVP001 and read the value. If it's a 1, it will print out the standard character version; if it's a 2, it will print out the laser version; if it's a 5, it will print out the laser version with line numbers. If the user wants to fax an invoice form, the INVP program will look at INVP002 and read the value. If it's a 1, it will fax the standard character version; if it's a 2, it will fax the laser version; if it's a 5, it will fax the laser version with line numbers. If the user wants to an invoice form, the INVP program will look at INVP003 and read the value. If it is a 1, it will the standard character (text) version; if it is a 3 or 4, it will the html laser version as either an attachment or embedded in the ; if it's a 5 or 6, if will the html laser version with line numbers, as either an attachment or embedded in the . OPTION DESCRIPTION VALUE invp 0 invp001 INVP - Define the Print Format 2 to Use This option will define the format of the Invoice Print when the document is being printed to a printer. Print format: 1 - Standard format 2 - Laser format 3 - Do Not Use 4 - Do Not Use 5 - Laser format 2 - Including Line Numbers 6 - Do Not Use 7 - Do Not Use invp002 INVP - Define the Fax Format 1 to Use This option will define the format of the Invoice Print when the document is being sent via fax. Fax format: 1 - Standard format 2 - Laser format 3 - Do Not Use 4 - Do Not Use 5 - Laser format 2 - Including Line Numbers 6 - Do Not Use 7 - Do Not Use invp003 INVP - Define the Format 3 to Use This option will define the format of the Invoice Print when the document is being sent via . format: 1 - Standard format (character text format) Release NGS-6.40 fm - 31

32 2 - Do Not Use 3 - HTML format attachment 4 - HTML format embedded 5 - Do Not Use 6 - HTML format 2 Attachment - Including Line Nos. 7 - HTML format 2 Embedded - Including Line Nos. In addition to determining what forms you are printing, faxing and ing, you may also set up an acf option to determine whether you open the /fax/print window in the invp program when the address or fax number is already known. Another acf option which may be set up will determine whether the sender's address is on a user, division, branch, department or default basis. OPTION DESCRIPTION VALUE invp004 INVP-Control /Fax Window 1 when Run from PPM (BILL) Control /fax window when the program is run from the PPM window in the Invoice Entry (BILL) program and the address or fax number is known. Valid Option Values Are 0,1: 0 - Do Not open the window 1 - Open the window invp004a INVP-Control /Fax Window 1 when Run from PPM (SHIP) Control /fax window when the program is run from the PPM window in the Shipment Confirmation Entry (SHIP) program and the address or fax number is known. Valid Option Values Are 0,1: 0 - Do Not open the window 1 - Open the window invp005 INVP - Source of Sender's 2 Address Use the address as specified below as the sender's address. invp Use system address. (user@hostname) 1 - Use address in UIM. 2 - Use address in DVM. 3 - Use address in BRM. 4 - Use address in DM. Future Use Release NGS-6.40 fm - 32

33 We also have a range of other acf options that can be used that allows the user to change the form format to suit (for the web, name/address settings and destination settings). OPTION DESCRIPTION VALUE invp007 Program That Will Create the Web View Program that displays the web view of the invoice. Value is the program name specified in pgc. So if you have a custom program called xinvp, for example, that is what you put in the value field. If the value is null, then the system will use the standard program "WEBINVP" to display the invoice on the web. (It does not use the standard "INVP" program unless you specify INVP in the value field) invp008 INVP - Control Web Print Price 0 Checkbox This option will be used to control the web print price checkbox. Valid Option Values Are 0,1,2: 0 - Do Not prompt to print price data 1 - Prompt to print price data; default to "N" 2 - Prompt to print price data; default to "Y" invp008a INVP - Print Detail Price/ 2 Extension Prompt Default Value This option will define the default value of the Print Detail Price/Extension prompt in the STANDARD Munics Invoice Print (INVP) program. Valid Option Values Are 0,1,2: 0 - Do Not prompt user to print detail price and extension. Default the prompt to "Y" 1 - Prompt user to print detail price and extension. Default the prompt to "N" 2 - Prompt user to print detail price and extension. Default the prompt to "Y" invp008b INVP - Print Totals Prompt 2 Default Value This option will define the default value of the Print Totals prompt in the STANDARD Munics Invoice Print (INVP) program. Valid Option Values Are 0,1,2: Release NGS-6.40 fm - 33

34 0 - Do Not prompt user to print totals. Default the prompt to "Y" 1 - Prompt user to print totals. Default the prompt to "N" 2 - Prompt user to print totals. Default the prompt to "N" invp009 INVP - Control Highlighting & 1 Shading on Laser Format This option will control highlighting and shading on the laser format of the STANDARD Munics Invoice Print (INVP) program. Valid Option Values Are 0,1: 0 - Do Not use highlighting and shading 1 - Use highlighting and shading invp010 INVP - Selection Options 2 Default Setting This option will define the default value of the Selection Options prompt in the STANDARD Munics Invoice Print (INVP) program. Valid Option Values Are 1,2,3,4,5,6: 1 - All unprinted invoices 2 - Selected Invoice Reference Numbers 3 - Selected Invoice History Reference Numbers 4 - Selected Duplicate Copy Reference Numbers 5 - Print Duplicate Copies and ALL Unprinted Invoices 6 - All invoices by control number NOTE: If option set to an option value of 2,3,4, or 6, user will be required to enter a valid invoice number or control number, or an entry of "*", signifying all invoices or all controls. invp011 INVP - Company Name/Address Y for Doc's which are PRINTED This option controls which Name/Address will be used on documents which are PRINTED using the STANDARD Munics Invoice Print (INVP) program. Valid Option Values Are Y,B,D,N: Y - Use Division Name/Address B - Use Branch Name/Address D - Use Department Name/Address N - Do NOT use any of the above Release NGS-6.40 fm - 34

35 invp012 INVP - Company Name/Address Y for Doc's which are FAXED This option controls which Name/Address will be used on documents which are FAXED using the STANDARD Munics Invoice Print (INVP) program. Valid Option Values Are Y,B,D,N: Y - Use Division Name/Address B - Use Branch Name/Address D - Use Department Name/Address N - Do NOT use any of the above invp013 INVP - Company Name/Address P for Doc's which are ED This option controls which Name/Address will be used on documents which are ED using the STANDARD Munics Invoice Print (INVP) program. Valid Option Values Are Y,B,D,P,N: Y - Use Division Name/Address B - Use Branch Name/Address D - Use Department Name/Address P - Use Picture defined by ACF's sys013/sys013a N - Do NOT use any of the above invp014 INVP-Use Destination Settings Y Default Value (All Un-printed) This option will define the default value of the Use Destination Settings (CEFM)? prompt when the program is run standalone. This option applies only when user selects option for All Unprinted Invoices. Valid Option Values Are N,Y: N - Use the Output Destination specified by the user Y - Use the Transaction's Output Destination(s) specified in CEFM invp014a INVP-Use Destination Settings Y Default Value (Selected) This option will define the default value of the Use Destination Settings (CEFM)? prompt when the program is run standalone. This option applies to all selection options except All Un-printed Invoices. Valid Option Values Are N,Y: N - Use the Output Destination specified by the user Release NGS-6.40 fm - 35

36 invp015 Y - Use the Transaction's Output Destination(s) specified in CEFM INVP- Font to Use (Except for Terms & Conditions) This option defines the font to use when transactions are ed. Multiple fonts are separated by a comma. This font will not apply to the terms and conditions. invp016 INVP-Control Destination & Up- 1 dating when Run fr PPM (BILL) This option controls the output destination and updating when the program is executed from the PPM window in the Invoice Entry (BILL) program. Valid Option Values Are 0,1,2: 0 - Use the printer field defined in PPM for the output destination. Options are , fax or a valid printer ID. If or fax is used, don't set the print flag. If printer is used, set the print flag. 1 - Use the transaction settings (CEFM) for the output destination. Don't set the print flag. 2 - Use the transaction settings (CEFM) for the output destination. Set the print flag. invp016a Future Use - Ctrl Destination/ 3 Updating Run from PPM (SHIP) This option controls the output destination and updating when the program is executed from the PPM window in the Shipment Confirmation Entry (SHIP) program. Valid Option Values Are 0,1,2: 0 - Use the printer field defined in PPM for the output destination. Options are , fax or a valid printer ID. If or fax is used, don't set the print flag. If , direct to IN1,IN2 entries. 1 - Use the transaction settings (CEFM) for the output destination. Don't set print flag. If , direct to IN1, IN2 entries. 2 - Use the printer field defined in PPM for the output destination. Release NGS-6.40 fm - 36

37 Options are , fax or a valid printer ID. Don't set print flag. If , direct to SN1, SN2 entries. 3 - Use the transaction settings (CEFM) for the output destination. Don't set print flag. If , direct to SN1, SN2 entries. invp017 INVP-Format Type for Printing 0 (Blank or Pre-printed) This option will define what type of paper the Invoice form will print on. (Laser format only) Valid Option Values Are 0,1: 0 - Blank Paper (8-12 by 11 inches) 1 - Use paper with pre-printed letterhead. This option will leave additional blank space on the upper left side of the form. invp018 INVP - Combine Handling and 0 Freight This option will determine how Handling and Freight Amounts will be printed on the STANDARD Munics Invoice Print (INVP) form. Valid Option Values Are 0,1: 0 - Do Not combine handling and freight. (Amounts will print separately on the form) 1 - Combine handling and freight. (Combined amount will print as freight on the form) invp020 Future Use invp021 INVP - Sort By Options Prompt 1 Default Setting This option will define the default value of the Sort By Options prompt in the STANDARD Munics Invoice Print (INVP) program. Valid Option Values Are 1,2,3,4: 1 - By Division By Reference No. 2 - By Branch By Reference No. 3 - By Reference No. 4 - By SoldTo By Reference No. invp021a INVP - Select By Options 1 Prompt Default Setting This option will define the default value of the Release NGS-6.40 fm - 37

38 Select By Options prompt in the STANDARD Munics Invoice Print (INVP) program. Valid Option Values Are 1,2,3,4: 1 - Select All records 2 - Select specific Divisions 3 - Select specific Branches 4 - Select specific Departments invp021b INVP - Print Options Prompt 2 Default Setting This option will define the default value of the Print Options prompt in the STANDARD Munics Invoice Print (INVP) program. Valid Option Values Are 1,2: 1 - Print All Lines 2 - Print Only Lines Where Qty Shipped is Present invp022 INVP - Control If and Where 0 Customer's Item ID Will Print This option will be used by the STANDARD Munics Laser Invoice (INVP) program--both print and fax version--and the Invoice Print (INVP) program-- version to determine how the Customer's Item ID, as defined in the Customer/Item Cross Reference (CIXREF) program, will print on the form. Vaild Option Values Are 0,1,2,3: 0 - Print the Customer Item ID on the first line Print the Item ID below the item desc (Current/Default) 1 - Print the Customer Item ID below the item desc Print the Item ID on the first line 2 - Print the Customer Item ID below the item desc with leading text "CUST ITEM ID:" Print the Item ID on the first line 3 - Do not print the Customer Item ID Customization: If customization of the form is necessary, the INVP program is copied over to another program (usually named LINVP) and all changes are made in that program, thus preserving the original INVP program. If the changes are desired on multiple formats (for example, on both the print format and Release NGS-6.40 fm - 38

39 the format), the programming modifications required need to be done in multiple places. For example, if you decide to print an additional field that is not on the standard form, the programming modifications need to be done to the print format you are using (defined in ACF option INVP001), the fax format you are using (defined in ACF option INVP002; normally, this would be the same format as INVP001) and the format (defined in ACF option INVP003). Procedure From the menu, Enter "ACF": Type in the Program Password to Access the Program: Select QUERY Enter option key Press Enter To view the Option values. Select UPDATE To change Option values. Release NGS-6.40 fm - 39

40 ARS- STATEMENT OF ACCOUNT The program ARS contains all the different formats (printing, faxing, ing) within the program itself and reads three acf options to determine what format to use when performing these functions. In other words, if the user wants to print a statement form, the ARS program will look in ARS001 and read the value. If it's a 2, it will print out the standard character version, if it's a 4, it will print out the laser version. If the user wants to fax a statement form, the ARS program will look at ARS002 and read the values. If it's a 2, it will fax the standard character version, if it's a 4, it will fax the laser version. If the user wants to a statement form, the ARS program will look at ARS003 and verify that the value is set to a 5 or 6 (if it's a 5 or 6 value, it will an Attachment or Embedded html version). OPTION DESCRIPTION VALUE ars001 ARS - Used to define what 4 Print format to use Print format: 1 - Print on plain paper - no form required. 2 - Print on standard 7" long x 8 1/2" wide MIS statement form. 3 - Print on 11" X 8 1/2" tear strip statement form. 4 - Laser format 5 - Do Not Use ars002 ARS - Used to define what 4 FAX Format to use Fax format: 1 - Print on plain paper - no form required. 2 - Print on standard 7" long x 8 1/2" wide MIS statement form. 3 - Print on 11" X 8 1/2" tear strip statement form. 4 - Laser format 5 - Do Not Use ars003 ARS - Used to define what 5 Format to use format: 1 - Print on plain paper - no form required. 2 - Print on standard 7" long x 8 1/2" wide MIS statement form. 3 - Print on 11" X 8 1/2" tear strip statement form. 4 - Do Not Use 5 - HTML format attachment 6 - HTML format embedded Release NGS-6.40 fm - 40

41 In addition to determining what forms you are printing, faxing and ing, you may also set up an acf option to determine whether you open the /fax/print window in the ars program when the address or fax number is already known. Another acf option which may be set up will determine whether the sender's address is on a user, division, branch, department or default basis. OPTION DESCRIPTION VALUE ars004 Future Use ars005 ARS - Source of Sender's 2 Address Use the address as specified below as the sender's address. ars Use system address (user@hostname). 1 - Use address in UIM. 2 - Use address in DVM. 3 - Use address in BRM. 4 - Use address in DM. Future Use We also have a range of other acf options that can be used that allows the user to change the form format to suit (for the web, name/address settings and destination settings). OPTION DESCRIPTION VALUE ars007 Future Use ars008 Future Use ars009 Control Highlighting & 1 Shading on Laser Format Control highlighting & shading on the laser format. 0 - Don't use highlighting & shading. 1 - Use highlighting & shading. ars010 Future Use ars011 Company Name/Address for Y Doc's which are PRINTED This option controls which Name/Address will be used on documents which are PRINTED. Y - Use Division Name/Address. N - Do NOT use any of the above. ars012 Company Name/Address for Y Doc's which are FAXED This option controls which Name/Address will be used on documents which are FAXED. Y - Use Division Name/Address. N - Do NOT use any of the above. ars013 Company Name/Address for P Doc's which are ED This option controls which Name/Address will Release NGS-6.40 fm - 41

42 be used on documents which are ED. Y - Use Division Name/Address. P - Use Picture defined by acf's sys013/sys013a. N - Do NOT use any of the above. ars014 Use Destination Settings N default value This option defines the default value for Use Destination Settings (CEFM)? when the program is run standalone. N - Use the Output Destination specified by the user. Y - Use the Transaction's Output Destination(s) specified in CEFM. ars015 Font To Use (except for courier terms & conditions) This option defines the font to use when transactions are ed. Multiple fonts are separated by a comma. This font will not apply to the terms and conditions. ars016 Future Use ars017 Documents With 0 Pre-Printed Letterhead This option defines whether the documents will print on blank forms with pre-printed letterhead. (laser format only) 0 - Use blank paper. 1 - Use paper with pre-printed letterhead. This option will leave additional blank space on the upper left side of the form. ars018 Future Use ars020 Future Use ars021 ARS - Sort By Options Default 9 This option defines the default value for the Sort By Options prompt in the STANDARD Munics A/R Statement Print (ARS) program. Valid Entries Are 1,2,3,4,5,6,7,8,9,10,11,12: 1 - By Customer ID 2 - By Customer Name 3 - By Customer Division, By Customer ID 4 - By Customer Division, By Customer Name 5 - By Customer Division, By Department, By Customer ID Release NGS-6.40 fm - 42

43 6 - By Customer Division, By Department, By Customer Name 7 - By A/R Item Division, By Customer ID 8 - By A/R Item Division, By Customer Name 9 - By A/R Item Division, By Department, By Customer ID 10 - By A/R Item Division, By Department, By Customer Name 11 - By A/R Item Division, By Customer ID, By Shipto 12 - By A/R Item Division, By Department, By Customer ID, By Shipto ars021a Future Use ars021b Future Use ars021c ARS - Detail Sort By Optoins 2 Default This option defines the default value for the Detail Sort By Options prompt in the STANDARD Munics A/R Statement Print (ARS) program. Valid Entries Are 1,2: 1 - By A/R Open Item No. 2 - By Open A/R Transaction Date Customization: If customization of the form is necessary, the ARS program is copied over to another program (usually named LARS) and all changes are made in that program, thus preserving the original ARS program. If the changes are desired on multiple formats (for example, on both the print format and the format), the programming modifications required need to be done in multiple places. For example, if you decide to print an additional field that is not on the standard form, the programming modifications need to be done to the print format you are using (defined in ACF option ARS001), the fax format you are using (defined in ACF option ARS002; normally, this would be the same format as ARS001) and the format (defined in ACF option ARS003). Release NGS-6.40 fm - 43

44 Procedure From the menu, Enter "ACF": Type in the Program Password to Access the Program: Select QUERY Enter option key Press Enter To view the Option values. Select UPDATE To change Option values. Release NGS-6.40 fm - 44

45 RAP- RETURN AUTHORIZATION FORM The program RAP contains all the different formats (printing, faxing, ing) within the program itself and reads three acf options to determine what format to use when performing these functions. In other words, if the user wants to print a return form, the RAP program will look in RAP001 and read the value. If it's a 1, it will print out the standard character version; if it's a 2, it will print out the laser version. If the user wants to fax a return form, the RAP program will look at RAP002 and read the values. If it's a 1, it will fax the standard character version; if it's a 2, it will fax the laser version. If the user wants to a return form, the RAP program will look at RAP003 and verify that the value is set to a 3 or 4. If it's set at 3, it will an attached HTML version and 4 will embedded the HTML within the . OPTION DESCRIPTION VALUE rap001 RAP - Define the Print Format 1 to Use This option will define the Format of the Return Authorization Print when the document is being printed to a printer. Print format: 1 - Standard format 2 - Laser format 3 - Do Not Use rap002 RAP - Define the Fax Format 2 to Use This option will define the Format of the Return Authorization Print when the document is being sent via fax. Fax format: 1 - Standard format 2 - Laser format 3 - Do Not Use rap003 RAP - Define the Format 4 to Use This option will define the Format of the Return Authorization Print when the document is being sent via . format: 1 - Standard foramt 2 - Do Not Use 3 - HTML format attachment 4 - HTML format embedded In addition to determining what forms you are printing, faxing and ing, you may also set up an acf option to determine whether you open the /fax/print window in the rap program when the Release NGS-6.40 fm - 45

46 address or fax number is already known. Another acf option which may be set up will determine whether the sender's address is on a user, division, branch, department or default basis. OPTION DESCRIPTION VALUE rap004 RAP - Control /Fax 0 Window when Run from PPM Control /fax window when the program is run from PPM and the address or fax number is known. Valid Entries Are 0,1: 0 - Do Not open the window 1 - Open the window rap005 RAP - Source of Sender's 1 Address Use the address as specified below as the sender's address. 0 - Use system address (user@hostname). 1 - Use address in UIM. 2 - Use address in DVM. 3 - Use address in BRM. 4 - Use address in DM. We also have a range of other acf options that can be used that allows the user to change the form format to suit (for the web, name/address settings and destination settings). OPTION DESCRIPTION VALUE rap006 RAP - Sort By Prompt Default 1 Setting This option will define the default value of the Sort By Option prompt in the STANDARD Munics Return Authorization Print (RAP) program. Valid Entries Are 1,2,3: 1 - By Sales Order No 2 - BY Division 3 - By Branch rap006a RAP - Sort Line Items By 1 Prompt Default Setting This option will define the default value of the Sort Line Items By prompt in the STANDARD Munics Return Authorization Print (RAP) program. Valie Entries Are 1,2: Release NGS-6.40 fm - 46

47 rap Line No. 2 - Location Program that will create the web view Program that displays the web view of the return authorization order. Value is the program name specified in pgc. So if you have a custom program called xrap, for example, that is what you put in the value field. If the value is null, then the system will use the standard program "WEBRAP" to display the order on the web. (It does not use the standard "RAP" program unless you specify RAP in the value field) rap008 Future Use rap008a RAP-Print Detail Price/Exten- 0 sion Prompt Default Setting This option will define the default value of the Print Detail Price/Extension prompt in the STANDARD Munics Return Authorization Print (RAP) program. Valid Entries Are 0,1,2: 0 - Do Not prompt user to print detail price and extension. Default the prompt to 'Y' 1 - Prompt user to print detail price and extension. Default the prompt to 'N' 2 - Prompt user to print detail price and extension. Default the prompt to 'Y' rap008b RAP - Print Totals Prompt 0 Default Setting This option will define the default value of the Print Totals prompt in the STANDARD Munics Return Authorization Print (RAP) program. Valid Entries Are 0,1,2: 0 - Do Not prompt user to print totals. Default the prompt to 'Y' 1 - Prompt user to print totals. Default the prompt to 'N' 2 - Prompt user to print totals. Default the prompt to 'Y' rap009 RAP - Control Highlighting & 0 Shading on Laser Format Release NGS-6.40 fm - 47

48 Control highlighting & shading on the laser format. 0 - Don't use highlighting & shading. 1 - Use highlighting & shading. rap010 RAP - Selection Options Prompt 2 Default Setting This option will define the default value of the Selection Options prompt in the STANDARD Munics Return Authorization Print (RAP) program. Valid Entries Are 1,2,3: 1 - All unprinted RMs 2 - Selected RMs 3 - All RMs by Control (Any other value will default to option 1) If option value is set to '2' or '3', user will not be able to bypass the entry of criterial for the RM Number (if option 2) or Control Number (if option 3). An entry must be made. An '*' will be accepted indicating to 'Print All'. rap011 RAP - Company Name/Address for Y Doc's which are PRINTED This option controls which Name/Address will be used on documents which are PRINTED. Y - Use Division Name/Address. B - Use Branch Name/Address. D - Use Department Name/Address. N - Do NOT use any of the above. rap012 RAP - Company Name/Address for N Doc's which are FAXED This option controls which Name/Address will be used on documents which are FAXED. Y - Use Division Name/Address. B - Use Branch Name/Address. D - Use Department Name/Address. N - Do NOT use any of the above. rap013 RAP - Company Name/Address for Y Doc's which are ED This option controls which Name/Address will be used on documents which are ED. Y - Use Division Name/Address. B - Use Branch Name/Address. D - Use Department Name/Address. P - Use Picture defined by acf's sys013/sys013a. N - Do NOT use any of the above. Release NGS-6.40 fm - 48

49 rap014 RAP - Use Destination Settings Y Default Value (All Un-printed) This option will define the default value of the Use Destination Settings (CEFM)? prompt when the program is run standalone. This option applies only when user selects option for All Unprinted RM's. Valid Entries Are N,Y: N - Use the Output Destination specified by the user. Y - Use the Transaction's Output Destination(s) specified in CEFM. rap014a RAP - Use Destination Settings N Default Value (Selected) This option will define the default value of the Use Destination Settings (CEFM)? prompt when the program is run standalone. This option applies to all selection options except All Unprinted RM's. Valid Entries Are N,Y: N - Use the Output Destination specified by the user. Y - Use the Transaction's Output Destination(s) specified in CEFM. rap015 RAP- Font to Use (Except courier for Terms & Conditions) This option defines the font to use when transactions are ed. Multiple fonts are separated by a comma. rap016 This font will not apply to the terms and conditions. RAP - Control Destination & Updating When Run from PPM This option controls the output destination and updating when the program is executed from PPM. Valid Entries Are 0,1,2: 0 - Use the printer field defined in PPM for the output destination. Options are , fax or a valid printer ID. If or fax is used, don't set the print flag. If printer is used, set the print flag. 1 - Use the transaction setting (CEFM) for the Release NGS-6.40 fm - 49

50 output destination. Don't set the print flag. 2 - Use the transaction setting (CEFM) for the outout destination. Set the print flag. rap017 RAP-Format Type for Printing 1 (Blank or Pre-printed) This option will define what type of paper the Return Authorization form will print on. (Laser format only). Valid Entries Are 0,1: 0 - Blank Paper (8-1/2 by 11 inches) 1 - Use paper with pre-printed letterhead. This option will leave additional blank space on the upper left side of the form. rap018 RAP - Combine Handling and 1 Freight This option will determine how Handling and Freight Amounts will be printed on the STANDARD Munics Return Authorization Print (RAP) form. Valid Entries Are 0,1: 0 - Do Not combine handling and freight. (Amounts will print separately on the form) 1 - Combine handling and freight. (Combined amount will print as freight on the form) rap020 Future Use rap021 RAP - Sort By Options Prompt 2 Default Setting This option will define the default value of the Sort By Options prompt in the STANDARD Munics Return Authorization Print (RAP) program. Valid Entries Are 1,2,3,4: 1 - By Sales Order No. 2 - By Division 3 - By Branch 4 - By Branch by Cust ID by Order No. rap021a RAP - Select By Options Prompt 2 Default Setting This option will define the default value of the Select By Options prompt in the STANDARD Munics Return Authorization Print (RAP) program. Valid Entries Are 1,2,3,4: Release NGS-6.40 fm - 50

51 1 - ALL 2 - Division 3 - Branch 4 - Order Date 5 - Customer ID rap021b Future Use rap021c RAP - Sort Line Items By 2 Prompt Default Setting This option will define the default value of the Sort Line Items By prompt in the STANDARD Munics Return Authorization Print (RAP) program. Valid Entries Are 1,2,3: 1 - Line No. 2 - Location 3 - Item ID rap022 RAP - Control If and Where the 0 Customer's Item ID Will Print This option will be used by the STANDARD Munics Laser Return Authorization Print (RAP) program-- both print and fax version--and the Return Authorization Print (RAP) program-- version to determine how the Customer's Item ID, as defined in the Customer/Item Cross Reference (CIXREF) program, will print on the form. Vaild Entries Are 0,1,2,3: 0 - Print the Customer Item ID on the first line Print the Item ID below the item desc (Current/Default) 1 - Print the Customer Item ID below the item desc Print the Item ID on the first line 2 - Print the Customer Item ID below the item desc with leading text "CUST ITEM ID:" Print the Item ID on the first line 3 - Do not print the Customer Item ID rap023 RAP print alternate u/m and 1 alternate sell price (Future Use Logic currently the RAP form does not print the unit price or price code) This option controls how the unit price and price code will display on the form if the entire quantity is entered in the alternate u/m. (quantity ordered = zero and alternate quantity Release NGS-6.40 fm - 51

52 ordered is greater than zero) Valid Options Are: 0 = Print the alternate sell price and alternate u/m 1 = Print the sell price and the price u/m Release NGS-6.40 fm - 52

53 Procedure From the menu, Enter "ACF": Type in the Program Password to Access the Program: Select QUERY Enter option key Press Enter To view the Option values. Select UPDATE To change Option values. Release NGS-6.40 fm - 53

54 PLP- PACK LIST PRINTING The program PLP contains all the different formats (printing, faxing, ing) within the program itself and reads three acf options to determine what format to use when performing these functions. In other words, if the user wants to print a pack list form, the PLP program will look in PLP001 and read the value. If it's a 1, it will print out the standard character version; if it's a 2, it will print out the laser version. If the user wants to fax a pack list form, the PLP program will look at PLP002 and read the values. If it's a 1, it will fax the standard character version; if it's a 2, it will fax the laser version. If the user wants to a pack list form, the PLP program will look at PLP003 and verify that the value is set to a 3 or 4 (if it's a 3 or 4 value, it will an Attached or Embedded html version). OPTION DESCRIPTION VALUE plp001 PLP - Print Format 2 Print format: 1 - Standard format 2 - Laser format 3 - Do Not Use plp002 PLP - Used to define what 2 FAX Format to use Fax format: 1 - Standard format 2 - Laser format 3 - Do Not Use plp003 PLP - Used to define what 4 Format to use format: 1 - Do Not Use 2 - Do Not Use 3 - HTML format attachment 4 - HTML format embedded We also have a range of other acf options that can be used that allows the user to change the form format to suit (for the web, name/address settings and destination settings). OPTION DESCRIPTION VALUE plp004 PLP - Default Sort By Option 1 This option controls the Default Sort By Option in the Packing List Print program. Valid entries are 1,2,3: 1 - By Sales Order No. 2 - By Division 3 - By Branch plp004a PLP-Control /Fax Window 0 when Run from PPM (SHIP) Control /fax window when the program is run from the PPM window in the Shipment Confirmation Release NGS-6.40 fm - 54

55 program (SHIP) and address or fax number is known. Valid Entries Are 0,1: 0 - Don't open the window 1 - Open the window plp005 PLP - Default Sort Line Items 3 By Option This option controls the Default Sort Line Items By Option in the Packing List Print program. Valid entries are 1,2,3: 1 - Line No. 2 - Location 3 - Item plp005a PLP - Source of Sender's 1 Address Use the address as specified below as the sender's address. 0 - Use system address (user@hostname). 1 - Use address in UIM 2 - Use address in DVM 3 - Use address in BRM 4 - Use address in DM plp006 PLP - Default Print Option 2 This Option controls the Default Print Option in the Packing List Print program. Valid Entries are 1,2: 1 - Print Only Lines where Ship Qty is Greater than Zero. 2 - Print ALL Lines Ordered. plp006a PLP - Quantity Back-Ordered 2 Print Option This option defines whether the quantity backordered will be printed on the packing list and the calculation to use to print it. Note: If the quantity back-ordered to be printed is zero, the quantity back-ordered will not print. This option only applies to the Laser Print/Fax options and the HTML options. Valid option values are 0,1,2: 0 - Do not print quantity back-ordered. 1 - Print the quantity back-ordered and alternate Release NGS-6.40 fm - 55

56 quantity back-ordered when they are not zero. 2 - Calculate and print the quantity back-ordered and alternate quantity back-ordered based on the total of the quantity & alternate quantity back-ordered and the quantity committed remaining (not shipped) when the calculated amounts are not zero. plp007 Future USe plp008 Future Use plp009 Control Highlighting & 0 Shading on Laser Format Control highlighting & shading on the laser format. 0 - Don't use highlighting & shading. 1 - Use highlighting & shading. plp010 PLP - Selection Options 1 Default Setting This option defines the default value for the Selection Options prompt in the STANDARD Munics Packing List Print (PLP) program. Valid Entries Are 1,2: 1 - All unprinted Sales Orders 2 - Selected Sales Orders (Any other value will default to option 1) If option value is set to '2', user will not be able to bypass the entry of criteria for the Sales Order Number. An entry must be made. An '*' will be accepted indicating to 'Print All'. plp011 Company Name/Address for Y Doc's which are PRINTED This option controls which Name/Address will be used on documents which are PRINTED. Y - Use Division Name/Address. B - Use Branch Name/Address. D - Use Department Name/Address. N - Do NOT use any of the above. plp012 Company Name/Address for N Doc's which are FAXED This option controls which Name/Address will be used on documents which are FAXED. Y - Use Division Name/Address. B - Use Branch Name/Address. D - Use Department Name/Address. N - Do NOT use any of the above. Release NGS-6.40 fm - 56

57 plp013 Company Name/Address for Y Doc's which are ED This option controls which Name/Address will be used on documents which are ED. Y - Use Division Name/Address. B - Use Branch Name/Address. D - Use Department Name/Address. P - Use Picture defined by acf's sys013/sys013a. N - Do NOT use any of the above. plp014 PLP - Use Destination Settings Y Default Value (All Un-printed) This option defines the default value for 'Use Destination Settings (CEFM)?' prompt when the program is run standalone. This option applies only when user selects option for All Unprinted Sales Orders. Valid option values are N,Y: N - Use the Output Destination specified by the user. Y - Use the Transaction's Output Destination(s) specified in CEFM. plp014a PLP - Use Destination Settings N Default Value (Selected) This option defines the default value for 'Use Destination Settings (CEFM)?' prompt when the program is run standalone. This option applies only when user selects option for Selected Sales Orders. Valid option values are N,Y: N - Use the Output Destination specified by the user. plp015 Y - Use the Transaction's Output Destination(s) specified in CEFM. Font To Use (except for terms & conditoins) This option defines the font to use when transactions are ed. Multiple fonts are separated by a comma. This font will not apply to the terms and conditions. courier new plp016 Control Destination & 0 Release NGS-6.40 fm - 57

58 Updating when Run from PPM This option controls the output destination and updating when the program is executed from PPM. 0 - Use the printer field defined in PPM for the output destination. Options are , fax or a valid printer ID. If or fax is used, don't set print flag. If printer is used, set printed flag. 1 - Use the transaction settings (CEFM) for the output destination. Don't set print flag. 2 - Use the transaction settings (CEFM) for the output destination. Set print flag. plp017 Future Use 0 plp018 Future Use plp020 Future Use plp021 Future Use plp021a Future Use plp021b Future Use plp021c Future use plp022 PLP - Control If and Where the 3 Customer's Item ID Will Print This option will be used by the STANDARD Munics Laser Packing List Print (PLP) program--both print and fax version--and the Packing List Print (PLP) program-- version to determine how the Customer's Item ID, as defined in the Customer/ Item Cross Reference (CIXREF) program, will print on the form. Vaild Entries Are 0,1,2,3: 0 - Print the Customer Item ID on the first line Print the Item ID below the item desc (Current/Default) 1 - Print the Customer Item ID below the item desc Print the Item ID on the first line 2 - Print the Customer Item ID below the item desc with leading text "CUST ITEM ID:" Print the Item ID on the first line 3 - Do not print the Customer Item ID Customization: If customization of the form is necessary, the PLP program is copied over to another program (usually named LPLP) and all changes are made in that program, thus preserving the original PLP program. If the changes are desired on multiple formats (for example, on both the print format and Release NGS-6.40 fm - 58

59 the format), the programming modifications required need to be done in multiple places. For example, if you decide to print an additional field that is not on the standard form, the programming modifications need to be done to the print format you are using (defined in ACF option PLP001), the fax format you are using (defined in ACF option PLP002; normally, this would be the same format as PLP001) and the format (defined in ACF option PLP003). Release NGS-6.40 fm - 59

60 Procedure From the menu, Enter "ACF": Type in the Program Password to Access the Program: Select QUERY Enter option key Press Enter To view the Option values. Select UPDATE To change Option values. Release NGS-6.40 fm - 60

61 PTP- PICK TICKET PRINTING The program PTP contains all the different formats (printing, faxing, ing) within the program itself and reads three acf options to determine what format to use when performing these functions. In other words, if the user wants to print a print ticket form, the PTP program will look in PTP001 and read the value. If it's a 1, it will print out the standard character version, if it's a 2, it will print out the laser version. If the user wants to fax a print ticket form, the PTP program will look at PTP002 and read the values. If it's a 1, it will fax the standard character version, if it's a 2, it will fax the laser version. OPTION DESCRIPTION VALUE ptp001 PTP - Used to define what 2 Print Format to use Print format: 1 - Standard format 2 - Laser format 3 - Do Not Use ptp002 PTP - Used to define what 2 FAX Format to use ptp003 Fax format: 1 - Standard format 2 - Laser format 3 - Do Not Use PTP - Used to define what Format to use -(future) format: 1 - Do Not Use 2 - Do Not Use 3 - Do Not Use *The ptp form cannot be ed. Note: This form cannot be ed. We also have a range of other acf options that can be used that allows the user to change the form format to suit (for the web, name/address settings and destination settings). OPTION DESCRIPTION VALUE ptp004 Future Use ptp005 Future Use ptp006 Future Use ptp007 Future Use ptp008 Future Use ptp009 Control Highlighting & 0 Shading on Laser Format Control highlighting & shading on the laser format. 0 - Don't use highlighting & shading. Release NGS-6.40 fm - 61

62 1 - Use highlighting & shading. ptp010 PTP - Pick Ticket Print Mode 1 Selection Option Default This option is one of several used to control the standard defaults for the standard PTP program before any modifications are made to program. The default will be used when initializing the prompt variables when running PTP. This option may/may not be applicable depending on program modifcations made to PTP. Any custom ACF options needed should be set up in ACF using a designated ACF key begining with ptp900,ptp901,ptp902 etc. If reprint, use ptpr900,ptpr901,ptpr902 etc. The following describes this option: ptp010 PTP Selection Option (PRINT MODE) 1 = All unprinted (DEFAULT) 2 = Enter order numbers ptp011 Company Name/Address for B Doc's which are PRINTED This option controls which Name/Address will be used on documents which are PRINTED. Y - Use Division Name/Address. B - Use Branch Name/Address. D - Use Department Name/Address. N - Do NOT use any of the above. ptp012 Company Name/Address for N Doc's which are FAXED This option controls which Name/Address will be used on documents which are FAXED. Y - Use Division Name/Address. B - Use Branch Name/Address. D - Use Department Name/Address. N - Do NOT use any of the above. ptp013 Future Use ptp014 Future Use ptp015 Future Use ptp016 Future Use ptp017 Future Use 1 ptp018 Future Use ptp020 PTP - Pick Ticket Print Mode 1 Sort By Option Default This option is one of several used to control the standard defaults for the standard PTP program before any modifications are made to program. The default will be used when initializing the prompt variables when running PTP. This option may/may not be applicable Release NGS-6.40 fm - 62

63 depending on program modifcations made to PTP. Any custom ACF options needed should be set up in ACF using a designated ACF key begining with ptp900,ptp901,ptp902 etc. If reprint, use ptpr900,ptpr901,ptpr902 etc. The following describes this option: ptp020 PTP Sort By options (PRINT MODE) 1 = By Sales Order No. (DEFAULT) 2 = By Division By Sales Order No. 3 = By Branch By Sales Order No. ptp021 Populate the pick tables 1 Populate the pick tables. 0 - Don't populate the pick tables. 1 - Populate the pick tables. ptp030 PTP - Pick Ticket Print Mode 1 Sort Detail By Option Default This option is one of several used to control the standard defaults for the standard PTP program before any modifications are made to program. The default will be used when initializing the prompt variables when running PTP. This option may/may not be applicable depending on program modifcations made to PTP. Any custom ACF options needed should be set up in ACF using a designated ACF key begining with ptp900,ptp901,ptp902 etc. If reprint, use ptpr900,ptpr901,ptpr902 etc. The following describes this option: ptp030 PTP Sort detail lines by (PRINT MODE) 1 = Line number (DEFAULT) 2 = Location 3 = Item Id ptp040 Only allow one open pick N ticket per order-dflt Option This option is one of several used to control the standard defaults for the standard PTP program before any modifications are made to program. The default will be used when initializing the prompt variables when running PTP. This option may/may not be applicable depending on program modifcations made to PTP. Any custom ACF options needed should be set up in ACF using a designated ACF key begining with ptp900,ptp901,ptp902 etc. If reprint, use ptpr900,ptpr901,ptpr902 etc. The following describes this option: Release NGS-6.40 fm - 63

64 ptp040 Only allow one open pick ticket per open order N = No (DEFAULT) Y = Yes ptp050 PTP - Pick Tick Print Mode 2 Print Default Option This option is one of several used to control the standard defaults for the standard PTP program before any modifications are made to program. The default will be used when initializing the prompt variables when running PTP. This option may/may not be applicable depending on program modifcations made to PTP. Any custom ACF options needed should be set up in ACF using a designated ACF key begining with ptp900,ptp901,ptp902 etc. If reprint, use ptpr900,ptpr901,ptpr902 etc. The following describes this option: ptp050 PTP Print options (PRINT MODE) 1 = Print only lines to be picked (Lines with L2 qty only) (DEFAULT) 2 = Print all lines (including backorders, at least one line with L2 qty) 3 = Print all lines (Includes all lines, exclude lines with only L1 qtys) ptp060 Next Pick Ticket Number ptp070 Pick Ticket Purge Days 180 This option controls the purging of pick tickets records. Enter how many days you want to keep the records. MAXIMUM VALUE IS ptpr010 PTP - Pick Ticket Reprint Mode 1 Sort By Option Default This option is one of several used to control the standard defaults for the standard PTP program before any modifications are made to program. The default will be used when initializing the prompt variables when running PTP. This option may/may not be applicable depending on program modifcations made to PTP. Any custom ACF options needed should be set up in ACF using a designated ACF key begining with ptp900,ptp901,ptp902 etc. If reprint, use ptpr900,ptpr901,ptpr902 etc. The following describes this option: ptpr010 PTP Sort By options (REPRINT MODE) 1 = By Sales Order No. (DEFAULT) 2 = By Division By Sales Order No. Release NGS-6.40 fm - 64

65 3 = By Branch By Sales Order No. ptpr020 PTP - Pick Ticket Reprint Mode 1 Sort Detail By Option Default This option is one of several used to control the standard defaults for the standard PTP program before any modifications are made to program. The default will be used when initializing the prompt variables when running PTP. This option may/may not be applicable depending on program modifcations made to PTP. Any custom ACF options needed should be set up in ACF using a designated ACF key begining with ptp900,ptp901,ptp902 etc. If reprint, use ptpr900,ptpr901,ptpr902 etc. The following describes this option: ptpr020 PTP Sort detail lines by (REPRINT MODE) 1 = Line number (DEFAULT) 2 = Location 3 = Item Id ptpr030 PTP - Pick Ticket Reprint Mode 2 Reprint Method Default Option This option is one of several used to control the standard defaults for the standard PTP program before any modifications are made to program. The default will be used when initializing the prompt variables when running PTP. This option may/may not be applicable depending on program modifcations made to PTP. Any custom ACF options needed should be set up in ACF using a designated ACF key begining with ptp900,ptp901,ptp902 etc. If reprint, use ptpr900,ptpr901,ptpr902 etc. The following describes this option: ptpr030 PTP Reprint Method (REPRINT MODE)) 1 = Print only lines to be picked (DEFAULT) 2 = Print all lines (including backorders) ptpr040 PTP - Pick Ticket Reprint Mode 2 Reprint Options Default This option is one of several used to control the standard defaults for the standard PTP program before any modifications are made to program. The default will be used when initializing the prompt variables when running PTP. This option may/may not be applicable depending on program modifcations made to PTP. Any custom ACF options needed should be set up in ACF using a designated ACF key begining with ptp900,ptp901,ptp902 etc. If reprint, use Release NGS-6.40 fm - 65

66 ptpr900,ptpr901,ptpr902 etc. The following describes this option: ptpr040 PTP Reprint options (REPRINT MODE) 1 = Print lines included on earlier pick tickets (Print L1 as a pick qty) (DEFAULT) 2 = Print combined new pick ticket (Print combined L1+L2 as a pick qty) Customization: If customization of the form is necessary, the PTP program is copied over to another program (usually named LPTP) and all changes are made in that program, thus preserving the original PTP program. If the changes are desired on multiple formats (for example, on both the print format and the fax format), the programming modifications required need to be done in multiple places. For example, if you decide to print an additional field that is not on the standard form, the programming modifications need to be done to the print format you are using (defined in ACF option PTP001), the fax format you are using (defined in ACF option PTP002; normally, this would be the same format as PTP001). Release NGS-6.40 fm - 66

67 Procedure From the menu, Enter "ACF": Type in the Program Password to Access the Program: Select QUERY Enter option key Press Enter To view the Option values. Select UPDATE To change Option values. Release NGS-6.40 fm - 67

68 ESTABLISHING PPM RECORDS FOR FORMS PROGRAMS If you are going to , fax or print forms immediately after you complete a transaction, you must first records in the Program Printer Maintenance program (PPM) for the programs that you wish to from. PPM is utilized in selected programs to define default printers and programs that are to be executed. The following is an example of the setup for the quote program. The QUOTE, ORDER, BILL, SHIP and POE programs utilize this program to automatically execute the forms print programs upon completion of a transaction. Procedure From the menu, Enter "PPM": Go in to the "ADD" mode Calling program Branch code User / Login id Calling device Program to run 1, 2, 3 Auto print code 1, 2 Printer 1, 2, 3 Ring menu options Tran types 1, 2, 3 Enter the calling program name, I.E. quote, order, bill or poe. Enter the branch code or ALL for all branches. Enter the user / login ID or ALL for all user / login ID's. Enter the calling device or enter ALL for all devices. Example: /dev/ttyb13 Enter the program to be run, I.E. qop, sop, invp and pop. Enter 1 to print prompt message before printing. The prompt message allows the user to override printer. Enter 2 for auto printing. Job will begin automatically with no user prompting. Enter the printer name on which the report is to be printed. User may enter "FAX" or " " if these modules are being utilized. This field is typically set to ALL. You can also define a specific ring menu option. This field is typically set to ALL. You can also define a specific ring menu option for trans type. Release NGS-6.40 fm - 68

69 ENTERING AND STORING ADDRESSES THROUGH AN EDIT Overview There are two methods of collecting and maintaining the addresses. They can be entered "on the fly", during the entry of a quote, sales order, invoice, shipping confirmation or purchase order or they may be built ahead of time by entering them into your system via a maintenance program (CEFM). Using CEFM, the user may add two addresses per form, for each customer, vendor or prospect. The code determines what addresses are associated with what form. For example, you can setup two address records for the printing, faxing and ing of an order or a quote, two additional records for printing, faxing and ing of invoice, two records for printing, faxing and ing a purchase order, and two other records for printing, faxing or ing a ship notification. The purpose of the Customer /Fax Maintenance program (CEFM) is to establish and maintain a database of addresses and fax numbers for customers, vendors or prospects. The information entered through this program may be later utilized to or fax quotes, sales orders, invoices or purchase order forms. When the data is entered through CEFM, it is permanently stored in the "custsend" table. How it works: When a transaction (i.e. an order or a purchase order) is entered into the system, if there is a matching record in the CEFM "custsend" table for the type of transaction you are entering, it will create a record(s) in the "ordsend" table with all of the applicable destination information. It creates this record at the time the order or purchase order was ENTERED and NOT at the time that it sends it. Thus, if the user answers "Y" to the Use Destination Settings question when executing the forms programs (i.e. when running SOP, POP, QOP, ARS, etc), these programs will read information for the "ordersend" tables not the "custsend" tables. That means that if you or fax a form and there were no entries found in the CEFM tables at the time of ENTERING the purchase order or sales order, the address or fax number will be BLANK. At that point the system will use the defaults or force you to override the fax number or address. Example: Assume that you currently have no records in the CEFM table and enter two orders for customer ABC100. Then, at a later time you added a record into the CEFM program for the same customer (ABC100) for a transaction type OR1, an transaction. After that, you enter the third order for the same customer (ABC100) and at that point, decide to run the SOP program. The following would occur: If you respond with a "Y" to the question "Use destination settings (CEFM)?", at the end of the SOP program it will prompt: Enter 'HOLD', Printer ID, <Return> for printer123. You may press return and accept the default printer. A summary window will display showing that 2 orders will be printed and 1 order will be ed. Only the third order will be ed because the CEFM record for that customer was present at the time the order was entered. How the different options work: s If you respond with a "Y" to the question "Use destination settings (CEFM)?" it will determine the destination of the output for each transaction selected based on the ORDSEND records that were created at the time the order was entered. If the program does not find a corresponding record in the ORDSEND table, it will direct the output to either the printer or the hold spooler (PHS) whichever the user specified at the end of the program. If you respond with an "N" to the question "Use destination settings (CEFM)?", and selects the option at the end of the program, the user will be prompted to enter the address for each transaction selected Release NGS-6.40 fm - 69

70 Faxes If you respond with a "Y" to the question "Use destination settings (CEFM)?", and selects the FAX option at the end of the program, It will utilize the fax # from the order header field. If the fax # in the order header field is blank, the program will attempt to get the current fax # from the customer master file. (The customer master may have been updated with fax # since the time of order entry) If the program can not find fax # the user will be prompted to manually enter the fax # for each transaction selected. Release NGS-6.40 fm - 70

71 CEFM- ENTERING AND STORING ADDRESSES Procedure From the Main Menu enter the CEFM program. The user has the option to Add, Update, Remove, Duplicate, Query,List, View by using the relevant buttons from the main options menu. There is also an on-line help button, a Run button to allow you enter a new program and an Exit button. From the main menu enter the "CEFM" program. If the LIST option is selected : The LIST option allows the user to enter their selection criteria and then view all the selected records, with the most important fields listed, on one screen. If the user "double clicks" on any of the records, or highlights a record and clicks the "OK" button, the CEFM main edit program is executed and gives the user access to all the fields in the CEFM table. On the next page is a brief description of the fields. Release NGS-6.40 fm - 71

72 Co Type Sold to Name Ship to Name Code This field displays company type; enter C for customer, V for vendor or P for prospect. This field displays the customer, vendor or prospect id. This field displays the name related to the customer, vendor or prospect id. This field displays the ship to id for customer entries. This field displays the name relating to the ship to id for customer entries. This field contains codes used by print programs to direct electronic or faxed notices. Program Using Code Purpose This Code AR1 1 st A/R Statement ARS AR2 2 ND A/R Statement ARS PO1 1 st Purchase Order POP PO2 2 nd Purchase Order POP OR1 1 st Order/Quote Acknowledgement ORDER/QUOTE OR2 2 nd Order/Quote Acknowledgement ORDER/QUOTE IN1 1 st Invoice INVP IN2 2 nd Invoice INVP SN1 1 st Shipping Notification UPS/Worldship SN2 2 nd Shipping Notification UPS/Worldship These codes are to be used expressly for the purposes listed above. Type Contact Company Name Active Memo From Time To Time MEMO1 MEMO2 MEMO3 MEMO4 MEMO5 MEMO6 MEMO7 This field contains the print type. Values are P to print, F for fax and E for . Then enter the printer id, fax number or address. If the type = "F", a faxed copy will be sent. If the type = "E", an electronic copy will be sent. If the type = "P", a printed copy will be generated. Enter N for none of the above values. Enter a contact name. Override the company name associated with the contact if desired. Enter the active code. A = active, I = Inactive. Enter memo information. If the type is coded F for fax enter the time which faxes may be sent. Enter Memo1 information. Field length is 2 characters. Enter Memo2 information. Field length is 10 characters. Enter Memo3 information. Field length is 30 characters. Enter Memo4 information. This is a numeric field only. Enter Memo5 information. This is a numeric field only. Enter Memo6 information. This is a date field (entry format is mm/dd/yy). Enter Memo7 information. This is a date field (entry format is mm/dd/yy). Release NGS-6.40 fm - 72

73 CEFM- UPDATING AND STORING ADDRESSES Procedure From the Main Menu enter the CEFM program. Select Update. From the main menu enter the "CEFM" program. When a user enters a transaction into the system an ordsend record is created that contains the output destination and value ( or fax #) to be used for that transaction for a particular document type i.e. OR1, IN1, PO1 ect.,based on the current values in the corresponding CEFM record. If the user subsequently updates an or fax value in CEFM it will prompt asking if any existing ordsend records should be updated. i.e. should the previous transactions that have been entered be updated with the new values. The system will search for ordsend records to be updated in the following manner. Release NGS-6.40 fm - 73

74 1) Select ONLY ordsend rows where /fax # matches the original /fax # 'AND' custid=custid 'AND' shipto id=shipto id & if user answers 'Y', update only those recs. Example: User is updating the following CEFM record Document type = OR1 Sold to = ABC100 Ship to = 123 Type = E value = support@munics.com System will only select records from the ordsend table where the Sold to = ABC100 Ship to = 123 and = support@munics.com 2) If user is updating a CEFM record where shipto id=all 'AND' there are no additional records in CEFM for that doc type & cust id, then select only ordsend rows where /fax # matches the original /fax # for that cust id & if user answers 'Y', update only those recs. Selection of records will only be records where allshipto_ordsend'field = ALL, signifying these records were created from the ALL ship to record. Example: User is updating the following CEFM record Document type = OR1 Sold to = ABC100 Ship to = ALL Type = E value = support@munics.com System will only select records from the ordsend table where the Sold to = ABC100 allshipto value in ordsend = ALL and = support@munics.com 3) If user is updating a CEFM record where shipto id=all 'AND' there are additional records in CEFM for that doc type & that cust id, but different shipto id's, then select only ordsend rows where custid/shipto id doesn't exist in CEFM 'AND' where /fax # matches the original /fax # for the ordsend rows being selected & if user answers 'Y', update only those recs. Selection of records will only be records where 'allshipto_ordsend' field = ALL, signifying these records were created from the ALL ship to record. Example: User is updating the following CEFM record Document type = OR1 Sold to = ABC100 Ship to = ALL Type = E value = support@munics.com There is also a record in the CEFM for the following: Document type = OR1 Sold to = ABC100 Ship to = XYZ Type = E value = support@munics.com The system will only select records from the ordsend table where the Sold to = ABC100 Ship to is not equal to XYZ allshipto_ordsend = ALL and = support@munics.com Release NGS-6.40 fm - 74

75 ENTERING AND STORING ADDRESSES THROUGH OTHER ENTRY PROGRAMS Overview In addition to entering addresses through the CEFM program, you may also enter them on an order by order, quote by quote, invoice by invoice, ship notification by ship notification or purchase order by purchase order basis through the programs ORDER, QUOTE, BILL, SHIP and POE. When entering addresses in this method, (i.e. on the fly), you must have certain acf options turned on in order to have a window pop up that will allow you to input these addresses. Default value acf options may also be set. Once you type in the addresses, you have the option of storing the data permanently or you may just desire to enter the addresses each time on an order-by-order basis. If you chose to permanently store the data, the program will create records in the same table (custsend) as the CEFM program. NOTE: If you want to permanently save the addresses, check the update box next to the form you want to save. If the box in not checked, the address will only be available for the order, quote, invoice, etc. that you are currently working on. The following pages describe the various acf options that allow you to have the address window displayed in the ORDER, QUOTE, BILL, SHIP AND POE programs. Each program has its own set of acf options that control the defaults when entering an address. Providing that the correct acf option is set for each of the programs you are trying collect or fax address for (i.e. oe071* for ORDER) a new window will appear to allow the user to enter or maintain the addresses. The /Fax Window will automatically appear if the acf options are set up to do so. The user may also click on the /fax info button on the side bar menu to access this screen. Release NGS-6.40 fm - 75

76 In the programs ORDER, QUOTE, BILL, SHIP AND POE, the user may select the /Fax Info Button to gain access to what addresses are stored for this customer. The /Fax Info Window will appear if the /Fax Button is selected. You can maintain two separate and distinct destinations for each form. In the above example the following will occur; One copy of the sales order will be ed to jkranzer and the other copy will be sent to the printer. One copy of the Shipping Notification will be ed to rsmith and the other copy will be faxed to the number One copy of the invoice will be faxed to the number and nothing will happen to the second copy. The following fields may be entered or changed. Type To Subject Contact Company Update Address book Automatically filled in when the To box is entered Select one from the list; , Fax Printer or None This field gives a description of the subject. This field allows you to enter the contact name. This field stores the company name. This field allows the use to update the address book. If 'Y', the address is stored in 'CEFM' program. Release NGS-6.40 fm - 76

77 NOTE: If you are going to change any information and it is just for this order (or other documents that you are working on like purchase orders or invoices), do not check the update button. This will only use the change for the order you are currently working on and will not permanently change the information on record. If you change any information and check the update box, this will change what is stored on that customers CEFM record until it is changed again. Below are the various acf options for each form. Release NGS-6.40 fm - 77

78 FOR ORDERS AND QUOTES (ORDER/QUOTE) acf option oe071 acf option oe071a acf option oe071b acf option oe071c acf option oe071d acf option oe071e acf option oe071f Used in Program ORDER and QUOTE Used in Program ORDER, QUOTE and CEFM Used in Program ORDER, QUOTE and CEFM Used in Program ORDER, QUOTE and CEFM Used in Program ORDER, QUOTE and CEFM Used in Program ORDER, QUOTE And CEFM Used in Program ORDER, QUOTE And Value=0 Value= 1 Value= 2 Value = 3 Do not allow for the displaying of the window. Allow the user to control when the window appears by entering a "G, J or K" at any prompt field. Open the window automatically at the end of the header prompts and allow for "G, J or K" at any prompt field. Value=E Value= F Value= P Value = N When the address window displays, this will be the default "type" value in the first address. E is for ing. When the address window displays, this will be the default "type" value in the first address. F is for faxing. When the address window displays, this will be the default "type" value in the first address. P is for printing. Value=B Value= S Value= M When the address window displays, for the first address, the default contact name will be retrieved from the bill to customer file (CM) if the Value is set to a "B". When the address window displays, for the first address, the default contact name will be retrieved from the ship to customer file (STM) if the Value is set to an "S". No default contact will be displayed in the first address. You must manually enter this if the Value is set to an "M". Value=E Value= F Value= P Value = N When the address window displays, this will be the default "type" value in the second address. E is for ing. When the address window displays, this will be the default "type" value in the second address. F is for faxing. When the address window displays, this will be the default "type" value in the second address. P is for printing. Value=B Value= S Value= M When the address window displays, for the second address, the default contact name will be retrieved from the bill to customer file (CM) if the Value is set to a "B". Value=Y When the address window displays, the default "Update Address Book?" for the first address is displayed as "Y" Value=Y When the address window displays, the default "Update When the address window displays, for the second address, the default contact name will be retrieved from the ship to customer file (STM) if the Value is set to an "S". Value= N When the address window displays, the default "Update Address Book?" for the first address is displayed as "N" Value= N When the address window displays, the default "Update No default contact will be displayed in the second address. You must manually enter this if the Value is set to an "M". Open the window automatically after the summary screen and allow for "G, J or K" at any prompt field. When the address window displays, this will be the default "type" value in the first address. N is for no default value. When the address window displays, this will be the default "type" value in the second address. N is for no default value. Release NGS-6.40 fm - 78

79 CEFM Address Book?" for the second address is displayed as "Y" Address Book?" for the second address is displayed as "N" Release NGS-6.40 fm - 79

80 FOR SHIPPING CONFIRMATION (SHIP) acf Used in Value=0 Value= 1 Value= 2 Value = 3 option Program oe072 SHIP Do not allow for the displaying of the window. Allow the user to control when the window appears by entering a "G, J or K" at any prompt field. Open the window automatically at the end of the header prompts and allow for "G, J or K" at any prompt field. Open the window automatically after the summary screen and allow for "G, J or K" at any prompt field. acf Used in Value=E Value= F Value= P Value = N option oe072a acf option oe072b acf option oe072c acf option oe072d acf option Oe072e acf option Oe072f Program SHIP and CEFM Used in Program SHIP and CEFM Used in Program SHIP and CEFM Used in Program SHIP and CEFM Used in Program SHIP and CEFM Used in Program SHIP and CEFM When the address window displays, this will be the default "type" value in the first address. E is for ing. When the address window displays, this will be the default "type" value in the first address. F is for faxing. Release NGS-6.40 fm - 80 N/A Value=B Value= S Value= M When the address window displays, for the first address, the default contact name will be retrieved from the bill to customer file (CM) if the Value is set to a "B". When the address window displays, for the first address, the default contact name will be retrieved from the ship to customer file (STM) if the Value is set to an "S". No default contact will be displayed in the first address. You must manually enter this if the Value is set to an "M". Value=E Value= F Value= P Value = N When the address window displays, this will be the default "type" value in the second address. E is for ing. When the address window displays, this will be the default "type" value in the second address. F is for faxing. N/A Value=B Value= S Value= M When the address window displays, for the second address, the default contact name will be retrieved from the bill to customer file (CM) if the Value is set to a "B". Value=Y When the address window displays, the default "Update Address Book?" for the first address is displayed is "Y" Value=Y When the address window displays, the default "Update When the address window displays, for the second address, the default contact name will be retrieved from the ship to customer file (STM) if the Value is set to an "S". Value= N When the address window displays, the default "Update Address Book?" for the first address is displayed is "N" Value= N When the address window displays, the default "Update No default contact will be displayed in the second address. You must manually enter this if the Value is set to an "M". When the address window displays, this will be the default "type" value in the first address. N is for no default value. When the address window displays, this will be the default "type" value in the second address. N is for no default value.

81 Address Book?" for the second address is displayed as "Y" Address Book?" for the second address is displayed as "N" Release NGS-6.40 fm - 81

82 FOR INVOICES (BILL) acf Used in Value=0 Value= 1 Value= 2 Value = 3 option Program oe073 BILL Do not allow for the displaying of the window. Allow the user to control when the window appears by entering a "G, J or K" at any prompt field. Open the window automatically at the end of the header prompts and allow for "G, J or K" at any prompt field. Open the window automatically after the summary screen and allow for "G, J or K" at any prompt field. acf Used in Value=E Value= F Value= P Value = N option oe073a acf option oe073b acf option oe073c acf option oe073d acf option Oe073e acf option Oe073f Program BILL and CEFM Used in Program BILL and CEFM Used in Program BILL and CEFM Used in Program BILL and CEFM Used in Program BILL and CEFM Used in Program BILL and When the address window displays, this will be the default "type" value in the first address. E is for ing. When the address window displays, this will be the default "type" value in the first address. F is for faxing. When the address window displays, this will be the default "type" value in the first address. P is for printing. Value=B Value= S Value= M When the address window displays, for the first address, the default contact name will be retrieved from the bill to customer file (CM) if the Value is set to a "B". When the address window displays, for the first address, the default contact name will be retrieved from the ship to customer file (STM) if the Value is set to an "S". No default contact will be displayed in the first address. You must manually enter this if the Value is set to an "M". Value=E Value= F Value= P Value = N When the address window displays, this will be the default "type" value in the second address. E is for ing. When the address window displays, this will be the default "type" value in the second address. F is for faxing. When the address window displays, this will be the default "type" value in the second address. P is for printing. Value=B Value= S Value= M When the address window displays, for the second address, the default contact name will be retrieved from the bill to customer file (CM) if the Value is set to a "B". Value=Y When the address window displays, the default "Update Address Book?" for the first address is displayed as "Y" Value=Y When the address window displays, the When the address window displays, for the second address, the default contact name will be retrieved from the ship to customer file (STM) if the Value is set to an "S". Value= N When the address window displays, the default "Update Address Book?" for the first address is displayed as "N" Value= N When the address window displays, the No default contact will be displayed in the second address. You must manually enter this if the Value is set to an "M". When the address window displays, this will be the default "type" value in the first address. N is for no default value. When the address window displays, this will be the default "type" value in the second address. N is for no default value. Release NGS-6.40 fm - 82

83 CEFM default "Update Address Book?" for the second address is displayed as "Y" default "Update Address Book?" for the second address is displayed as "N" Release NGS-6.40 fm - 83

84 FOR PURCHASE ORDERS (POE) acf Used in Value=0 Value= 1 Value= 2 Value = 3 option Program po078 POE Do not allow for the displaying of the window. Allow the user to control when the window appears by entering a "G, J or K" at any prompt field. Open the window automatically at the end of the header prompts and allow for "G, J or K" at any prompt field. Open the window automatically after the summary screen and allow for "G, J or K" at any prompt field. acf Used in Value=E Value= F Value= P Value = N option po078a acf option po078b acf option po078c acf option po078d Program POE and CEFM Used in Program POE and CEFM Used in Program POE and CEFM Used in Program POE and CEFM When the address window displays, this will be the default "type" value in the first address. E is for ing. When the address window displays, this will be the default "type" value in the first address. F is for faxing. Value=V Value= S Value= M When the address window displays, for the first address, the default contact name will be retrieved from the vendor (VM) if the Value is set to a "V". When the address window displays, for the first address, the default contact name will be retrieved from the vendor ship (VSTM) if the Value is set to an "S". When the address window displays, this will be the default "type" value in the first address. P is for printing. No default contact will be displayed in the first address. You must manually enter this if the Value is set to an "M". Value=E Value= F Value= P Value = N When the address window displays, this will be the default "type" value in the second address. E is for ing. When the address window displays, this will be the default "type" value in the second address. F is for faxing. Value=V Value= S Value= M When the address window displays, for the second address, the default contact name will be retrieved from the vendor (VM) if the Value is set to a "V". When the address window displays, for the second address, the default contact name will be retrieved from the vendor ship to (VSTM) if the Value is set to an "S". When the address window displays, this will be the default "type" value in the second address. P is for printing. No default contact will be displayed in the second address. You must manually enter this if the Value is set to an "M". When the address window displays, this will be the default "type" value in the first address. N is for no default value. When the address window displays, this will be the default "type" value in the second address. N is for no default value. Release NGS-6.40 fm - 84

85 HOW TO ENTER COMMENTS SCOM Standard Comments Maintenance Enter the SCOM program; enter comment ID (INVPEM, INVPFX, etc) Enter the description. Use the Add button to add new SCOM comments, and then enter the ID and Description. When you use the Update option, use the next and previous buttons to scroll thru the standard comments. Use the comments button to see any comments that were included. Use the Remove button to remove any unwanted SCOM comments. From the Update mode the user can also; Use the STANDARD_TRANSFER button, enter standard comment id to transfer from if they are set up. INVPEM SOPEM QOPEM POPEM PLPEM PTPEM ARSEM RAPEM INVPFX SOPFX QOPFX POPFX PLPFX PTPFX ARSFX To DISPLAY standard comments on the preview for an Invoice, Sales order, quote order, Purchase order, Packing list, Picking ticket, Statement or Return authorization that is ED. To DISPLAY standard comments on the cover sheet for an Invoice, Sales order, quote order, Purchase order, Packing list, Picking ticket, Statement or Return authorization that is FAXED. Release NGS-6.40 fm - 85

86 RAPFX MEMOA- ENTERING COMMENTS USING THE MEMOA PROGRAM Enter MEMOA program. Select the ADD mode and enter the MEMOA id (INVP, SOP, QOP, POP, PLP, PTP, ARS, and RAP) Enter comments on the memo lines; Up to 10 lines of comments, 30 characters on each line. Enter Terms & Conditions by selecting MEMOA program. The MEMOA id will be (INVPTC, SOPTC, QOPTC, POPTC, PLPTC, PTPTC, ARSTC, and RAPTC) Enter Terms & Conditions or any other memo type comments. The comments will print at the bottom of the form. Enter the MEMOA program. Enter the MEMOA ID as described above and enter the details in the memo fields. Release NGS-6.40 fm - 86

87 SENDING FORMS AND REPORTS SENDING A/R STATEMENTS FROM THE PRINT HOLD SCHEDULER The Printer Hold Scheduler contains the files which have been chosen through the (H) old option to be directed to the spooler. The purpose of PHS is to temporarily store report files for output. Then at a later time these reports can be marked and either printed, faxed or ed. The PHS also provides detailed specifications about the output file such as the report title, when it was generated, how many pages there are and the user who generated it. Procedure From the menu, Enter "PHS": Select the report/s you want by clicking on the report, then press "Print" button to print or "Fax" button to fax and " " button to . Type Fax / Subject Send Time: To: Recipient Company Select "E"mail, "F"ax or "N"one. Enter address or fax number. This field gives a description of the subject. Acf Option fx022 allows you to control for a prompt for the start and end time to transmit faxes. Enter the recipient name. Enter the company name. Release NGS-6.40 fm - 87

88 SENDING FORMS IN A BATCH MODE can also be ed and faxed by using the forms programs themselves. SENDING FORMS THROUGH SOP To send s or fax by batch mode you must enter the SOP, QOP, POP or INVP programs first. Then you enter the selection options you require. Then you type " " or "Fax" depending on what you want to send. Type "Hold" if you want to send it to the hold file for later use. You then have the send mode. (A)uto will send all orders or (M)anual will let the user choose which orders to send. The sop, qop, pop and invp programs retrieve and fax addresses from the CEFM program. They can be overridden by pressing (O). If there is no fax number in CEFM, the sop, qop, pop and invp will look in the CCM program to get a fax number. When faxing forms use acf option fx017a to control massaging of the fax number (i.e. if you need to insert a "1" before dialing the fax number this can be done automatically depending on the acf setting you select) Procedure From the menu, Enter "SOP": Enter the selection options. Type , Fax, Printer or Hold. Release NGS-6.40 fm - 88

89 Type Fax / Subject Send Time: To: Recipient Company Select "E"mail, "F"ax. Enter address or fax number. This field gives a description of the subject. Acf Option fx022 allows you to control for a prompt for the start and end time to transmit faxes. Enter the recipient name. Enter the company name. Release NGS-6.40 fm - 89

90 SENDING FORMS THROUGH QOP To send s or fax by batch mode you must enter the SOP, QOP, POP or INVP programs first. Then you enter the selection options you require. Then you type " " or "Fax" depending on what you want to send. Type "Hold" if you want to send it to the hold file for later use. You then have the send mode. (A)uto will send all orders or (M)anual will let the user choose which orders to send. The sop, qop, pop and invp programs retrieve and fax addresses from the CEFM program. They can be overridden by pressing (O). If there is no fax number in CEFM, the sop, qop, pop and invp will look in the CCM program to get a fax number.. When faxing forms use acf option fx017a to control massaging of the fax number (i.e. if you need to insert a "1" before dialing the fax number this can be done automatically depending on the acf setting you select) Procedure From the menu, Enter "QOP": Enter the selection options. Type , Fax, Print or Hold. Release NGS-6.40 fm - 90

91 Type Fax / Subject Send Time: To: Recipient Company Select "E"mail, "F"ax. Enter address or fax number. This field gives a description of the subject. Acf Option fx022 allows you to control for a prompt for the start and end time to transmit faxes. Enter the recipient name. Enter the company name. Release NGS-6.40 fm - 91

92 SENDING FORMS THROUGH POP To send s or fax by batch mode you must enter the SOP, QOP, POP or INVP programs first. Then you enter the selection options you require. Then you type " " or "Fax" depending on what you want to send. Type "Hold" if you want to send it to the hold file for later use. You then have the send mode. (A)uto will send all orders or (M)anual will let the user choose which orders to send. The sop, qop, pop and invp programs retrieve and fax addresses from the CEFM program. They can be overridden by pressing (O). If there is no fax number in CEFM, the sop, qop, pop and invp will look in the CCM program to get a fax number. When faxing forms use acf option fx017a to control massaging of the fax number (i.e. if you need to insert a "1" before dialing the fax number this can be done automatically depending on the acf setting you select) Procedure From the menu, Enter "POP": Enter the selection options. Type , Fax or Hold. Release NGS-6.40 fm - 92

93 From the menu, Enter "POP": Enter the selection options. Type , Fax or Hold. Type Fax / Subject Send Time: To: Recipient Company Select "E"mail, "F"ax. Enter address or fax number. This field gives a description of the subject. Acf Option fx022 allows you to control for a prompt for the start and end time to transmit faxes. Enter the recipient name. Enter the company name. Release NGS-6.40 fm - 93

94 SENDING FORMS THROUGH INVP To send s or fax by batch mode you must enter the SOP, QOP, POP or INVP programs first. Then you enter the selection options you require. Then you type " " or "Fax" depending on what you want to send. Type "Hold" if you want to send it to the hold file for later use. You then have the send mode. (A)uto will send all orders or (M)anual will let the user choose which orders to send. The sop, qop, pop and invp programs retrieve and fax addresses from the CEFM program. They can be overridden by pressing (O). If there is no fax number in CEFM, the sop, qop, pop and invp will look in the CCM program to get a fax number. When faxing forms use acf option fx017a to control massaging of the fax number (i.e. if you need to insert a "1" before dialing the fax number this can be done automatically depending on the acf setting you select) Procedure From the menu, Enter "INVP": Enter the selection options. Type , Fax or Hold. Release NGS-6.40 fm - 94

95 From the menu, Enter "INVP": Enter the selection options. Type , Fax or Hold. Type Fax / Subject Send Time: To: Recipient Company Select "E"mail, "F"ax. Enter address or fax number. This field gives a description of the subject. Acf Option fx022 allows you to control for a prompt for the start and end time to transmit faxes. Enter the recipient name. Enter the company name. Release NGS-6.40 fm - 95

96 EXAMPLE- SAMPLE OF ING FORMS. Sample of ing the SOP form The user runs the SOP program and enters their selection criteria. Press the OK button and the following screen will display Enter the desired destination for any records selected that do not have a CEFM record set up. The following summary screen will display showing how many records will be ed, faxed or printed. Release NGS-6.40 fm - 96

97 If the auto mode is selected the records will be sent automatically to their designated destination without any user intervention. If the manual mode is selected the user will be able to choose how the records are sent. SEND OVERRIDE EXIT This will send the record as it is displayed on the screen. This will allow the user to override information displayed on the screen. This will exit out of this record and not send it. TO: This field will be populated with the value set up in the corresponding CEFM record for this account. The user may click on the lookup button to display all contacts that are set up for this account in the PRM module as well as any CEFM records that are Release NGS-6.40 fm - 97

98 INTERNAL: CC and BCC FROM: SAVE COPY SUBJECT set up for this account. This will display all contacts found in the PRM contact file first followed by any CEFM records that are set up for this account. The source field will display in which table the entry is located either PRM or CEFM. The user may enter the address manually if they desire. This feature allows the user to send the form to a recipient internally. An internal customer needs to be set up in the Customer Master file (CM) and that customer ID must be defined in acf option sys031. All internal user s addresses need to be entered in the PRM contacts section. If the PRM module is not installed the user may enter CEFM records for this internal customer. These records would be displayed when the user clicks on the internal button. The user may select from the lookup button or internal button to populate the value in these fields or they may enter the address manually. An Address can be entered for the Division, through the DVM program, the Department through the DM program, the Branch through the BRM program and each individual User through the UIM program. These addresses can be used as a default for the "from" or "sending" address on the various forms in the system. There are a series of acf options associated with each form that allow you to determine which one of these addresses you desire to use when ing the form. For example, if you wish to have each user a copy of the quote using his or her address, make sure their UIM record has their address entered, then set acf option qop005 to "1". If you wish to have invoices ed out with a general address kept in the division record, then make sure the address is entered in the division record and set acf option invp005 to a "2". When ing forms, the user can save a copy of the that they are sending. The Save Copy question appears in each window and allows the user to select whether or not they wish to save a copy of the they are sending. The save copy field in the user s UIM record controls whether or not to have that selection turned on all the time or turned off all the time when the window displays. Note: If an address exists in a UIM record and the save copy box is checked, the system will send the copy to that address. If no address exists in the UIM record and the save copy box is checked, the system will send a copy to whatever address is in the "FROM" line. When ing forms from Order, Quote, Ship or Bill program this will use the Fax Subject Line defined in the "FAXA" program (More/Subject_Default) followed by the order, quote, or invoice #. When defaulting the subject for each Type, the program will use the fax subject for the corresponding form. OR1/OR2 will use the FAXA record for SOP, IN1/IN2 will use the FAXA record for INVP, etc. Note that, if from QUOTE, it will use the subject from the FAXA record for QOP. User can override this. This will be the subject in the generated ordsend records. When converted to order, the subject will ALWAYS be altered based on FAXA record for SOP regardless of whether the subject was originally overridden when the quote was created. Note that when an order is entered, the SN1/SN2 and IN1/IN2 Invoice records are created with a subject even though the invoice number is not yet known. Example: "SHIPMENT CONFIRMATION FOR ORDER # XXXXXXXXXX" for SN1/SN2 and "INVOICE FOR ORDER # XXXXXXXXXX" for IN1/IN2 records. If the user overrides this subject, then that will become the subject used on invoices. If the user does not override the subject, during the SHIP and BILL process, the system will check to see if the beginning of the subject matches the 'standard subject' defined above, and if they match, the system will reset the IN1/IN2 subjects based Release NGS-6.40 fm - 98

99 on the INVP fax subject and the invoice number assigned. MESSAGE The user may set up Standard Comments to be displayed in either the body of the or the cover sheet of the fax by utilizing special codes in the SCOM program. Example the user can enter a SCOM code of SOPEM and the comments will be displayed on the body of the for the SOP program. A code of SOPFX will display these comments on the cover sheet of the fax. Please see the help in the SCOM program for a full list of codes that may be utilized. The user may also manually enter in any comments they wish to be sent with the form Release NGS-6.40 fm - 99

100 SECTION II- SENDING BLASTS EBLAST- BLAST PROGRAM Introduction EBLAST - Sending out blasts. This function provides a mechanism for you to send out Blasts to your existing Partner Base (customers, prospects and vendors) which will allow you to build better customer relationships, while increasing your business and visibility to your partners. Within the EBLAST function, we have provided the flexibility for you to choose your recipients from several different sources: The first option provides a method to send blasts to customers who have recently purchased from you. This is accomplished by selecting records from the "Invoice files" for a certain period of time. As an example, you could send out a thank you to everyone who has received a shipment from you in the last day, week or month. This function can also be automated by setting up a cron job and the invoices on an ongoing basis. The second option provides a method to send s to any recipient who is maintained in your Customer /Fax (CEFM). The CEFM program maintains the addresses for those recipients you have set up to automatically receive copies of Quotes, Orders, Invoices, etc. You could use this new function to send new product information, promotional information, holiday greetings, etc. to customers, prospect and vendors. The third option provides a method to send s to any recipient that is in an Excel spreadsheet that you would provide. If you want to send s to any recipient (vendors, customers or prospects) that reside in the Partner Relationship Management Module (PRM), you would first need to export the address from PRM. This is done using the program PRMADMIN. When you call up PRMADMIN you will use the option named export address for Customers/Prospects. Once exported you can manipulate as needed, then utilize that file as the source for the EBLAST. This provides you with complete control over the EBLAST recipients. The input document can also be an excel spreadsheet that was created by exporting contacts from MS Outlook or for that matter, it can be any excel document that contains addresses. When exporting MS Outlook contacts. You can specify the Customer / Prospect ID ahead of time by maintain the ID in the Account field within the Outlook contacts. To access this field from Outlook. Open the Outlook contact. Click the button labeled all fields. Then click select from and choose miscellaneous fields. For the field named Account. Enter in the ID under the column named value. This ID needs to be all uppercase letters. In WINGS enter the program name EBLAST. Select which Division, Branch or Department to use for record selection. Next enter the "Sender's" address, next enter where the records are going to be selected from (Invoice files, CEFM records or an Excel Spreadsheet). For option #1 Invoice files, select which codes you want to receive the (i.e. IN1 or IN2 or both) and the dates. For option #2 CEFM records, select the type (Customer or Vendor or Both), the Code (IN1, OR1, etc.) and whether or not the Custom/Vendor is active or inactive. For option #3 the Excel Spreadsheet. Click on the folder icon located to the right and navigate to your spreadsheet. Select it and click open. Enter the subject, the message (messages can be typed or imported from SCOM) and finally select when to send it (Now or through a Cron Job). Release NGS-6.40 fm - 100

101 Procedure From the menu, enter "EBLAST": Selection Options Sender's Option When the screen appears, the user will first tell the program which Division, Branch, or Department to use when selecting records (ALL is an option). The program will need to know what address should appear in the "From" field when sending this . When the program was called up, it would have already read acf option invp005 and selected the default "From" address. That radio button will be active. The user may override this by clicking on one of the other radio buttons. If the Manually Enter Sender's address is selected, the user must reenter the address as a verification to see that it was entered correctly. If the Excel File Source is being selected, the sender's address must be entered manually. Source for the recipients The next step will be to select the Source for the recipients. In other words, will you be sending the s based on who was invoiced in the past xxx days, or is the more of a general announcement that will be sent to addresses maintained in the Customer /Fax Maintenance program (CEFM). For Invoice files, select which codes you want to receive the (i.e. IN1 or IN2 or both) and the dates. For CEFM records, select the type (Customer or Vendor or Both), the Code (IN1, OR1, etc.) and whether or not the Custom/Vendor is active or inactive. (A prompt for dates will appear after the Send Now or Crob Job box is selected.) Release NGS-6.40 fm - 101

102 For Excel records chose the directory path and filename that the addresses reside by clicking on the folder icon. Message Subject Message Send Now or Cron Job Enter the Subject of the Message being sent. Enter or Import the message. The message can be manually typed in or it can be imported from an existing SCOM record. If an SCOM record is imported, it can be tailored by editing it after the import, but if the original message is changed, this will NOT be saved back to the original SCOM record. Enter a N to send the blast instantly or enter a C to create a cron job. If a cron job is selected, the subject and message are saved in a temporary directory located on your server. This is so you can edit the message at a later date without having to change or delete the cron job. When creating a Cron Job for sending an about invoices, the user can determine on how you want to collect the invoice dates, daily, weekly or monthly. You can determine what day to send the for those invoice dates selected and at what time. There is a Review Cron Dates button available to show the user the what dates the invoices would be collected and what date the will be sent. Release NGS-6.40 fm - 102

103 SECTION III- MANAGING THE FAX PROCESS OVERVIEW OF THE FAX MODULE The Fax Module allows your personnel, throughout their normal working day, to fax forms such as quotes (QOP), invoices (INVP), sales orders (SOP), purchase orders (POP) and statements (ARS) (individual forms or a batch of forms) to recipients. MISCRON jobs can be set up for the forms to run during the day or during "off peak" periods (i.e. overnight). Any print jobs that are sent to the Print Hold Scheduler (PHS) may also be faxed from there if the user has the proper authorization. The forms programs retrieve and fax addresses from the custsend table maintained by the CEFM (Customer /Fax Information) program. They can also be overridden at the time the user is faxing. If there is no fax number in CEFM, the forms programs will look in the vendor table or custcred table, maintained by the CCM (Customer Credit Maintenance) program to get a fax number. Every time the system is booted, a FAX SERVER is automatically started in the background. The first user to log into the system after a reboot initiates a background program called FAXQ. This is the program that interfaces the Next Generation System to the actual system software that does the faxing. These background jobs must be running in order for these fax requests to be processed. Every time a fax request is issued by a user, a record is created in the FAX QUEUE (faxq table). This fax queue can be updated, removed, queried, or viewed by the program FXQM. The program FAXQ that is running in the background reads this FAX QUEUE and processes the request by actually sending, or attempting to send the fax. Once an attempt is made, the status (successful or unsuccessful), and the date and time of each attempt is recorded in another table called the FAX AUDIT (fxam) table. Once successful, the record is removed from the FAX QUEUE table and only exists in the FAX AUDIT table and can be viewed by the programs FAXS or FXAM. The FAXA program is used by the systems administrator for the setup, maintenance and administration of the Fax module. FAXA- FAX ADMINISTRATION The Fax Administration program (FAXA) offers the user several menu options. The Check Fax option lists the status of all FAX requests on all the FAX servers. The Fax Cancel option allows the user to cancel a FAX request that has been queued for faxing. The user can also use the Config option to define what the FAX output format will be and the Filters option which allows the user to maintain FAX output filters. These FILTERS are used to convert a file from one format to another. All Faxes pass through the configuration and filter files in order to be processed properly. The Subject Default option allows the user to maintain the subject line information that automatically prints on invoices, purchase orders, statements, etc. For example you could set up the literal INVOICE # and have that along with the invoice number appear in the subject line of the faxes you send out when you issue a fax request from the INVP program. This program is also used to start and stop the FAX QUEUE program. FXQM- FAX QUEUE MAINTENANCE The Fax Queue Maintenance program (FXQM) is used to control the transmitting of faxes. Every time a fax request is issued by a user or a cron job, a record is created in the FXQM table. When the background FAX SERVER reads this FAX QUEUE it will attempt to try and send any pending requests. Each time an attempt is made to send a fax, a record is kept of any retries and status of the transmission in the FAX AUDIT table. Once the fax is successfully completed, the FAX QUEUE record will be removed. ACF options fx011 and fx011a control the purging of cancelled or unsuccessful faxes. FAXS- FAX STATUS The Fax Status program (FAXS) is a display program that gives the user the current statuses of faxes. An acf option, acf-fx021, controls whether the program will display the status of all faxes sent by everyone, or just the faxes sent by the person who is logged in using this program. If it is set for all faxes, a selection criteria screen will appear allowing the user to select by various fields in the table. Once the user selects Release NGS-6.40 fm - 103

104 the records they want, a list of all faxes meeting those requirements will appear showing summary information and the status of those faxes. To get more detailed information, the user can then highlight the fax they want to see, and double click or highlight the record and click on the FXAM button to drill down to the Audit Maintenance screen. This screen will show all the relevant details pertaining to that fax. The REFRESH button will refresh the display with the latest information. FXAM- FAX AUDIT FILE MAINTENANCE The Fax Audit File Maintenance program (FXAM) allows the user to query and view the details of a fax request from the FAX AUDIT table. It is used as the audit file for all faxes and may be called up separately or may be called up through the FAXS summary display program. The display includes information such as the control number, fax request number, recipient, date and time it was sent, who sent it, the status, the program that sent it and other pertinent information. Faxes may be purged from this program by use of the REMOVE option. A single record can be removed or a mass remove may be done. ACF option fx010 controls the number of days to keep fax history. Release NGS-6.40 fm - 104

105 SETUP- FAX FORMS The following acf options should be reviewed prior to faxing documents: acf option Option Description Option Value fx003 fx004 This option contains the default best FROM TIME to send a fax. Used in FAXA program. This option contains the default best TO TIME to send a fax. Used in FAXA program. Formats: HH:MM:AM (For AM Hours) HH:MM:PM (For PM Hours) Formats: HH:MM:AM (For AM Hours) HH:MM:PM (For PM Hours) fx005 Default number of retries before quitting. Enter the number of retries desired. Fx006 fx007 Fx008 fx009 fx017 fx017a fx018 Default fax priority. The priority is set from high to low as 0 to 9, respectively. Default directory used to indicate where outbound FAX source files are kept. Default environment code used by the FAX module to determine output format. This option determines which FAX modem is the default to be used when sending a FAX. A system upgrade will automatically update the value in this acf option based on the following rules: If there was a successful fax transmission, during the last 90 days, starting with a '1', and if the value in acf fx017 does not end in '1', then concatenate a '1' to the end of that value. This acf option will control whether the fax phone number will be massaged by the system based on the library fax function mis_get_phone_number. This option works in conjunction with acf options fx017, fx018, fx019, fx020. This option will hold the local area code of the business. This information is used in conjunction with acf options fx017a, fx019, fx020. Enter a value between 0 and 9 Enter the default directory Enter the default environment code Enter the default fax server id Enter a prefix that may be required by your company to make outgoing calls 0 Don't massage the phone number based on acf's fx017, fx018, fx019, fx Massage the phone number based on acf's fx017, fx018, fx019, fx020 Enter the local area code of the business fx019 This option will determine whether or not to include the local area code when transmitting a fax document. 1 - Don't include the local area code 2 - Include the local area code 3 - Include "1" plus the local area Code Release NGS-6.40 fm - 105

106 fx020 fx023 fx023a This information is used in conjunction with acf options fx017a, fx018, fx020. This option will hold the country code of the business. This information is used in conjunction with acf options fx017a, fx018, fx019. This option defines the method to send mail regarding the status of the fax to either the user who initiated the fax or the system administrator. This option will determine whether mail generated to a user (based on acf option fx023) will be sent for all fax transmissions or for only failed fax transmissions. Enter the country code of the business 0 - Send Unix mail to the user who initiated the fax. This can be accessed through the RMAIL program. 1 - Use Sendmail to send an to the user who initiated the fax. If the user does not have an address defined, the system will send the to the address for the user defined as the system administrator in ACF option sys022. If the system administrator or their address is not defined, the system will send Unix mail to the user who initiated the fax. NOTE THAT IF YOU DO NOT HAVE COMMUNICATIONS IMPLEMENTED ON YOUR UNIX SYSTEM & NEXT-GENERATION SYSTEM, YOU CANNOT UTILIZE THE SENDMAIL CAPABILITY AND MUST SET THIS OPTION TO ZERO. This option is used in conjunction with acf option fx023a. 0 - Always send message for failed and successful transactions 1 - Only send message for failed transactions. This option is used in conjunction with acf option fx023. Release NGS-6.40 fm - 106

107 FAXA- FAX ADMINISTRATION Introduction The Fax Administration program (FAXA) offers the user several menu options. The Check Fax option lists the status of all FAX requests on all the FAX servers. The Fax Cancel option allows the user to cancel a FAX request that has been queued for faxing. The user can also use the Config option to define what the FAX output format will be and the Filters option which allows the user to maintain FAX output filters. These FILTERS are used to convert a file from one format to another. All Faxes pass through the configuration and filter files in order to be processed properly. The Subject Default option allows the user to maintain the subject line information that automatically prints on invoices, purchase orders, statements, etc. For example you could set up the literal INVOICE # and have that along with the invoice number appear in the subject line of the faxes you send out when you issue a fax request from the INVP program. This program is also used to start and stop the FAX QUEUE program. Procedure From the menu, enter "FAXA": The following menu options are available: CHECK FAX The CHECK FAX option is used to list the status of all FAX requests on all the FAX servers. This routine also advises the administrator that the FAX scheduler is running. It displays all the FAX servers and their status, along with any requests that are currently queued for faxing. To cancel a request currently being faxed, run the CHECK FAX option to ascertain the FAX request number. The CHECK FAX routine will provide information about existing FAX requests. FAX_CANCEL After determining the FAX request number, select FAX_CANCEL from the menu and enter the job number to cancel. The FAX_CANCEL option allows the user to cancel a FAX request that has been queued for faxing. If the job is already started, the FAX machine will continue faxing Release NGS-6.40 fm - 107

108 until the FAX buffer has been completed (usually 1 page). Run the CHECK option to ascertain the FAX request number to be canceled. PRINT_FAX CONFIG The PRINT_FAX option is used to print to a FAX that was previously received onto a laser printer. The CONFIG option is used to create an ASCII environment file. The FAX software requires a number of environment variables to be set up. The environment files determine what the FAX output format should be. There is a FAXCFIG record for every environment file created. These files are located in $FXCONFIG directory where $FXCONFIG = $UTILS/faxdir/cfig. FILTERS A typical environment file defines: FAXGW_CFG=/usr4040/mis/utils/faxdir/cfig/hpxtra.cfg FAXGW_COVER=yes FAXGW_WRITE=yes FAXGW_MAIL=no FAXGW_TRAY1= FAXGW_TRAY2= The following UNIX commands would be necessary to convert the ASCII data: export FAXGW_CFG FAXGW_COVER FAXGW_MAIL export FAXGW_TRAY1 FAXGW_TRAY2 FAXGW_WRITE The FAXGW_COVER can be switched on or off. The FAXGW_WRITE and FAXGW_MAIL are set by the program and must be set in this manner. The FAXGW_TRAY1 can point to the full path name of a file which references a FAX size specification and the full path name of a preprinted form image file. The FAXGW_CFG environment variable points to a configuration file hpxtra.cfg. The following is an example of a typical configuration file: # Fonts: Courier-10 & 12, Line Printer, Times Roman-8 & 12, # Helvetica-14 /usr2/trufax/lj/fonts/ar012aaa.r8p # Convert lf to cr/lf /usr2/trufax/lj/lfconv.cmd # Default 1/4 inch margins /usr2/trufax/lj/margins.cmd # Page length 66 lines /usr2/trufax/lj/tlen66.cmd # Select FAX paper tray /usr2/trufax/lj/seltray1.cmd The above configuration file will enable the fax software to select: - Font and orientation (portrait/landscape) - A number of command files with a '.cmd' extension. The command files contain Printer Control Language (PCL) commands which direct the LaserJet Emulator 'ljprint' to set the output defaults, which include commands to: - convert 'line feed' to 'carriage return/line feed' - set margins - set number of lines per page - set number of lines per inch The FILTERS option allows the user to maintain FAX output filters. These FILTERS are used to convert a file from one format to another. Release NGS-6.40 fm - 108

109 EXAMPLE: There is a FILTER called 'ascii.sh' which is used to copy an ASCII document from its current location on disk to the fax output directory. SUBJECT_ DEFAULTS The SUBJECT_DEFAULT option allows the user to maintain FAX and Subject Lines used by all the programs that output forms. The FAX and Subject Line is compiled from up to 5 constant values and up to 5 Database Field Names. The maximum subject length is 49 characters. The subject line information is most commonly used to automatically print subject information on invoices, purchase orders, statements, etc. Each Constant Value and Field Name pair can be used in the following manner to build a Subject Line: For Example, if the Subject Constant 1 field contains "Reference #" and the Subject Field 1 contains "invnum_invoiceb" then the result of the FAX and subject line to the end user would be: Reference # Release NGS-6.40 fm - 109

110 To cancel a job select FAX_CANCEL: Enter the fax job to be canceled. The system will advise whether or not the fax job was successfully terminated. To ascertain the fax job number, select the CHECK option to list all the jobs in progress. EXAMPLE: 102(0) Mon 16:29 mis;3[ m ] 0 any/ ;asap In the above example, the user, mis, has sent a 3 page FAX (request 102) at the highest priority (0). Mis will be notified via mail when the FAX has been sent. This FAX will be handled by server 0, and class is 'any'. The FAX Number is and it must be sent as soon as possible (ASAP). The system will advise the user whether or not the FAX request number was successfully terminated. Release NGS-6.40 fm - 110

111 To print a previously received fax to a laser printer select PRINT_FAX: This function is used to print a previously received fax. Enter the Directory Path (or use the drop down window) where the File is located then enter the Input File Name (or use the drop down window) to select the filename. SELECT YOUR OUTPUT OPTIONS: Choose an option: To output the selected file to a printer To output the selected file to a UNIX file If you chose the printer, enter the printer name, if you chose output to a file, enter the output directory and the output file name. SELECT THE FORMAT OPTIONS: Choose an option: PCL FORMAT PS PostScript Format if the file selected was received as a fax OR if the file is in PCL Format if the file is in PostScript Format MTX IBM Proprinter Graphic Format TIFF Tagged Image Graphic Format if the selected file is in IBM 'MTX' Proprinter Format if the selected file is in Tagged Image Graphic Format Enter PROCEED to proceed or EXIT to exit the program, without creating the output. Release NGS-6.40 fm - 111

112 To create an ASCII environment file select CONFIG: This Function is used to create an ASCII environment. The following fields may be entered: ENVIRONMENT CODE ENVIRONMENT FILE ORIENTATION FILE Enter FAX Environment Code. EXAMPLE: PORTRAIT or LANDSCAPE Enter the full path name of the Program Environment File. EXAMPLE: $FXCONFIG/portrait.env where $FXCONFIG is the directory containing the file portrait.env. Enter FAX Orientation file name. EXAMPLE: $FXCONFIG/hpxtra.cfg (portrait) where $FXCONFIG is the directory containing the file hpxtra.cfg. The Orientation File contains: - the font to be used... (portrait or landscape) - the number of lines to be printed per page - the number of lines to be printed per inch - top margin... etc. The following is an example of an Orientation file. # Fonts: Courier-10 & 12, Line Printer, Times Roman-8 & 12, Helvetica-14 /usr4040/mis/utils/faxdir/fonts/ar012aaa.r8p /usr4040/mis/utils/faxdir/fonts/as012aaa.r8p /usr4040/mis/utils/faxdir/fonts/at012aaa.r8p /usr4040/mis/utils/faxdir/fonts/ar010aaa.r8p /usr4040/mis/utils/faxdir/fonts/as010aaa.r8p /usr4040/mis/utils/faxdir/fonts/at010aaa.r8p /usr4040/mis/utils/faxdir/fonts/ansp8aaa.r8p /usr4040/mis/utils/faxdir/fonts/ae012aaa.r8p /usr4040/mis/utils/faxdir/fonts/af012aaa.r8p /usr4040/mis/utils/faxdir/fonts/ag012aaa.r8p Release NGS-6.40 fm - 112

113 /usr4040/mis/utils/faxdir/fonts/ae008aaa.r8p /usr4040/mis/utils/faxdir/fonts/ac014aaa.r8p # Convert lf to cr/lf /usr4040/mis/utils/faxdir/cmd/lfconv.cmd # Default 1/4in. margins /usr4040/mis/utils/faxdir/cmd/margins.cmd # Page length 60 lines /usr4040/mis/utils/faxdir/cmd/tlen60.cmd # Select FAX paper tray /usr4040/mis/utils/faxdir/cmd/seltray1.cmd COVER SHEET SELECTION DEFAULT FAX SERVER ID # TRAY 1 TRAY 2 Enter Y if a FAX cover sheet is required. Enter N if a FAX cover sheet is not required. Enter 1 to default contact information from FXPB to the 'SOLDTO ID'. If sufficient details are not available, the information is taken from the 'SHIPTO ID' (if appropriate), otherwise, the 'ARTO ID' is defaulted. If none of the above hold the required information then the customer/vendor table is defaulted. Enter 2 to default contact information from FXPB to the 'SHIPTO ID', then 'SOLDTO ID' then 'ARTO ID' if appropriate. Enter 3 to default contact information from FXPB to the 'ARTO ID' then 'SOLDTO ID' then 'SHIPTO ID' if appropriate. Enter the Default Server Class. Enter Tray 1 full path and name. The full path name can be either an absolute path: EXAMPLE: /usr4040/mis/utils/faxdir/forms/invp.form OR the full name including an environment variable: EXAMPLE: $FORMCFG/invp.form where $FORMCFG = /usr4040/mis/utils/faxdir/forms/invp.form Enter Tray 2 full path and name. The full path name can be either an absolute path: EXAMPLE: /usr4040/mis/utils/faxdir/forms/invp.form OR the full name including an environment variable: EXAMPLE: $FORMCFG/invp.form where $FORMCFG =/usr4040/mis/utils/faxdir/forms/invp.form. Release NGS-6.40 fm - 113

114 To maintain filters that convert a file from one format to another select FILTERS: The following fields may be entered: FILE TYPE Enter the file type to be faxed. Enter the 'fax filter type'. EXAMPLE: ascii.sh DESCRIPTION 1 Enter the 'fax filter type' description 1. DESCRIPTION 2 Enter the 'fax filter type' description 2. CONVERSION FILTER Enter the full path name of the 'fax filter'. EXAMPLE: $FXFILTERS/ascii.sh Release NGS-6.40 fm - 114

115 Select VIEW to choose the sort options: Select SUBJECT_ DEFAULT to maintain the FAX subject line: The subject line option is designed to automatically fill in constant data and database data when printing forms such as invoices, statements, purchase orders, etc. The following fields may be entered: PROGRAM NAME SUBJECT CONSTANT 1-5 Enter the program name Enter the Constant Value to print in the Subject Line. EXAMPLE: Reference # SUBJECT FIELD 1-5 Enter the field name to be included in the subject line. EXAMPLE: invnum_invoiceb Release NGS-6.40 fm - 115

116 Refer to the online help for the field names for possible files. # OF LINES TO INSERT AT TOP OF FORM Enter the number of lines to insert at the top of the form so the print will line up correctly when using a tray. When forms are written to the FAX directory, the program will print the first line at the top of the form. Due to pre-printed info, it may be necessary to start at a line farther down the page. This field allows the user to indicate how many lines to skip before printing the first line on the form. Select VIEW to choose the sort options: Release NGS-6.40 fm - 116

117 FXAM- FAX AUDIT FILE MAINTENANCE Introduction The Fax Audit File Maintenance program (FXAM) allows the user to query and view the details of a fax request from the FAX AUDIT table. It is used as the audit file for all faxes and may be called up separately or may be called up through the FAXS summary display program. The display includes information such as the control number, fax request number, recipient, date and time it was sent, who sent it, the status, the program that sent it and other pertinent information. Faxes may be purged from this program by use of the REMOVE option. A single record can be removed or a mass remove may be done. ACF option fx010 controls the number of days to keep fax history. Procedure From the menu, enter "FXAM": Release NGS-6.40 fm - 117

118 Select REMOVE to delete an existing record(s). Enter 1 to review and remove one record at a time, or 2 to remove all selected records based upon the date the FAX was sent, the FAX status, or the ACF option 'fx016', which defines the number of days to keep FAX AUDIT records. When the REMOVE option is chosen, the user is required to define which record(s) are to be selected. Enter the appropriate data by which to search the file and then press the ESC key to allow the program to search the file for any record(s) meeting the entered search criteria. Select VIEW display information on particular records: Release NGS-6.40 fm - 118

119 FXQM- FAX QUEUE MAINTENANCE Introduction The Fax Queue Maintenance program (FXQM) is used to control the transmitting of faxes. Every time a fax request is issued by a user or a cron job, a record is created in the FXQM table. When the background FAX SERVER reads this FAX QUEUE it will attempt to try and send any pending requests. Each time an attempt is made to send a fax, a record is kept of any retries and status of the transmission in the FAX AUDIT table. Once the fax is successfully completed, the FAX QUEUE record will be removed. ACF options fx011 and fx011a control the purging of cancelled or unsuccessful faxes. Procedure From the menu, enter "FXQM": The following fields may be entered: CONTROL # RECIPIENT CO. FAX CONTACT USER/LOGIN NAME CUST/VEND ID FAX NUMBER Enter the fax control number. Enter the company name. Enter the contact name. Enter the user/login name. Enter the Customer/Vendor ID. Enter the fax number to be used. Valid characters include " " and "-". The fax number can be: A local number excluding the area code EXAMPLE: (with or without the '-') A local number including the area code EXAMPLE: (with or without the '-') Release NGS-6.40 fm - 119

120 A long distance number excluding the prefix '1' EXAMPLE: (with or without the '-') A long distance number including the prefix '1' EXAMPLE: (with or without the '-') REFERENCE FROM TIME AM OR PM TO TIME AM OR PM SEND MAIL FAX SUBJECT FILE SEND 1, 2, 3 FAX STATUS STATUS MESSAGE CONTACT TYPE FAX ON HOLD DEPT. FAX RETRIES Enter the fax reference number. Enter the begin time. Enter this time as 'hh:mm' where: hh = Hour of the day mm = Minutes of the day Enter AM or PM. Enter the stop time. Enter this time as 'hh:mm' where: hh = Hour of the day mm = Minutes of the day Enter AM or PM. Enter Y to receive mail on the final status of the fax. Enter N for no mail. Enter the fax subject. Enter the absolute path of the file to be faxed. Enter the fax status. 0 - A record has been created in the FAXQ table 2 - Fax was canceled from fax software 3 - Fax was successfully sent 4 - An unrecoverable problem was encountered and the fax cannot be transmitted as is. 1 - Modem connection failed 2 - M212 Error 5 - Could not write to disk 6 - Communications error 7 - Fax protocol (T30) Warning 10 - Recipient fax machine is busy 99 - Fax error...a record has been created in the FAXQ table, but, there are insufficient details to transmit fax. Automatically entered by the system. Enter contact type. C - for an existing customer V - for an existing vendor M - for a non customer/vendor Enter N to allow selection of this record to be faxed or Y to put FAX on hold. Enter the department code. Enter number of retry attempts to be made. RETRY COUNT Enter retry count. This is originally set to 0 and is increased every time this fax is queued on the FAX QUEUE. Once the retry count equals the user entered Release NGS-6.40 fm - 120

121 number of retries, no more attempts will be made to fax this record. DATE CREATED TIME CREATED SERVER ID PRIORITY Automatically entered by the system. Automatically entered by the system. Enter the FAX server ID. Enter the fax priority. Fax priority increases from 0-9 with 0 being the highest priority. The default priority is 5. Select VIEW to select the sort options: Release NGS-6.40 fm - 121

122 FAXS- FAX STATUS The Fax Status program (FAXS) is a display program that gives the user the current statuses of faxes. An acf option, acf-fx021, controls whether the program will display the status of all faxes sent by everyone, or just the faxes sent by the person who is logged in using this program. If it is set for all faxes, a selection criteria screen will appear allowing the user to select by various fields in the table. Once the user selects the records they want, a list of all faxes meeting those requirements will appear showing summary information and the status of those faxes. To get more detailed information, the user can then highlight the fax they want to see, and double click or highlight the record and click on the FXAM button to drill down to the Audit Maintenance screen. This screen will show all the relevant details pertaining to that fax. The REFRESH button will refresh the display with the latest information. From the main menu enter the "FAXS" program. Acf option fx021 controls whether to display the Selection Criteria screen. Enter the selection criteria and press OK to access the Fax status screen. This will display a list of faxes based on your selection. Highlight the fax you want to see, then from the menu options select the FXAM button to access the Audit Maintenance screen. This screen shows all the details pertaining to that fax. Release NGS-6.40 fm - 122

123 SECTION IV- MANAGING PRINT QUEUE'S PTRON- PRINTER ON UTILITY Introduction The Printer On Utility allows the user the following capabilities: 1. To check the status of printers. 2. To enable a printer for use. 3. To disable a printer. 4. To cancel a job from the spooler. Procedure From the menu enter "PTRON" The menu options offer the following features: CHECK PRINTER ON DISABLE LP JOB CANCEL LIST AT JOBS KILL AT JOBS To check printer(s) status. To enable a printer for use. Upon selection of this option, user will be prompted to enter the name of the printer device to be enabled. To disable a printer. To cancel a job queued for printing. To see onetime jobs to be activated at some future point. To kill or remove AT JOBS. Release NGS-6.40 fm - 123

124 Printer Names Printer names are defined in the operating system administration utilities programs. The suggested naming conventions are to assign printer 1 the device name 'lp1', printer 2 to be assigned to device 'lp2', etc. For every printer device established, such as lp1, the user is required to have an 'lp1x' printer device also which is set up the same as the primary printer device name. When printing out special forms such as sales order forms, invoice forms, checks or statements, the system requires that 2 device names be set up for every printer. Example: If lp1 was the device name, then lp1x would also be required. Following this procedure helps to prevent another user from sending a print job to the printer when special forms have been inserted to produce orders, invoices, statements, purchase orders, checks, labels, etc. Release NGS-6.40 fm - 124

125 SECTION V- MODIFYING FORMS - FORMFDM FORMFDM- FORMS FIELD DESCRIPTION MAINTENANCE Introduction Field Description Maintenance program is designed to enable a user to modify the literal that will Print for fields found on the summary screen of a program, for example handling, freight, insurance, etc. found on the summary of the bill program. Further, a user may sequence the order they wish these values to print, as well as combine field totals by setting the sequence number the same on multiple fields. Currently, this program will be utilized on the following Munics Standard Package Form programs: INVP, QOP, RAP, SOP, WEBSOP, WEBINVP User should note this feature is available ONLY on our standard package forms. If a user has a customized version of the form and they desire to utilize this function, they will need to contact Munics Customer Support to obtain a quote to modify their custom form. Procedure From the main menu enter the "FORMFDM" program. Release NGS-6.40 fm - 125

126 Before making any changes to the FORMFDM for a given program it is recommended that the user first duplicate the original record to another type to keep a saved copy of the original form. i.e. Duplicate program INVP type T to program INVP type SV (for save) and then make any desired changes to the type T record. Note: Records coded with a Type = T and Std = Y are the only records the standard forms programs will utilize. Select Duplicate to save a copy of the original form. The following is a sample of how an existing invoice record looks in the CS summary screen and how the totals on the invoice program currently print. Release NGS-6.40 fm - 126

127 Example of Invoice summary screen in CS program. Example of standard totals section on invoice. SUB TOTAL FREIGHT HANDLING INSURANCE MISC CHARGES MISC 2 MISC 3 MISC 4 SALES TAX MIN. FEE DISCOUNT TOTAL DEPOSIT BALANCE Release NGS-6.40 fm - 127