Forms Integration Reference Manual Prophet 21 FASPAC 5.0

Transcription

1 Forms Integration Reference Manual Prophet 21 FASPAC 5.0

2 Table of Contents INTRODUCTION 4 QUICK START 5 Faspac Standard Forms Used with Optio 5 Standard Names 5 Printer Assignments 6 View Current Assignment Defaults 6 Add New Assignment Defaults 7 Modify Current Assignment Defaults 8 Delete Current Assignment Defaults 10 Printing with Optio 11 Requirements 11 Setup 11 Printing 11 Accounts Payable Checks Special Requirements 12 Faxing with Optio 13 Requirements 13 Setup 13 Send Fax 13 Logos 14 Requirements 14 CUSTOMIZATION 15 Logo Alternative Company Address 15 Faxing 16 Optio Printer and Form Setup (UTIL/PTR/OPFS) 16 Faspac Optio Printer Setup 17 Faspac Optio Form Name Setup 21 Assign Optio Form Name to Printer Setup 24

3 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 by entering a support case. 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. Prophet 21 may make improvements and/or changes to the Licensed Software described in this publication at any time without notice. 7/13/05 Prophet 21 Faspac Version 5.0 The Prophet 21 system and Prophet 21 Faspacare trademarks of Prophet 21. All other trademarks and registered trademarks are the property of their respective companies.

4 INTRODUCTION Optio is an optional program that can be installed to run with your Faspac system. Using Optio, you can print and fax pregenerated forms such as packing lists, invoices, and even checks, all of which can display your company s logo as a letterhead, allowing you to generate official looking documents without the need to purchase special stationary. Optio also allows you to customize its existing forms, and generate completely new ones. You can find everything you need to know to get started right away in the Quick Start chapter. This chapter gives you the information you need to get Optio up and running on Faspac, and is all you need if you just want to use the forms that come with a standard Optio install. The chapters following Quick Start delve into the details you need to know only if you want to customize your forms and use something other than what comes loaded with Optio. 4

5 QUICK START This chapter contains all the basic information required to integrate Optio with your system. If you plan on only using the standard forms that come with this program, this should be the only chapter you need. FASPAC STANDARD FORMS USED WITH OPTIO Standard Faspac forms come delivered with your release. These are the default document names you ll find already defined in the system. Note: If you have a custom version of any of the listed applications, your output will not print correctly if printed through Optio. If Prophet 21 Faspac creates any custom document, map, or formats for you, it will use the Prophet 21 default names. With each release you receive, your custom version will be updated to your system. Important! STANDARD NAMES If you create any document, map, or format, do not prefix that name with p21_ and do not modify any of the standard versions. Doing so may result in your changes being overridden when a release is installed, should one use the same name. You can print or fax standard forms. The method used to produce the form determines how you must map it. PRINTING Application Menu Path Document Map Format Sales order (pick list form) Form Seq No. OP/OPL/PLP p21_opplp.dcl p21_opplp2.map p21_opplp2.fmt 002 Packing List form OP/OPL/PALP p21_oppalp.dcl p21_opplp2.map p21_opplp2.fmt 202 Order acknowledgement: Plain paper OP/ACK p21_opack.dcl p21_opack2.map p21_opack.fmt 101 Counter Sales form CSS/CSE p21_csprint.dcl p21_csprint.map p21_csprint_fmt 003 Customer Quote form OP/OPQ/PCQ p21_oppcq.dcl p21_oppcq2.map p21_oppcq.fmt 100 A/R Invoice form AR/INP/IP p21_arip.dcl p21_arip2.map p21_arip.fmt 004 A/R Statement AR/ARM/SP p21_arsp.dcl p21_arsp21.map p21_arsp.fmt 005 Purchase Order form PO/PP p21_popp.dcl p21_popp2.map p21_popp.fmt 006 A/P check AP/CHK/CKP p21_apcp.dcl p21_apcp.map p21_apcp.fmt 009 5

6 PRINTING WITH OPTIO FAXING Application Menu Path Document Map Format Order acknowledgement OP/ACK p21_opack.dcl p21_opackfx.map p21_opack.fmt 101 Customer quote form OP/OPQ/PCQ p21_oppcq.dcl p21_oppcqfx.map p21_oppcq.fmt 100 A/R Invoice form AR/INP/IP p21_arip.dcl p21_aripfx.map p21_arip.fmt 004 A/R statement AR/ARM/SP p21_arsp.dcl p21_arspfx.map p21_arsp.fmt 005 Purchase order 80 column PO/PP p21_popp.dcl p21_poppfx2.map p21_poppfx2.fmt 006 PRINTER ASSIGNMENTS Before you can print a form, you must assign it to a printer. When defining the printer assignments used within Optio, you use both the logical and physical printer name. The physical printer name is the printer assignment used in PRT for printing Faspac forms and reports. The logical printer name is the name that sends the output through Optio, and becomes the printer name you enter in PRT. The logical printer name has the following requirements: 1. Must begin with the same characters as your physical printer names. For example: lp, pr or tty. 2. When entering this printer name in PRT, you must select Y to spool. Setting up these logical printer names improperly will result in the output either being written to a file with the name you entered, or no output at all. To set up this relationship, navigate to UTIL/PTR/OPFS, and select option 4 from the first menu. Once you do, you will see the following screen. Form Seq No. The menu options are described below: VIEW CURRENT ASSIGNMENT DEFAULTS This screen displays all the existing assignment defaults. 6

7 PRINTING WITH OPTIO The screen above shows how you might define your printers with the associated Optio form. ADD NEW ASSIGNMENT DEFAULTS Use this screen to create new printer assignments. The screen has the following fields: Field: Valid values are Standard:(01-49), User defined:(50-99) Enter Faspac Printer Seq. No. Enter Logical Printer Name Enter Physical Printer Name Valid values are ( ) Enter Optio Form Seq. No. to use Description: Enter a printer sequence number that you want to associate with an Optio form. User defined printer sequence numbers must use the numbers 50 thru 99. The forms defined for numbers 01 thru 14 many not be added, modified, or deleted. This number must already exist in the system. If you enter a number that has not been set up in Faspac Optio Printer Setup (see page 18), the system prompts you with a message that reads: That Faspac printer sequence number is not setup press Return. Press Return to return to the prior screen and enter a different number. Enter the logical printer name. This may be the same as the physical name. Note: If you don t use the same name for the logical and physical printer names, Prophet 21 recommends using the physical printer name appended with the form sequence number. For example: lp10 lp10.1 lp10.2 pra10 pra10.1 pra10.2 ttya10 ttya10.1 ttya10.2 This way it is easy to tell what printer is used with the form. Enter the physical printer name Enter the Optio form sequence number you want to associate with this logical printer name. This number must already be defined in Faspac Optio Form Name Setup (see page 21). If you enter a number that has not been set up, the system prompts you with the error message: That Optio Form Seq. No. has not been setup - press Return. Press Return to return to this field and enter a different number. If the combination of entries you ve made is already defined in the 7

8 PRINTING WITH OPTIO system, Faspac prompts you with the message: The combination of Printer Seq. No., and Logical Printer Name Already exist - press Return. Press Return to return to the prior screen and change the entry values. Is the information correct? Y accepts the entries N returns you to the prior screen so you can change the information When you enter a logical printer name in PRT for a printer assignment that is associated with a printer sequence number, Faspac accesses the Optio form sequence number to create the output through Optio. All these pieces must match for the form to print correctly. Note: Adding a sequence number to a printer ID is only necessary when you allocate the same printer assignment in PRT to multiple, different forms. Otherwise, this is not required. MODIFY CURRENT ASSIGNMENT DEFAULTS When you select this option you ll see a screen with the following fields: Field: Valid values are Standard:(01-49), User defined:(50-99) Enter Assignment Printer Seq. No. to modify Enter Logical Printer Name to Modify Default Physical Printer Name = lp50 Enter Physical Printer Name Valid values are ( ), Default = 202 Enter Optio Form Seq. No. to use Is the information to modify correct? Description: Enter the printer assignment sequence number you want to modify. Enter a logical printer name you want to modify. The printer name you enter here must already be associated with the printer assignment number entered above. Enter a physical printer name you want to modify. You can also press Enter to accept the default value shown. Enter an Optio form sequence number you want to modify. You can also press Enter to accept the default value shown. Y accepts the entries N returns you to the previous screen so you can reenter the values Once you define these fields (except for the last one), a screen displaying your information, as well as asking for confirmation on the changes, appears. 8

9 PRINTING WITH OPTIO 9

10 PRINTING WITH OPTIO DELETE CURRENT ASSIGNMENT DEFAULTS Use this screen to delete Optio form printer assignments. Field: Valid values are Standard:(01-49), User defined:(50-99) Enter Assignment Printer Seq. No. to delete Enter Logical Printer Name to Delete Is the information to delete correct? Description: Enter the printer assignment sequence number you want to delete. Enter a logical printer name you want to delete. The name you enter must be associated with the printer assignment sequence number entered above. If you enter a printer name that does not have an existing association with the printer assignment sequence number, the system prompts you with the error message: The combination of Printer Seq. No., and Logical Printer Name Does not exist - press Return. Press Return to return to the prior screen and enter another name. Y deleted the entry N returns you to the prior screen so you can reenter the values Once you enter a printer assignment sequence number and logical printer name combination available for deletion, the system displays the information and asks for confirmation on the deletion. 10

11 PRINTING WITH OPTIO PRINTING WITH OPTIO This section covers the basics of generating Optio forms with a printer. REQUIREMENTS To print Optio forms, your business system must meet the following requirements: FASPAC version 5.0 or higher Laser printer Your logo in a tiff file or formats modified to print company text address. See Changing a Form to Print an Address on page 15 for more information. SETUP PRINTING 1. Enter all required information in Optio printer and forms setup (UTIL/PTR/OPFS) 2. Enter the logical printer name in PRT for the printer assignment used by the application you are running. Within Fapsac, run the program as you would normally. The PRT printer name determines if the output goes through Optio or directly to the printer, meaning once this is set up properly, the system will take care of everything else. The exceptions to this are noted below: SYS/ARS Print Address On Invoice Print Address On Statement SYS/CSS Print Address On Invoice (Counter sales invoice) SYS/OPS Pick List Print Address (also applies to Packing List) SYS/POS Print Address On Purchase Order SYS/OPT/FMS (Faxing) Print Address On Invoice Print Address On Statement Print Address On Order Ack. Print Address On Purchase Order Print Address On Customer Quote Note: You must set your system settings to print your business address for all the above options. 11

12 PRINTING WITH OPTIO When you run the programs that creates the following forms, the system asks if it should print the company address. OP/OPQ/PCQ Customer Quote OP/ACK Customer order acknowledgement ACCOUNTS PAYABLE CHECKS SPECIAL REQUIREMENTS Checks are a special case and require some additional consideration when setting your system up to print them. Before you can print checks through Optio you will need: Magnetic ink cartridge for laser printer Font cartridge/chip that has the MICR font Blank check stock Important! Your logo should always include your address. In addition, you must contact Prophet 21 Faspac and provide your bank routing number and the account number of the account from which your checks draw funds. These two pieces of information are vital to successfully printing checks, but you cannot enter that information into the system yourself. Prophet 21 custom codes your system with this information so you may print checks. You may also provide Prophet 21 you re your bank s business name and address, though this is optional. Prophet 21 will update your check format with this information or assist you in doing these modifications. If Prophet 21 adds this information for you, the new format is treated as a custom program and will be installed on your system with each release you receive. In other words, your custom check format will be kept up to date with the standard program. Should you choose to add this format yourself, it is your responsibility to make sure the form still works with each Faspac version released. This requires you to make custom versions of the format in /usr/optio/fmt, and a custom document in /usr/optio/doc. Future installations of Faspac (versions or updates) override your modified check formats with standard versions. 12

13 PRINTING WITH OPTIO FAXING WITH OPTIO This section covers the basics of generating Optio forms through fax. REQUIREMENTS To fax Optio forms, your business system must meet the following requirements: FASPAC version 5.0 or higher Vsifax Your logo in a tiff file SETUP 1. In the Faxing System Parameters (SYS/OPT/FMS), access the second screen to define the document sequence number for each form being faxed through Optio. F1-Forms Integration. 2. Define this parameter for each company that will be faxing thru Optio. Below is an example of what you would enter using the standard form documents you receive when your Faspac release is installed. This will be the same for all companies, if using the standard forms. Leave blank any form you do not wish to fax through Optio. SEND FAX Once you ve defined SYS/OPT/FMS for forms integration, the system automatically formats your fax using the same format as when you print through Optio whenever you fax one of the forms available to Optio. It sends the fax through the VSI-FAX application, with the exception of purchase orders, which have a different format for the fax. Within Fapsac, you process your faxes and you would normally. The Fax System Parameters for Forms Integration determine if the output is sent through Optio then on the VSI-FAX or directly to VSI-FAX. Thus, once you set the system up properly, it takes care of generating the Optio forms. Only the 80-column version purchase order is available to fax through Optio. 13

14 PRINTING WITH OPTIO LOGOS All standard forms are defined to print the logo. However, these forms do not require logos; if a logo does not exist, then the form doesn t print anything. REQUIREMENTS For a logo to print on the standard forms must meet the following requirements: 1.5 inches by 1.5 inches 300 dpi.tif file Must be black and white, not grayscale (if not in color) Once your logo meets all these requirements, name it logo.tif and place it in the /usr/optio/images directory on your UNIX system. 14

15 CUSTOMIZATION This chapter deals with the more in depth options of Optio. The topics here how to deal with customized forms and other considerations for when you deviate from the prepackaged formats that come with Faspac. Important! If you intend to customize and create your own forms, please refer to Optio s own documentation. This manual only deals with how to successfully integrate Optio with Faspac; it does not contain information on how to use Optio itself. If you create any document, map, or format, do not prefix that name with p21_ and do not modify any of the standard versions. Doing so may result in your changes being overridden when a release is installed, should one use the same name. LOGO ALTERNATIVE COMPANY ADDRESS The predefined forms that come with Faspac are set to print logos by default. If you wish to replace this with your company address, you must modify the form format found in usr/optio/fmt to print the address instead of the logo. Changing a Form to Print an Address Important! 1. Make sure the system option for printing the company address for the form is set to print. If faxing, SYS/OPT/FMS must also be set to print the company address for the form being faxed. Note: This does not apply to A/P Checks, as they must print the logo. There is no Faspac system option to print the company text address on a check. 2. In each Optio format you will find the comments //Print logo and //Print company text address end. Comment the line after //Print logo as by adding // as the first two characters on the line as shown in the example below: // DRAW IMAGE AT 60,160 TO 600,1500 USING "~images/logo.tif" 3. Remove the // from each line between. Do not remove the // from these comments lines: //Print Company text address //Print Company text address end 4. Do the reverse once you have your logo in the /usr/optio/images directory. Installations of new Faspac releases or updates remove all the changes made with this procedure and return the form settings so that they ll print logos again; forms are set to print logos by default. Prophet 21 recommends you only modify the standard versions of these formats if you are printing the company text address temporarily until you have created the logo.tif file. If you want to always print your company s text address, you will need to create a custom format and document for these forms. 15

16 FAXING WITH OPTIO FAXING If you print you company address in place of a logo, the faxing setup requirements change a little. Instead of providing your logo as a.tif file, you must modify your form formats to print your company address. Otherwise, your forms will print with a blank field in place of your logo, and your address will not appear. The forms that require edits, and the changes required, are listed below: OPTIO PRINTER AND FORM SETUP (UTIL/PTR/OPFS) Once you have installed your Faspac release, you must define your logical printer names and what documents you want to use with what printer name. This is done in OPFS from Faspac s main menu. Here you define all the standard printer assignments, as well as the form names. Note: If you re planning on just using the predefined forms, then you only need to set option 4. Option 1 (Quit) returns you to the previous menu or exits completely if on the main menu. Options 2 thru 4 display another menu with the options to View, Add, Modify and Delete the established settings. View shows all information defined for that option Add creates a new entry Modify changes an existing entry Delete removes an existing entry When entering information for any of these options, typing END in any of these fields will exit and return to the current menu. Please see the following sections for more information on each of the selections shown above. Note: Only one person may access this program at any time. If someone else accesses this program while in use, the system displays the message: /faspac/fp50/devel/printers/std/lck..optio already exist Someone might be currently running optio_setup fpuser ttyp1 Apr 21 14:11 Press return 16

17 FAXING WITH OPTIO FASPAC OPTIO PRINTER SETUP This setting defines each PRT printer assignment available and the Optio sequence number (form) associated to the Option document used. Note: Before defining the printer sequence number and associating it with an Optio form (Optio sequence number), the Optio form must first be defined in Faspac Optio Form Name Setup (see page 21). You can also enter EMPTY and define the Optio form sequence number later. You only need to add a printer sequence number if you have a custom PRT printer assignment such as Printer Seq. No. 50, which is used as an example in the sections below. Please note custom applications used with this printer assignment will not have a document, map, or format defined for use with Optio. VIEW CURRENT PRINTER DEFINED DEFAULTS This option displays the defaults assigned when you install Faspac. Note: Printer Sequence Number 50 is only an example and not one of the defaults. Check if you use this printer assignment by following these instructions: 1. From the main menu, enter PRT. 2. Set Change More Printers? to Y. 3. Press F8 to display the next page of printer assignments. 4. Press F8 again. If you have this custom printer assignment, you should see it on the screen. If you return to the main menu, then you do not have this custom printer assignment. Those printer sequence numbers defined as EMPTY indicate one of two things: You do not have an Optio document available for this application There is no default for that printer assignment The Optio form name to printer setup (option 4 from the OPFS main menu) prompts you with the Optio form sequence number entered here; you may change it there as well as here. Important! Do not define a default for the Other printer assignment. 17

18 FAXING WITH OPTIO ADD NEW PRINTER DEFAULTS When you select this option you ll see a screen with the following fields. Each entry displays on the screen as it is made: Field: Valid values for User defined:(50-99) Enter New Faspac Printer Seq. No.: Examples are PRTFILE, PRT2, PRT3,.. Enter Faspac Environment Variable Name: Enter Faspac Printer Description: Valid values are ( ), or 'EMPTY' if not used right now Enter Default Optio Form Seq. No.: Enter Is the information correct? Description: To create a new printer sequence number, enter it in the appropriate field. User defined printer sequence numbers must use the numbers 50 thru 99. The forms defined for numbers 01 thru 14 many not be added, modified, or deleted. If you enter a number that already exists, the system prompts you with a message that reads That sequence number already exists - press Return. Press Return to return to the prior screen and enter a different number. This name is shown in the Variable name column defined above (see page 17). This associated with the PRT printer assignment. If you enter a name that already exists, the system prompts you with a message that reads That variable name already exists - press Return. Press Return to return to the prior screen and enter a different name. Enter a descriptive name for this printer assignment. Enter a valid Optio form sequence number that you want to use for this application. You can also enter EMPTY here and populate the field later. If you enter an invalid number, the system prompts you with a message that reads: That Optio Form Sequence Number has not been set up - press Return. Press Return to return to the prior screen and enter a different number. Optio form sequence numbers are defined in Faspac Optio Form Name Setup (see page 21). Y accepts the entries N returns to the current menu so that you may reenter the information 18

19 FAXING WITH OPTIO MODIFY CURRENT PRINTER DEFAULTS When you select this option you ll see a screen with the following fields: Field: Valid values for User defined:(50-99) Enter Faspac Printer Seq. No. to Modify: Examples are PRTFILE, PRT2, PRT3,.. - Default value = PRT4 Enter Faspac Environment Variable Name: Default value = Custom Enter Faspac Printer Description: Valid values are ( ), or 'EMPTY', Default value = EMPTY Enter Default Optio Form Seq. No.: Is the information to modify correct? Description: Enter the printer sequence number you want to modify. Enter the variable name as defined in Faspac Optio Printer Setup (see page 17). Press Return to accept the default value shown. Enter the description for this printer, or press Return to accept the default value shown. Enter a valid Optio form sequence number that you want to use for this application. You can also enter EMPTY here and populat the field later, or press Return to accept the default value shown. Optio form sequence numbers are defined in Faspac Optio Form Name Setup (see page 21). Y accepts the entries N returns to the current menu so that you may reenter the information Once you define these fields (except for the last one), a screen displaying your information, as well as asking for confirmation on the changes, appears. DELETE CURRENT PRINTER DEFAULTS When you select this option, you are prompted to define which printer sequence number you want to delete. Field: Valid values for User defined:(50-99) Enter Faspac Printer Seq. No. to Delete Description: Enter the printer sequence number you want to delete. Note: A printer sequence number with any Optio forms assigned to it cannot be deleted. The Optio form name for this printer sequence number must be deleted first (see option 4 from the OPFS main menu for this, page 24). If you attempt to delete a printer sequence number that has assigned forms, the system displays the following error: 19

20 FAXING WITH OPTIO Optio forms are currently assigned to this Printer Seq. No. Check within Assign Optio form name to printer setup. Unable to delete this Printer Seq. No. - pressrreturn Is the information to delete correct? Y deletes the entries N returns to the current menu so that you may reenter the information Once you enter a printer sequence number available for deletion, the system displays the information and asks for confirmation on the deletion. 20

21 FAXING WITH OPTIO FASPAC OPTIO FORM NAME SETUP Selecting this option displays the following menu: VIEW CURRENT OPTIO FORM DEFAULTS This option allows you to view the existing default document (forms) used for printing thru Optio. These documents are updated on your system with each Faspac release installed. Most form sequence numbers match the printer sequence number they are assigned to, but in some cases the same printer assignment is used for more than one program. When this happens, you must define another form sequence number. For example: 002 is the pick list, and you define it as the default for printer 002. But you also want printer 002 to be the default printer for the packing list (form 202). In this case, you assign 202 to printer 002. Note: Sequence numbers 001 thru 299 are reserved for the standard defaults and may not be added, modified, or deleted. Any custom documents will use sequence numbers 300 thru 999. Important! The Optio logical printer name for the other printer assignment should never be defined with the physical printer name, since multiple programs use this printer assignment. Optio form names are case sensitive. 21

22 FAXING WITH OPTIO ADD NEW OPTIO FORM DEFAULTS When you select this option you ll see a screen with the following fields. Each entry displays on the screen as it is made: Field: Valid values for User defined:( ) Enter New Optio Form Seq. No: Enter New Optio Form Name Enter Optio Form Description Is the information correct? Description: To create a new Optio form sequence number, enter it here. Any new sequence number you create must be between 300 and 999. Sequence numbers 001 thru 299 are reserved for the standard defaults. Enter the Optio document name you want to assign to this number. This document name must be in /usr/optio/doc. If the system cannot find the document name in /usr/optio/doc, it displays the message: That form name not created within Optio press Return. Press Return to return to this field and enter another name. If you enter a form name that is already assigned to a different number, the system displays the message: That form name already exist - press Return. Press Return to return to this field and enter another name. Enter a descriptive name for this document. Y accepts the entries N returns to the current menu so that you may reenter the information MODIFY CURRENT OPTIO FORM DEFAULTS When you select this option you ll see a screen with the following fields: Field: Valid values for User defined:( ) Enter Optio Form Seq. No. to Modify Default Optio form name = p21_arip2.dcl Enter Optio Form Name Default description = Invoice Enter Optio Form Description Description: Enter the Optio form sequence number you want to modify Enter the name you d like to assign to this sequence number. The document name must already exist in the /usr/optio/doc directory. Press Return to accept the default value shown. Enter the Optio document description you want to assign to this number. 22

23 FAXING WITH OPTIO Press Return to accept the default value shown. Is the information to modify correct? Y accepts the entries N returns to the current menu so that you may reenter the information Once you define these fields (except for the last one), a screen displaying your information, as well as asking for confirmation on the changes, appears. DELETE CURRENT OPTIO FORM DEFAULTS When you select this option, you are prompted to define which Optio form sequence number you want to delete. Field: Valid values for User defined:( ) Enter Optio Form Seq. No. to Delete Is the information to delete correct? Description: Enter the Optio form sequence number you want to delete. Note: An Optio form sequence number assigned to a printer cannot be deleted. The Optio form name for this printer sequence number must be deleted first (see option 4 from the OPFS main menu for this, page 24). If you attempt to delete a form sequence number currently assigned to a printer, the system displays the following error: Optio Form Seq. No. is currently assigned to Printer Seq. No. Check within Assign Optio form name to printer setup. Unable to delete this Optio Form Seq. No. - press Return Y deletes the entries N returns to the current menu so that you may reenter the information Once you enter a Optio form sequence number available for deletion, the system displays the information and asks for confirmation on the deletion. 23

24 FAXING WITH OPTIO ASSIGN OPTIO FORM NAME TO PRINTER SETUP This is where you assign your printers to Optio forms. You must define this relationship before printing any application through Optio. When defining the printer assignments used within Optio, you use both the logical and physical printer name. The physical printer name is the printer assignment used in PRT for printing Faspac forms and reports. The logical printer name is the name that sends the output through Optio, and becomes the printer name you enter in PRT. The logical printer name has the following requirements: 1. Must begin with the same characters as your physical printer names. For example: lp, pr or tty. 2. When entering this printer name in PRT, you must select Y to spool. Setting up these logical printer names improperly will result in the output either being written to a file with the name you entered, or no output at all. VIEW CURRENT ASSIGNMENT DEFAULTS This screen displays all the existing assignment defaults. The screen above shows how you might define your printers with the associated Optio form. 24

25 FAXING WITH OPTIO ADD NEW ASSIGNMENT DEFAULTS Use this screen to create new printer assignments. The screen has the following fields: Field: Valid values are Standard:(01-49), User defined:(50-99) Enter Faspac Printer Seq. No. Enter Logical Printer Name Enter Physical Printer Name Valid values are ( ) Enter Optio Form Seq. No. to use Is the information correct? Description: Enter a printer sequence number that you want to associate with an Optio form. User defined printer sequence numbers must use the numbers 50 thru 99. The forms defined for numbers 01 thru 14 many not be added, modified, or deleted. This number must already exist in the system. If you enter a number that has not been set up in Faspac Optio Printer Setup (see page 18), the system prompts you with a message that reads: That Faspac printer sequence number is not setup press Return. Press Return to return to the prior screen and enter a different number. Enter the logical printer name. This may be the same as the physical name. Note: If you don t use the same name for the logical and physical printer names, Prophet 21 recommends using the physical printer name appended with the form sequence number. For example: lp10 lp10.1 lp10.2 pra10 pra10.1 pra10.2 ttya10 ttya10.1 ttya10.2 This way it is easy to tell what printer is used with the form. Enter the physical printer name Enter the Optio form sequence number you want to associate with this logical printer name. This number must already be defined in Faspac Optio Form Name Setup (see page 21). If you enter a number that has not been set up, the system prompts you with the error message: That Optio Form Seq. No. has not been setup - press Return. Press Return to return to this field and enter a different number. If the combination of entries you ve made is already defined in the system, Faspac prompts you with the message: The combination of Printer Seq. No., and Logical Printer Name Already exist - press Return. Press Return to return to the prior screen and change the entry values. Y accepts the entries N returns you to the prior screen so you can change the information 25

26 FAXING WITH OPTIO When you enter a logical printer name in PRT for a printer assignment that is associated with a printer sequence number, Faspac accesses the Optio form sequence number to create the output through Optio. All these pieces must match for the form to print correctly. Note: Adding a sequence number to a printer ID is only necessary when you allocate the same printer assignment in PRT to multiple, different forms. Otherwise, this is not required. MODIFY CURRENT ASSIGNMENT DEFAULTS When you select this option you ll see a screen with the following fields: Field: Valid values are Standard:(01-49), User defined:(50-99) Enter Assignment Printer Seq. No. to modify Enter Logical Printer Name to Modify Default Physical Printer Name = lp50 Enter Physical Printer Name Valid values are ( ), Default = 202 Enter Optio Form Seq. No. to use Is the information to modify correct? Description: Enter the printer assignment sequence number you want to modify. Enter a logical printer name you want to modify. The printer name you enter here must already be associated with the printer assignment number entered above. Enter a physical printer name you want to modify. You can also press Enter to accept the default value shown. Enter an Optio form sequence number you want to modify. You can also press Enter to accept the default value shown. Y accepts the entries N returns you to the previous screen so you can reenter the values Once you define these fields (except for the last one), a screen displaying your information, as well as asking for confirmation on the changes, appears. 26

27 FAXING WITH OPTIO DELETE CURRENT ASSIGNMENT DEFAULTS Use this screen to delete Optio form printer assignments. Field: Valid values are Standard:(01-49), User defined:(50-99) Enter Assignment Printer Seq. No. to delete Enter Logical Printer Name to Delete Is the information to delete correct? Description: Enter the printer assignment sequence number you want to delete. Enter a logical printer name you want to delete. The name you enter must be associated with the printer assignment sequence number entered above. If you enter a printer name that does not have an existing association with the printer assignment sequence number, the system prompts you with the error message: The combination of Printer Seq. No., and Logical Printer Name Does not exist - press Return. Press Return to return to the prior screen and enter another name. Y deleted the entry N returns you to the prior screen so you can reenter the values Once you enter a printer assignment sequence number and logical printer name combination available for deletion, the system displays the information and asks for confirmation on the deletion. 27