PIMS SigPad Set-Up And Usage

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PIMS SigPad Set-Up And Usage v1.0 The following documentation is designed to aid you in integrating your PIMS system with the PIMS SigPad ios app. Requirements: You must have PIMS version 12.0.4.

1 PIMS SigPad Set-Up And Usage v1.0 The following documentation is designed to aid you in integrating your PIMS system with the PIMS SigPad ios app. Requirements: You must have PIMS version or greater, on either Mac and/or Windows PC. PIMS SigPad will work with either a Client/Server Client terminal or a stand-alone PIMS Single- User application. It will even work with current BETA and Demo versions. You need at least one qualified ios device: - ipad 1, 2, or 3 - ipod Touch - iphone These devices must be able to run ios v5.1 or greater to be compatible. Obviously, the fast the device, the better it will work You must have a local area network (LAN), and the terminal(s) that PIMS SigPad will communicate with must have a static IP Address (doesn t change every time). DHCP served addresses (ie: , , etc.) are fine to use as long as you configure then to stay static. ** This version of PIMS SigPad will only work over your LAN, and not over the Cellular Data channel The first step is to configure your PIMS terminal. Each PIMS Terminal (Client or S.U.) is mated to a specific ios device. This one-to-one relationship insures that the proper ios device is communicating with the appropriate PIMS terminal (so you sign your Invoice, and not someone else s). Friday, July 6, 2012 Page 1 of 20

2 STEP 1: Go to PIMS Preferences found in the main File menu. Now click on the Terminal Specific tab. In the lower right-hand corner of the screen, click on the Configure PIMS SigPad button. This will display the PIMS SigPad Configuration Window: Page 2 of 20

3 This screen is divided into two areas. Terminal Specific and System-Wide. Terminal-Specific is basically turning the PIMS SigPad function on for this specific terminal, and System-Wide is all of the other configuration parameters to use PIMS SigPad. To tell PIMS to process signature capture from this terminal, click the Authorize PIMS SigPad On This Terminal checkbox. Only this terminal is affected. Now let s set the rest of the System-Wide parameters: SigPad ACCESS PASSWORD: This is a password of your choosing that is entered both here and in your SigPad app. This insures that only your SigPads can connect to your PIMS system. TAG-LINE TEXT (under the signature line): This is the text that is displayed under the signature line. It can be anything you like, but shouldn t be too wordy, as space will be limited. If this preference is blank, the Customer Bill-To name (from the Order) will be used (unless the signature image is missing, then the text I AGREE TO COMPLY WITH THE CARDHOLDER AGREEMENT will be used instead). Use Customer BNAME For Tag Line (if available): If checked, the Customer s Bill-To name (from the Order) will be used. This will take priority over other settings. If missing from the Order, the default I agree text will be used. Auto-Accept On Receipt Of Signature: When checked, PIMS will automatically close the Signature Prompt window it displays when waiting for a signature once one is received. Checking this option would be the norm. However, you might want to leave it un-checked at first, just to make sure everything is working correctly and you re receiving the signature The Terms tabs: There are two additional tabs on this screen. One is for Invoice Terms and the other is for SRO Terms. These are the optional Terms & Conditions that the SigPad app can display while waiting for a signature. Page 3 of 20

4 You can type whatever you like, as this area on the ios device is scrollable. The Insert Data Tag pop-menu allows you to select and insert information tags that will be replaced with system data when sent to the ios device: Page 4 of 20

Simply click in the text area and select the tag you d like to insert.

device. For this document, we ll show the ipad 3.

5 Simply click in the text area and select the tag you d like to insert. Again, it will be replaced with the associated Order and/or system data when sent to the ios device. The SRO Terms work the same way STEP 2: It s now time to configure the ios device. For this document, we ll show the ipad 3. The ipod Touch and iphone are basically the same. Launch your PIMS SigPad app, and click on the Settings tab in the lower right-hand corner of the screen: Page 5 of 20

If this is the first time you ve run SigPad, you might be taken there first thing automatically The first thing you need to do is enter the Terminal IP Address of the

6 If this is the first time you ve run SigPad, you might be taken there first thing automatically The first thing you need to do is enter the Terminal IP Address of the associated PIMS Terminal and the Access Password you entered in PIMS. You can find the TERMINAL IP ADDRESS of that terminal on the SigPad Preferences screen: Page 6 of 20

The rest of the SigPad settings are cosmetic.

We ve found the best to be either 2 of 3.

7 The rest of the SigPad settings are cosmetic. They are as follows: LINE WEIGHT: This slider lets you choose a signature line weight. This is similar to the thickness of a writing pen. We ve found the best to be either 2 of 3. Basically right in the middle, or a little to the left of center. Here s some examples: 1 All the way to the left: 2 : 4 : Page 7 of 20

8 5 All the way to the right: DATE STAMP: When turned On, this will adhere the current Date to the bottom left-hand corner of the signature captured. This is handy for authentication, and is actually required by some States when using electronic signatures. Here s without the stamp: Here s without the stamp: Page 8 of 20

SIGNATURE FORMAT: This determines the format of the signature graphic image sent to PIMS. It is best to leave it at PNG, as this is a more modern format with a clear background.

This exists solely to be cool, and set this device apart from boring grocery store signature capture devices.

9 SIGNATURE FORMAT: This determines the format of the signature graphic image sent to PIMS. It is best to leave it at PNG, as this is a more modern format with a clear background. JPEG simply exists for those less fortunate Windows PC users who can t handle PNG VOICE PROMPT: The SigPad has the ability to prompt the Customer to sign their signature on the pad. This exists solely to be cool, and set this device apart from boring grocery store signature capture devices. This is especially important if you re an Apple Dealer, as you re expected to be cooler than other retail establishments (or at least a bit eccentric) You can select a voice and click the little blue (teal actually) speaker icon to hear it. We encourage you (dare you) to use this feature. Why not? OPTIONAL COMPANY LOGO FOR HOME PAGE: When you first run SigPad, you ll notice a banner on the home page: This is probably something you d like to remove or replace Page 9 of 20

10 Turning the switch Off will remove the image from the home page, and leave that area blank. However, you can but your own company logo/banner there. This should be a PNG image, and will come from your ipad s photo library (this feature only available on ipad, not iphone or ipod Touch). To select an image, click on the Choose Logo From Library button in the upper left-hand corner: To clear the existing image, click the red button off to the right of the image area Now that you have your Settings configured on the ios device, click the Save Settings button. You ll be taken back to the Home screen. As with any device, it s always best to quit the app and reboot after making settings changes. This is optional, but always recommended. With ios devices, just pressing the Home button down below isn t enough. You need to double-press the Home button, hold your finger down on the PIMS SigPad app, wait for the giggle and red -, and then tap the red -. This will quit the SigPad app: ** As a side note: You should always quit all of your apps at least once a day like this on all ios devices. This clears the memory used and gives your ios device a clean start. After quitting ALL apps, it s best to turn the ios device off and back on. If you do this every night, you should never have any crashing apps of any kind nor should you see any slow-downs STEP 3: No that the ios device and PIMS are configured; it s time to test. Page 10 of 20

This will display the same prompt window that you will see on the Order: You now have 60 seconds to click the Sign Invoice button on

11 With the PIMS SigPad app running on the ios device, go back to PIMS Preferences, Configure PIMS SigPad window. You re now going to click the Test Invoice With SigPad App button. This will display the same prompt window that you will see on the Order: You now have 60 seconds to click the Sign Invoice button on the SigPad: When you click the Sign Invoice button, SigPad will attempt a connection to the PIMS terminal to receive Order data and SigPad information. If successful, the signature page for the Order along with Page 11 of 20

12 Order information will be displayed. If the connection failed for some reason, you will be altered and remain on the Home page. Once on the Signature page, you have 60 seconds to sign there as well. A stylus works best (especially on the smaller ipod and iphone), but your finger is good as well. The Terms & Conditions area can be scrolled down if necessary. If the signature is drawn, you may click Accept to capture and transmit the signature to PIMS. Clicking Cancel will cancel the operation and return to the Home page. Cancel doesn t transmit anything to PIMS, so you need to manually click the Cancel button on the PIMS screen. When testing from PIMS Preferences, the Auto-accept feature is disabled. This allows you time to see the signature. If you run out of time (more than about 53 seconds to sign) or hit Cancel, you need to close the prompt window in PIMS and start again. If you cancel on the SigPad and then return to the signature page, the previous signature might still be there (if drawn). To clear it, click the little red X in the upper right-hand area of the signature field. You can also test the SRO function in the same manner. ** Please Note: When testing, PIMS will find the latest Invoice in your system to display for the SigPad. The same is true for SROs. Because of this, a blank Datafile won t work for testing. There needs to be at least on Invoice and one SRO to test with Now save your PIMS Preferences. You can now repeat the Terminal Specific settings on any terminals that need to capture signatures. STEP 4: There s two more areas in PIMS that we need to address. Payment Types and modifying templates in Forms Designer. Payment Types: Page 12 of 20

13 So that PIMS knows when to prompt for a signature and when not to, you need to designate which Payment Types require signatures. To do this, open up and Payment Type record and click the esignature Required checkbox: That s all that s required to force prompting to occur (and designating SigPad as authorized for this terminal). This can be for more than just credit cards. You can have every Payment Type prompt, Accounts Receivable, etc. It s up to you. If the terminal is set to SigPad and at least one esignature Required Payment exists on an Order, the following parameters are used to determine if a prompt is necessary: The Order must not be posted The Phone Order checkbox is un-checked on the Order The Order must be an Invoice The Order can be a Salesorder, as long as it is allowed to do credit card pre-auths A signature can t already be present on the Order Worksheets and Quotes do not prompt. However, if a Payment Type exists on these Order types and requires a signature, a blank signature line is still provided on the printed Order. When clicking Cancel on the prompt window from the PIMS side, the User is returned to the Order entry screen. However, if you wish to continue saving/printing without the signature you re being prompted for, just click the Home button on the PIMS prompt window: Page 13 of 20

14 This will bypass the signature prompt and allow the save/print process to continue without the signature. If a signature is required and none exists, a blank signature line will still be provided when printed. Forms Designer: For a signature to show on a printed Order (or SRO), the single signature field needs to exist on the Forms Designer template. If you are using our stock templates, you need only reset them. If you are using custom templates of your own design, you ll need to add this field. ** Please Note: Normally in PIMS, credit card signature lines are added to the Order line-items when printing an Order with authorized credit cards present. If a signature exists on the Order and/or a Payment Type that requires an esignature is present, these lines will not be added. They are replaced with the new Signature field. Even if no signature is captured, a signature line is still provided in that field, along with the tag line Go to the Forms Designer Module, and open your Invoice template: Page 14 of 20

To add the field to an existing Custom Order template, go to the SPECIAL VARIABLES section of the entry screen and double-click on the Signature Box field.

15 To add the field to an existing Custom Order template, go to the SPECIAL VARIABLES section of the entry screen and double-click on the Signature Box field. This will place the field in the upper part of the screen. You can then move and size it to taste. Double-click on the field, and make sure it s Format is set to Scaled to fit proportional : Page 15 of 20

16 If you are using our 100% stock templates, you can simply click the Load Default button to reload the stock template (it s now contains this field by default): If you have a custom Order template, you can also click the Object Library button: Page 16 of 20

This will display the Forms Designer Object Library: You have two versions to choose from. The normal size, and a smaller version for Receipt type Invoices.

17 This will display the Forms Designer Object Library: You have two versions to choose from. The normal size, and a smaller version for Receipt type Invoices. Simply select the one you want, and click the Place On Form button. This will place it in the same place where it exists on our stock Invoice templates. It will also pre-size it and set it to the correct format for you. If you have a custom template, this is the way to do it For SRO Users: For those using the Service & Repair Module, there are a few additional steps to your set-up. First, you need to modify your SRO template(s) by adding the Signature field. You can do that in the same manner as described above. Second, you need to go to Service Preferences : Page 17 of 20

There are three checkboxes that will dictate the signature process on SROs: No matter what other settings there are concerning signature capture, you will still need to check the REQUIRE SIGNATURE

18 There are three checkboxes that will dictate the signature process on SROs: No matter what other settings there are concerning signature capture, you will still need to check the REQUIRE SIGNATURE checkbox to cause signature prompting on an SRO. Obviously this terminal needs to be authorized and mated to a SigPad as well. ONLY PROMPT WHEN COMPLETED will do just that. It will only prompt for a signature when saving/printing if a Completed Date is entered. ONLY PROMPT WHEN PRINTING will not prompt for a signature when saving, but only prompt when printing. Just like the Order, once a signature exists on the SRO, you will not be prompted again. Set-up is now considered complete Using SigPad: From this point on, saving/printing qualified Orders and/or SROs will prompt for a signature. Remember: The Order/SRO must be on the screen with the signature prompt, before you hand the SigPad to the Customer. You have sixty seconds on both devices to sign. If it times-out or someone clicks Cancel on the SigPad, you have to start over. Clicking the PIMS signature prompt windows iphone Home button graphic will cancel the signature prompt and continue saving/printing without a signature. Page 18 of 20

If you click the PHONE ORDER button on the full Order entry screen and have a Payment Type that requires a signature, and no signature is present, PIMS will substitute the

esignature Required Payment Type exists on an Order and is being printed from a terminal that is not set to process signatures, a blank signature image is used (for manual

19 If you click the PHONE ORDER button on the full Order entry screen and have a Payment Type that requires a signature, and no signature is present, PIMS will substitute the signature with the following image (with your tag): If you are prompted for a signature and click the PIMS prompt s Home button (to continue without signature), or an esignature Required Payment Type exists on an Order and is being printed from a terminal that is not set to process signatures, a blank signature image is used (for manual signing): This will only happen on non phone order printing only. Removing a signature from an Order/SRO: The signature is stored on the Order in the Attachments section: Page 19 of 20

20 To remove it from the Order (if you want to have them sign it again?), just double-click it. The same is true on the SRO. There, the signature is found on the Equipment page: This concludes the current set-up and usage of PIMS SigPad. For a video set that shows how to configure and use PIMS SigPad, please go to: E.O.F. Page 20 of 20

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