DOCUMENTATION CONVENTIONS

Transcription

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2 The documentation in this publication is provided pursuant to a Sales and Licensing Contract for the Prophet 21 System entered into by and between Prophet 21 and the Purchaser to whom this documentation is provided ( License Agreement ). In addition, the licensed software to which this documentation refers may be supported in accordance with a customer support agreement by and between the same parties ( Support Agreement ). All warranties, conditions of use, transfer restrictions, and other provisions in the License Agreement or Support Agreement which are applicable to Licensed Software, are applicable to this publication. In addition, this publication may include inadvertent technical inaccuracies or typographical errors for which Prophet 21 is not responsible. Changes may be periodically made to this publication; these changes will be incorporated in new editions of the publication. Any questions about the material contained in the publication should be addressed to the Prophet 21 Customer Support Department at Nothing in this statement amends or extends the terms of your agreement with Prophet 21 including any warranties that may be included in our products. Warranties for such agreements are set forth in your agreement with Prophet 21. Improvements and/or changes to the Licensed Software described in this publication may be made by Prophet21 at any time without notice. DOCUMENTATION CONVENTIONS The eyeglass symbol ( ) indicates a field on which you can browse. The star ( ) indicates the default for a field. To allow for the widest possible parameters when printing a report or performing a function, accept the defaults for all of the parameter fields. To accept the defaults, either escape through all the fields, or press [Enter] without specifying any values. Generally, samples in the documentation are shown using the default values. Start and End parameters define the limits to a range of information you will print on a report. If information does not appear on a report, it may be because the information was excluded from the Start, End range. For a detailed explanation on how maintenance screens function, refer to the Tour Guide manual. Use the search tool in Adobe Acrobat Reader 4.05c or higher to find which manual describes a specific module, job, or function. 3/6/03 Prophet 21 Acclaim Version 14 The Prophet 21 system and Prophet 21 Acclaim are registered trademarks, and Prophet 21 and ScratchPad are trademarks of Prophet 21. All other trademarks and registered trademarks are the property of their respective companies. ii

3 Table of Contents 1 INTRODUCTION 7 Requirements 7 2 INSTALLING 8 Step 1: Installing the Fax Modem on the RS/ Step 2: Installing the for AIX Software Tape 9 Step 3: Choosing Between FaxFX and in Prophet Step 4: Installing the Prophet 21 Optional Package from Serial Number 13 Step 5: Setting up in Prophet USING THE FAX MODULE 23 Getting Started 24 File Assignments for Fax Forms 24 Batch Faxing 26 Main Menu 29 Configured Fax Modem Scan 30 Configure a Fax Modem 31 Delete a Fax Modem Configuration 32 Edit Branch Fax Information 32 Delete Branch Fax Information 33 Send a Fax 33 Sample: Fax Cover Sheet 36 Fax Machine Information 37 Sender's Address and Phone Information 37 Form Image Filename Scan 38 Fax Batched Documents 38 Set Up Batch Faxing 38 Turn Off Batch Faxing 39 Release a Batch 40 iii

4 Print Fax Log 41 Sample Fax Log 42 Clear Fax Log 43 Modify Fax 43 Specify Fax Number 44 Specify Time to Send 44 Cancel Fax 45 Reset 46 4 FAXING FROM PROPHET Quotes 49 Acknowledgements 49 POs 50 Vendor Returns 50 Faxing Basics 51 5 USING IMAGE FILES 53 Sending Your First Fax Using Scanned Images 53 6 FAX/FORMS INTEGRATION 56 Requirements 56 Enabling the Software 56 Printer Options 59 How It Works 60 Faxing with vs. Faxing Using the Forms Package 63 Sample: Invoice Faxed with the Package 64 Sample: Invoice Faxed with the Adobe Accelio Present (formerly JetForm)/ Integration Software 65 Printing to 66 Requirements 66 Addresses 67 iv

5 Printer Options 68 Sample: Printing to Without Special Formatting 70 Sample: Printing to With Special Formatting 70 7 SYSTEM ADMINISTRATION 72 Keeping the Fax System Up 72 Tracking Faxes 74 Cancelling a Fax 75 Changing a Fax in the Queue 76 Faxing Messages 77 8 GENERIC FORM SAMPLES 79 Order Acknowledgement - Format A 80 Order Acknowledgement - Format B 81 Order Acknowledgement - Format C 82 Order Acknowledgement - Format D 83 Order Acknowledgement - Format G 84 Front Counter Invoice - Format B 85 Front Counter Invoice - Format C 86 Front Counter Invoice - Format D 87 Front Counter Invoice - Format E 88 Front Counter Invoice - Format G 89 Invoice - Format A 90 Invoice - Format B 91 Invoice - Format C 92 Invoice - Format D 93 Invoice - Format E 94 Invoice - Format G 95 Statement - Format A 96 Statement - Format B 97 Statement - Format C 98 Transfer - Format A 99 Transfer - Format B 100 Transfer - Format C 101 Transfer - Format D 102 Purchase Order - Format A 103 Purchase Order - Format B 104 Vendor Return - Format A 105 Vendor Return - Format B 106 Custom Forms 107 v

6 General Information 107 Type of Scans 108 Mailing Information 109 Tips for Form Scans 109 vi

7 1 INTRODUCTION Gold Series is a comprehensive fax solution that integrates with, and fax enables the Prophet 21 system. Every Prophet 21 user can send faxes to customers and vendors, and then view the status of these faxes in the system. uses a robust centralized fax engine that runs on a Unix-based server. Some of the key features of that Prophet 21 has integrated into the software are: Overlaying of files Inclusion of signatures and logos on "custom" forms Real time status reporting of faxes with fax manipulation and auditing Unlimited number of modems can be used Automatic transmission of interrupted fax pages. Much more REQUIREMENTS To use the package, you must have the following: 1. Acclaim 10 or XL10 2. The Prophet 21/Fax optional package 3. X.X for AIX software tape 4. A Class 2 fax modem (Prophet 21 currently sells and supports Multitech's fax modem). Contact Inside Sales for further information on purchasing a modem, if needed. Important! Prophet 21 strongly recommends that a dedicated phone line be used with the Fax Modem. This will help ensure the proper operation of the Fax package. 7

8 2 INSTALLING To properly enable the Prophet 21 fax solution, the Fax optional package and the for AIX software must be installed. To install the Fax optional package, you need the shipping paper that was sent by Prophet 21. This shipping paper contains a serial number that is used in Step 4. The Fax optional package requires that files be created and / or expanded. Prophet 21 recommends that you perform this installation at night or on the weekend. Due to file size and system configuration, we cannot offer an estimation of how long the installation will take. The for AIX tape needs to be installed as root user and does not require the system to be stopped. For more information on installing this tape, refer to Step 2: Installing the for AIX Software Tape on page 9. STEP 1: INSTALLING THE FAX MODEM ON THE RS/6000 Note: Because installing the fax modem may require moving the system, you should shut down and power off the RS/6000. For instructions on shutting down and powering off the system, refer to the System Administration manual. The fax modem needs to be installed on a port/tty on the RS/6000 system. The fax modem can be installed in one of two places: on the serial (2) port on the back of the RS/6000, or on a port/tty on the 128 port Digiboard concentrator. It is usually installed on the serial port on the back of the RS/6000 system. See the table below to determine the correct cable and adapter you need depending on where you are going to install the fax modem: Fax modem installed on: Serial port 2 on back of RS/6000 Port on 128 port Digiboard concentrator Cable / Adapter required: U2 cable B2 adapter and telco cable TO INSTALL THE FAX MODEM ON THE SERIAL 2 (2) PORT ON THE RS/6000: Connect the U2 cable to the fax modem and the other end to the 2 port on the back of the RS/6000 system. Screw down the cable at both ends. Connect the power adapter supplied with the modem and connect a phone line to the LINE or JACK outlet on the back of the fax modem. Power on the fax modem. 8

9 2 INSTALLING TO INSTALL THE FAX MODEM ON A PORT/TTY ON THE DIGIBOARD CONCENTRATOR: Find an open port on the concentrator box, and write down the port/tty # on which the fax modem will be installed. Connect one end of the telco cable to the concentrator port, connect the other end to the B2 adapter. Then plug the B2 adapter into the fax modem and screw it down. Connect the supplied power adapter to the fax modem and connect a phone line to the LINE or JACK outlet on the back of the fax modem. Power on the fax modem. Note: It is very important that you identify and write down the port/tty # to which you are connecting the modem. You will be asked for this port/tty# during Step 2: Installing the for AIX Software Tape. You have now completed Step 1: Installing the Fax Modem on the RS/6000. Proceed directly to Step 2: Installing the for AIX Software Tape. STEP 2: INSTALLING THE FOR AIX SOFTWARE TAPE 1. Log into the system as the root user. The pound (#) prompt will display. 2. If you are not already at the root directory, switch to the root directory by typing cd / [Enter] to change directory : 3. Confirm that you are in the root directory by typing pwd [Enter] to display the present working directory: / (The slash / indicates the root directory.) 4. Insert the tape, labeled Version X.X for AIX in the tape drive. Note that the X.X indicates the current level of. 5. Type p21install [Enter] to install the software. 6. You are prompted for the device you are installing the software from: 7. Choosermt0 (zero) or your current tape drive. 9

10 2 INSTALLING 8. The screen indicates that you are installing ; press [Enter] to continue. 9. The system prompts you to enter the port/tty # on which the fax modem was installed, from Step 1: Installing the Fax Modem on the RS/6000. Note: If the fax modem was installed on the serial (S2) port on the back of the RS/6000, the modem port will be tty1. If the fax modem was installed on a port/tty on the concentrator, you will need to know the port # on which it was installed. If you are not sure, stop now and confirm the correct port/tty# from Step The screen displays messages that the package is being installed. When it is finished, a message appears indicating that installation is complete. Remove the tape from the drive and store it for future use. 11. You should now check to make sure is installed properly. During the installation process, specific files were created and/or modified. These changes to the files may not be seen right away. To check the installation of these files, you must log completely out of the system, and log back in as the root user from the Console login: prompt. Once you are logged back into AIX as the root user, check the status of by typing vfxstat and pressing [Enter]: 10

11 2 INSTALLING 12. You should see a display similar to the following: A status of "Idle" should appear under the State column. If the message Idle does not display, the software cannot communicate with the fax modem. Possible causes are: the modem is powered OFF the cable is not connected securely or not connected correctly the adapter is incorrect If you do not see a state of "Idle," go back to Step 1: Installing the Fax Modem on the RS/6000 and re-check all steps. Important! For users upgrading from FaxFX to, proceed to Step 3. If you are not upgrading from FaxFX to, proceed to Step 4. STEP 3: CHOOSING BETWEEN FAXFX AND IN PROPHET 21 Acclaim 10 and XL10 systems both support Prophet 21 s fax solutions, FaxFX and. If you have both software packages, the following AIX scripts were created for you to choose which package is activated. For FaxFX users upgrading to, these scripts will assist you while you are customizing and testing your forms during the migration period. Note: To run these AIX commands, the Prophet 21 product application level or higher must be installed on your system. The AIX fax command has the following syntax: The <option> value holds any of three choices that change the settings between FaxFX and. Package... identifies the fax package currently being used by the system. For more information on this option, refer to the next section. Default... chooses which fax software is the default fax package. For more information on this option, refer to page

12 2 INSTALLING THE PACKAGE OPTION You can display which fax package is being used in the system by entering the Package option. To display this information, at the command prompt type fax -package and press [Enter]: The system displays the fax software package that is currently being used: THE DEFAULT OPTION The Default option allows you to choose which fax software package you use. This is done when your system is running both the FaxFX and packages. To select which fax software should be used, at the command prompt type fax -default and press [Enter]: The following screen appears: Choosing FaxFX displays the following screen: If you wish to reset the default package to after you are done using FaxFX, use either the fax default or the fax -normal command. For more information on the fax -normal command, refer to the next section. REMOVE FAXFX AUTO-START LINE If FaxFx is currently installed and the same modem will be used for the package, the FaxFx auto-start line must be removed from /etc/inittab. This auto-start line forces FaxFx on all the time. This condition will prevent VsiFax from using the fax modem. To remove the FaxFx auto-start line: 12

13 2 INSTALLING 1. Make a backup copy of /etc/inittab: 2. Run the following command to remove the FaxFx auto-start line: SWITCHING FROM FAXFX TO # faxkill disables the FaxFx servers. # vfsched start enables the servers. # fax-default to select as the default fax package for Prophet 21 to use. Note: The package uses image files with the.tif extension. These files are not compatible with FaxFx. You must change the Fax Image Filename in the Forms Layout option of the Company module to a.tif filetype. For more information on how to do this, please refer to the Setting Up Fax Image Files section of this manual. SWITCHING FROM TO FAXFX # vfsched stop disables the servers. # faxstart enables the FaxFx servers. # fax-default to select FaxFx as the default fax package for Prophet 21 to use. Note: The FaxFx package uses image files with the.fax extension. These files are not compatible with. You must change the Fax Image Filename in the Forms Layout option of the Company module to a.fax filetype. For more information on how to do this, please refer to the Setting Up Fax Image Files section of this manual. STEP 4: INSTALLING THE PROPHET 21 OPTIONAL PACKAGE FROM SERIAL NUMBER Caution! Before installing the package, make sure you have a total copy of your system. 1. Stop the system. 2. At the Utility Command, run the VERIFY command and the MISMATCH job to check the integrity of the files. 13

14 2 INSTALLING For more information on these commands, refer to your Prophet 21 System Administration manual. 3. Turn all units offline. For more information on turning your units offline, refer to the System Administration manual. 4. Make a total copy of your system. For more information on creating a total copy, refer to the System Administration manual. 5. After the total copy is made, keep the system stopped and turn all units online. For more information on turning your units online, refer to the System Administration manual. 6. At the Utility Command, press [Esc] to access the Job prompt. 7. At the Job prompt, press [Enter] to log into the system. 8. At the jump to box, type PKG-INSTALL [Enter]. The following screen appears: 9. Enter the serial number that appears on the shipping paper you received from Prophet 21, and press [Enter]. A. If you enter the correct serial number, the following message appears: Proceed to Step 10. B. If you enter an incorrect serial number, the following message appears: If you receive the previous message, retype the serial number on your shipping paper. If you still receive the previous message after you retype the serial number, contact the Prophet 21 Inside Sales Department for assistance. If you receive the message in Step A after you retype the serial number, proceed to Step 10. Note: To suspend the installation of, type [N] [Enter] when the system prompts you to run the INSTALL. When you are ready to resume the installation, type INSTALL [Enter] at the jump to box. 10. To install, type [Y] [Enter]. The Fax Package installation screen appears. 14

15 2 INSTALLING Your answers to the following profile questions help determine the size of the files that are being created. Number of Company Branches Sending Faxes... average number of branches in your company that sends faxes. For example, if three of your branches send and receive faxes, enter 3. % More... percentage over the number value entered for each question. The value entered here increases the file size by the percentage specified. This is an informational field. Tracks... number of tracks used to enable each feature. Fixed File Space... amount of space needed on the disk to install any fixed files created by the package. Minimum # of Tracks needed... number of free tracks used to install the package. To edit any of the profile questions or values in the % More field, enter [1] at the Field prompt. The cursor jumps to 1, No. of company branches sending faxes. Press [Enter] until you ve accessed the field you want to edit, and then edit that field accordingly. 11. At the Field prompt, press [Enter]. 15

16 2 INSTALLING A screen showing the units and the free tracks on each unit appears: 12. At the Enter Destination Unit # prompt, enter the destination unit that is to hold the VSI- FAX package. The destination unit must have a free track number that is larger than the value in the Minimum # of Tracks Needed on Destination Unit field. This value is the minimum number of tracks needed for installing. 13. Press [Enter]. The system starts creating the files and job streams required to install VSI- FAX. 14. At the Utility Command, type GO to activate all terminals. You are now enabled to use on the Prophet 21 system. Continue on to Step 5 to configure and test. STEP 5: SETTING UP IN PROPHET 21 The final step of the installation process is to set up within the Prophet 21 system. Log into the Prophet 21 system as the user ID P21. From the main menu, press [Space Bar] to go to the Job prompt. Run the job FAX. The Fax main menu is displayed: 16

17 2 INSTALLING CONFIGURE A FAX MODEM To set up a fax modem in Prophet 21, select the option, Configure a fax modem. The system scans for a fax modem and displays a screen similar to the following: Select sequence #1 and press [Enter]. The following screen displays: Enter the description of the fax modem or company name in Field 2. Enter the fax number of your fax machine in Field 3. Note: This is the fax number at which you currently receive faxes, not the phone number of the outgoing fax line. If the phone line you use to send faxes through requires a 9 or other dial-out prefix, enter this prefix in Field 4. (If a 9 and a comma are keyed in this field, the comma provides a slight pause after the 9 is dialed. ) If you are not sure if you need a dial-out prefix, contact your phone company. Note: The Phone Dial-Out Prefix field is for a dial-out prefix only. Do not enter telephone account numbers, long distance access codes, or anything else in this field. When the above fields are complete, press [Enter] to return to the main menu. SETTING UP BRANCHES If your company has multiple branches, you can set up the module to allow each branch to have a separate cover sheet with its name, address and phone number. 17

18 2 INSTALLING To set up branches in the module, select the Edit option from the FAX main menu. The system prompts for a branch number. Select Branch 0 (zero) to set up the company-wide default. The Default fax machine ID# field is used to assign a fax modem to the branch that is displaying. Select Field 2 and press [Enter]. The system automatically scans for and displays all available fax modems (these were installed in Step 1: Installing the Fax Modem on the RS/6000. Select the correct fax machine ID# from the list; only one modem should display, unless multiple fax modems were purchased. After selecting a modem, you can enter up to five lines of text that will appear as the header message on all cover sheets faxed through. Repeat the above steps for all branches on your system. SETTING UP FAX IMAGE FILES You can configure to overlay a form image on top of the data you are faxing to make it more presentable to the recipient. The overlay, also known as a fax image file, is an electronic picture of a preprinted form. When is installed, it includes several generic form image files for the Prophet 21 system. See page 79 for samples of the generic form set. Note: If it is necessary to have customized forms in the package, Prophet 21 can scan or take a picture of your pre-printed form and create the appropriate image file. Contact the Prophet 21 Inside Sales Department for more information. To set up the standard form images, run the job COMPANY. The company main menu appears: 18

19 2 INSTALLING Select Forms layout from the Company main menu. The Forms Layout menu appears on the screen, allowing you to select the appropriate form type. Select the form type to be set up for the feature. The Format Selection screen appears. This is used to select the correct form size that the Prophet 21 system will use. Press [Enter] to display the Format Options screen. These parameters control what will appear on the printed forms. Press [Enter] to display the FILE ASSIGNMENTS FOR FAX FORMS screen. The forms that generates can be different for each branch, or can be the same for all branches of the company. Enter a Branch Number in Field 1 to assign a form type to a specific branch, or enter 0 (zero) in Field 1 to set up the company-wide default. Note: You should always use Branch 0 unless each branch will use a different form. The SUB-TYPE field displays any variations of the base report, if applicable. Select the appropriate report subtype if necessary. 19

20 2 INSTALLING The FAX IMAGE FILENAME field is used to select the form image file to be used when this particular form is printed using. With the cursor in this field, perform a dot (.) scan to view the available form image files. The list displays: Select the appropriate image file from the list, and press [Enter]. Note: The fax image files that begin with GEN are the generic forms supplied with the software. The second set of characters indicates the form type: IN Invoices FC Front Counter OA Order Acknowledgments PO Purchase Orders QU Quotations ST Statements TR Transfers VR Vendor Returns The character after the form type represents the image format. IMPORTANT! The form type of the image file selected on this screen must match the format that was selected on the Format Selection screen. For example, if format type B was selected for invoices, the generic fax image file should be the GEN_IN_B.TIF file. The ORIENTATION is used to set the image to either portrait or landscape alignment. 20

21 2 INSTALLING When the screen is complete, it looks similar to the screen that follows: It is now possible to fax the form that you have set up. It is recommended that you send a test fax to yourself to make sure the form was set up correctly. If the data that prints on the form image is not properly aligned, see the next section, Aligning Data On Fax Images. To set up other fax image forms, follow the instructions listed above for each form type. Note: It is necessary to set Print Company Header to YES on the format options screen for each form type that uses a generic form image file. ALIGNING DATA ON FAX IMAGES To adjust the alignment of the data on Fax overlay images, perform the following steps: Log into the Prophet 21 system as the user ID P21. Run the job COMPANY. Access the Forms Layout menu. Select the appropriate form type, and press [Enter] until the FILE ASSIGNMENTS FOR FAX FORMS 21

22 2 INSTALLING screen appears: FILE ASSIGNMENTS FOR FAX FORMS BRANCH INFORMATION 1 BRANCH NUMBER (0 = Company Default) Note: You should always use Branch 0 unless each branch will use a different form. Enter the branch number of the form to be edited, or enter 0 (zero) for the company-wide default record. The following screen appears: To move the data further to the right on the image form, increase the LEFT MARGIN, to move the data down on the image increase the TOP MARGIN. After making adjustments to the margins, fax yourself a copy and re-adjust if needed. For further assistance contact the Prophet 21 Third Party Support department. You have now completed Step 5: Setting up in Prophet 21. The installation of is complete. Refer to this manual for additional information about this feature. Call the Prophet 21 Third Party Support Department if you have any questions. 22

23 3 USING THE FAX MODULE To provide the ability to fax information directly from your Prophet 21 system, Prophet 21 sells the facsimile software for UNIX based systems. is a software product that provides a wide range of options and a great deal of flexibility for sending faxes on your AIX system. To integrate the software into your Prophet 21 system, Prophet 21 includes the Fax optional package, which provides a consistent interface for the software from within your Prophet 21 system. While these two products are separate, they must be used together. The Fax optional package provides the Prophet 21 interface to the facsimile software. The software uses a fax modem, a device that connects your phone line to your computer system and acts like a fax machine. Prophet 21 sells fax modems that are compatible with the software. Prophet 21 also recommends that you have a dedicated phone line for the fax. For information, contact the Sales Department at Prophet 21. To use the faxing capabilities provided by this system, you must install the software, the Fax optional package (the Prophet 21 interface to the software), and a compatible fax modem. This manual provides instructions on installing and using the optional package. While we are aware that this package provides many features and benefits, we cannot support all options of this package as part of the base support contract. For assistance on any feature not directly implemented by the package, refer to a certified consultant or Prophet 21 s consulting services. For software on your system to recognize the fax modem, it must be installed properly and configured for AIX. Once it has been installed and configured, the software on your system, including the Prophet 21 system and the software, can use the modem. The software then controls the modem, and performs the same kinds of functions that you would when you operate a fax machine: dial the phone number of the receiving fax machine, feed the input into the fax, and so on. The software offers the capability of merging your data with a "form", to create faxes that look as if they had been printed out on forms. You can specify the name of an AIX file that is an electronic copy of the printed form as a graphical image. When you "print" a document to the software, can merge the data with the form file you specify, and then send the complete document out as a fax. The documents supported by are: quotes, order acknowledgments, purchase orders, invoices, statements, and payables checks. For fax modems to work with the Prophet 21 system, they must be installed properly, configured on the AIX system, and configured for the Prophet 21 system. The configuration lets the Prophet 21 system know that the modem exists, and how to identify it during processing. The FAX optional package supports cursor editing of text fields, which allows you to edit text you have entered. For more information on moving the cursor and editing text, refer to the "Cursor Editing" section in the Tour Guide. 23

24 3 USING THE FAX MODULE For additional information on features provided by the for UNIX software, refer to the documentation provided with that product. GETTING STARTED The Forms Layout options in the Company module are used to specify fax form image filenames for each of the different forms you will be using with faxes. This information is entered for each branch of your system (so that different branches can use different form image files), or set up for all of the branches in your company. FILE ASSIGNMENTS FOR FAX FORMS The File Assignments For Fax Forms screen appears following all other screens in each Forms Layout option, allowing you to enter fax information for specific branches. A sample screen is shown as follows: You specify the BRANCH NUMBER for the Branch whose fax information you are editing. Entering a Branch# of 0 indicates that the information is to be used as the company-wide default for branches that do not have information specified for them. This is the default. The FAX IMAGE FILENAME field is used to specify the name of an AIX file that contains a copy of the form you wish to use for these fax documents. When you print a document, the data that is "printed" is merged with this image file to have the data in the fax appear on a form. You can leave the FAX IMAGE FILENAME field blank. Leaving this field blank indicates that the data should be printed on blank paper. The filename specified here must exist in the form subdirectory on your AIX system. A Form Image Filename Scan is available that shows only files from that subdirectory. For more information on this scan, refer to the Browse manual. You can also specify a top margin and a left margin to align the form with respect to the data. The top margin is specified in terms of lines, and the left margin is specified in terms of columns. The left margin defaults to 0, and the top margin defaults to 1. The ORIENTATION field specifies how data is to be printed on the form. Possible values are P for Portrait, or L for Landscape. The default is P. Orientation describes the way in which text is printed on the page. Portrait is the standard, printing the text across the width of the page. Landscape orientation means printing across the length of the page, in essence rotating the page clockwise 90. The File Assignments For Fax Forms screens for Shipping Papers and Purchase Orders contain additional 24

25 3 USING THE FAX MODULE information. Since the PO-Print and Ship modules are used to print different types of documents, these screens include a SUB-TYPE field to distinguish between the forms used for each of the different documents that these modules produce. The screen for Shipping Papers and Purchase Orders is similar to the following: The SUB-TYPE field is used to specify different forms that are printed using the same type of form. For example, the forms used to print order acknowledgments, quotations, and shipping papers all use the same Forms Layout information. However, each of these different documents may use a different form, and would therefore need a separate fax image file. For the SUB-TYPE field in the Shipping Papers forms layout option, you may select Q for Quotation, or OA for Order Acknowledgment information. The default is Q for Quotation. When editing this field, the following FORM SUBTYPES option key displays automatically: For the SUB-TYPE field in the Purchase Orders forms layout option, you may select PO for Purchase Order, NRT for New Receiving Ticket, CPO for Change Purchase Order, REQ for Requisition, or VR for Vendor Return information. The default is PO for Purchase Order. When editing this field, the following FORM SUBTYPES option key displays automatically: FORM SUBTYPES PO = Purchase Order NRT = New Receiving Ticket CPO = Change Purchase Order REQ = Requisition VR = Vendor Return In all File Assignments For Fax Forms screens, entering "DE" at the Field prompt takes you to the Branch field and deletes all information for the current Branch#. You may leave the FAX IMAGE FILENAME field blank. Entering a field number at the Field prompt takes you to that field. Entering a blank space deletes that 25

26 3 USING THE FAX MODULE field's information. BATCH FAXING Batch faxing makes it possible to gather similar documents and fax these documents under one cover sheet to the same fax number. This speeds up the faxing process by bypassing each cover sheet information screen and saves phone charges by eliminating extra cover sheets and allowing all documents to be sent during one phone call. An option in the Fax module allows you to fax batched documents. The Fax Interactivity company system option in the Company module controls the level of your involvement during this faxing process. Option A is the original method of faxing. It sends individual documents with individual cover sheets. As each document is generated, it is faxed immediately with its own cover sheet. Options B, C, and D defer the actual faxing of documents. Documents are generated and stored in a batch of documents to be faxed at a later time via an option in the Fax module. When documents are faxed, similar documents in the batch are gathered together and sent under one cover sheet during one phone call. Option B prompts for cover sheet information for every document. If the cover sheet information is identical to that of any previously faxed document in the batch, the document is sent under the same cover sheet. Otherwise, the document is faxed with its own cover sheet. Option C compares the default cover sheet information of every document. If the default cover sheet information is identical to that of any previously faxed document in the batch, the document is sent under the same cover sheet. Cover sheet information is only presented when the default cover sheet information of a document does not match any previously faxed document in the batch. The document is faxed with its own cover sheet. 26

27 3 USING THE FAX MODULE Option D uses the default cover sheet information of all documents. Documents with identical default cover sheet information are automatically sent under the same cover sheet. Cover sheet information is never presented. If the default cover sheet information of a document does not match any previously faxed document in the batch, the document is faxed with its own cover sheet. Note: Options C and D can only be used with documents with a fax number in the default cover sheet information. All options prompt for cover sheet information if any required default cover sheet information (such as fax number) is missing. The Include Cover Sheet field determines whether or not a cover sheet is sent with each transmission. If set to Y, a cover sheet is sent with the fax transmission. If set to N, a cover sheet is not included. This field works in conjunction with the Fax Interactivity field. Note: The Include Cover Sheet field can be overridden at the time of fax submission. For more information on this field, refer to page 52. Option E gives faxing permissions to individual users, based on the settings found in their User-Based Logon record. When Option E is selected, the User Fax Interactivity screen displays: Send Now... indicates whether a fax is sent immediately. YES The fax is sent now. NO The fax is not sent now, but will be batched. PROMPT The system asks the Send Now? question of the user each time the Fax printer option is selected. Automatic Addressing... determines whether automatic addressing of faxes is performed. YES The fax number from the Customer or Vendor record is added 27

28 3 USING THE FAX MODULE automatically to each document (i.e. invoices or purchase orders, etc.) in the fax batch. NO Automatic addressing is not performed. PROMPT The system asks the Automatic Addressing? question of the user each time the Fax printer option is chosen. User Override... indicates whether an individual user can override the company-wide settings. YES The settings in the Faxing Options of the User-Base record for the individual user take precedence over the values in these fields. For more information on these individual user fields, refer to the Add/Edit User Logon Information subsection within the User Base section of the System Administration manual. NO No User-Base record of any individual user overrides the values set in these fields. For more information on the Fax Interactivity company option, refer to the Company Set Up manual. If individual user ID based faxing permissions are enabled, the following prompts would appear when the Fax option is selected from Printer Options screens: XL PRINTER OPTIONS Send Now... determines how faxes are queued. Y Faxes are immediately queued to be faxed. N Faxes are batched. 28

29 3 USING THE FAX MODULE Automatic Addressing... determines whether automatic addressing is done. Y If the fax information is available, the cover sheet information is skipped. N The system prompts for cover sheet information if this field is set to N or if fax information is not available, and does not perform automatic addressing. ACCLAIM PRINTER OPTIONS The Send Now and Auto Addr fields have the same definitions described previously. For more information on printer options, refer to the System Utilities manual. MAIN MENU The Configure option is used to configure a fax modem for Prophet 21. The Edit Fax Configuration Information screen displays. For more information on this option, refer to page 31. The Delete config option is used to delete a configured fax modem. The Delete Fax Configuration Information screen displays. For more information on this selection, refer to page 32. The Edit option is used to edit fax information for your branches. The Edit Branch Fax Information screen displays. For more information on this choice, refer to page 32. The Delete branch option is used to delete branch fax information. The Delete Branch Fax Information screen 29

30 3 USING THE FAX MODULE displays. For more information on this option, refer to page 33. The Send option is used to send out a just a cover sheet and an AIX file if needed. The Send a Fax screen displays. For more information on this selection, refer to page 33. The Batch option is used to fax a batch of documents. The Fax Batched Documents screen displays. If the Company Fax Interactivity Option is set to B, C, or D, you must choose this option to fax. For more information on this choice, refer to page 38. The Modify option is used to modify a fax on the fax log. You can modify either the fax number or the time to send. For more information on this option, refer to page 43. The Cancel option is used to cancel an unsent fax. For more information on this selection, refer to page 45. The Reset option is used to reset the server and router in the event that becomes unstable. Only the AIX root user can run this option. For more information on this feature, refer to page 46. The Fax log option is used to print a fax log. This allows you to see the contents of the fax log file. Several Fax Log options display. For more information on this option, refer to page 41. The Clear option is used to clear a fax log file up to a specified date. For more information on this feature, refer to page 43. CONFIGURED FAX MODEM SCAN CONFIGURED FAX MODEM SCAN Seq# Fax machine ID Description XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX Seq#: [ESC] for more The Configured Fax Modem Scan automatically appears whenever you choose an option that requires the selection of a fax modem: the Configure option, the Delete config option, the Default fax machine ID# field in the Edit Branch Fax Information option, or the Fax machine info field in the Send a Fax option. Different sets of fax modems appear on this scan, depending on the option you select. If fax modems have been configured for the AIX system, they appear on this scan when you select the Configure A Fax Modem option. For all of the other options, fax modems only appear if they have been configured for both AIX and for 30

31 3 USING THE FAX MODULE Prophet 21. The Fax machine ID is a number between 0 and 9999 used to identify each fax modem. These numbers are assigned to each fax modem when the software is installed. The Description field is used to make it easier to distinguish one modem from another. This can be edited using the Configure A Fax Modem option. You select a fax modem by entering its Sequence#. CONFIGURE A FAX MODEM EDIT FAX CONFIGURATION INFORMATION 1 Fax machine ID# Description XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX 3 Fax phone number XXXXXXXXXXXXXXX 4 Phone dial-out prefix XXXXX FIELD: When this option is first selected, the Configured Fax/Modem Scan appears automatically. After you select the fax modem you want to configure, the rest of the fields display. If this is the first time you are entering configuration information for this fax modem, the fields are presented one at a time. Otherwise, they all display, and the cursor stops at the Field prompt for you to modify the values in any of the fields. Fax machine ID# is a unique 4 digit number between 0 and 9999 that identifies each fax modem. This number is assigned to each fax modem when the software is installed. This field cannot be edited. (If you would like to change the configuration information for another fax modem, select that fax modem when the Configured Fax Modem Scan displays initially.) Description is a 40 character field that holds extra information to help identify the fax modem during use. Fax phone number is the fax phone number that appears on the cover sheet that is faxed out with any document that you fax using this modem. This is a 15 character field. This is the number on which you are currently receiving your faxes. Phone dial-out prefix is a 5 character field that is used to hold any prefix code required to access an outside line from your fax modem's phone line. For example, if the fax modem is attached to your internal phone system, and you must dial "9" to get an outside line, you would enter 9 in this field. If you need to dial "9" to get an outside line from your phone system, there is usually a slight delay between pressing "9" and connecting to an outside line. This pause is almost imperceptible. For modems, however, this pause can be enough that the modem begins dialing before the outside line is connected, and the number is then dialed incorrectly. To account for this, most modems use a special code, usually "," (comma), that indicates the modem should pause briefly before dialing the number. To use this feature, you should include the "," in the Phone dial-out prefix field (e.g., enter "9," as the Phone dial-out prefix.) 31

32 3 USING THE FAX MODULE DELETE A FAX MODEM CONFIGURATION DELETE FAX CONFIGURATION INFORMATION 1 Fax machine ID# Description XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX 3 Fax phone number XXXXXXXXXXXXXXX 4 Phone dial-out prefix XXXXX Proceed with deletion? (Y N): When the Delete Config option is first selected, the Configured Fax/Modem Scan appears automatically. After you select the fax modem you want to delete, the rest of the fields display for verification. When this scan displays, only those modems that have been configured for the Prophet 21 system are displayed. To delete the configuration information for this modem, enter Y. To exit without deleting, enter N. EDIT BRANCH FAX INFORMATION EDIT BRANCH FAX INFORMATION 1 Branch number 99 (0 = Company default) 2 Default fax machine ID#9999 XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX HEADER MESSAGE TEXT 3 XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX 4 XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX 5 XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX 6 XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX 7 XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX FIELD: Branch fax information is used to specify default fax modem information for each branch, and also companywide defaults for those branches that do not have fax information set up for them. This information also contains fields that can be used to enter message text that prints on the cover sheet for documents that are faxed out using this fax modem. Branch number is a 2 digit number that identifies the branch for which you are setting up fax information. To enter company-wide default fax information (i.e., fax information for the entire company for any branch that does not have its own fax information entered), specify a Branch number of 0. Default fax machine ID# is a 4 digit field that identifies the default fax modem to be used by this branch. Cover sheets use the fax number from the logon branch record; however, if no branch fax number has been assigned, then the fax machine phone number (as identified by the Default fax machine ID#) appears instead. The HEADER MESSAGE TEXT fields are 70 character fields that can be used to enter messages that are 32

33 3 USING THE FAX MODULE printed on the cover sheet for all faxes sent on this fax modem by this branch. Any information added to the header message text appears on every cover page. DELETE BRANCH FAX INFORMATION DELETE BRANCH FAX INFORMATION 1 Branch number 99 (0 = Company default) 2 Default fax machine ID#9999 XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX HEADER MESSAGE TEXT 3 XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX 4 XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX 5 XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX 6 XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX 7 XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX Proceed with deletion? (Y N): Upon entry of a branch number that has fax information set up for it, the fax information appears. To delete the information for this branch, enter Y. To exit without deleting, enter N. SEND A FAX SEND FAX RECIPIENT INFO 1 Recipient's name XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX 2 Company name XXXXXXXXXXXXXXXXXXXXXXXXXXXXXX * 3 Fax number XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX SENDER INFO 4 Sender's name XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX 5 Company info 6 Time to send HH:MM XX (HH:MM XX) 7 File to send out XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX * 8 Fax machine info 9999 XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX 9 Form image filename XXXXXXXXXXXXXXX 10 Printing orientation P/L SUBJECT: 11 XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX MESSAGE: 12 XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX 13 XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX 14 XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX 15 XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX 16 XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX 17 XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX FIELD: * = Mandatory field The Send a Fax option is used to send existing AIX files as faxes. It can also be used to send a fax that consists only of a cover sheet. (You can use the MESSAGE fields to send information on the cover sheet for this type 33

34 3 USING THE FAX MODULE of fax.) Recipient's name is the name of the person to whom you are sending the fax. This name appears on the cover sheet of the fax. This is a 48-character field. Company name is the name of the company where the recipient works. This is a 30-character field. Fax number is the phone number of the fax machine to which you are sending this fax. If desired, the fax number field can be edited. This is a 48-character field. You do not need to specify any special prefix, because the fax takes the phone dial-out prefix from the Branch Fax Information for the appropriate Branch#. Enter the complete phone number of the fax machine you are sending the fax to, including the number 1 and the area code, if necessary. You can enter the fax number with dashes or with spaces to separate the numbers. Other characters may be used by your fax modem to control the dialing of the number, and should therefore be avoided. Sender's name is your name as you want it to appear on the cover sheet of the fax you are sending. This is a 48-character field. This field defaults to the User Name associated with your User ID in the User-Base module. The Company info field provides access to another screen that contains the name, address, and phone number of your company. Selecting this field displays the Sender's Address And Phone Information screen. This information is taken from the Company Information in the Company module. The information can be edited here for the current fax only. Time to send is used to specify when you want the system to send the fax. The default value for this field is the current time, so the fax will be sent immediately. If, however, you did not want to send the fax out immediately, you could specify the time you wanted it to be sent, in the format HH:MM AM/PM. File to send out is the name of an AIX file that you want to fax. This allows you to fax AIX files using the software and your fax modem. If the AIX file you want to send is not in the current subdirectory, you must specify a full path name for the file. Also, only existing files will be accepted in this field. This is a 45 character field. Fax machine info is the Fax Machine ID# for the fax modem you want to use to send the fax. The fax modem Description displays for verification. If you edit this field, the Fax Machine Information screen appears automatically. Form image filename is the AIX filename of any form file you wish to merge with the file that you are faxing. This is a 15-character field, and it must be a valid file in the subdirectory that holds the form image files. You can use the Form Image Filename Scan to select the filename of the form image file you would like to use for this fax. These files are saved in a subdirectory. For more information on using this scan, refer to the Form Image Filename Scan section. 34