Active Documents User guide Dynamics GP 2013

Transcription

1 Active Documents User guide Dynamics GP customisable HTML documents including Remittances, Statements and Sales Orders, and Purchase Orders containing drill-down functionality using Dynamics GP. Version 1 1st March 2013

2 Active Documents User Guide Dynamics GP 2013 Table of contents 1. Customer Accounts Setup for Active Documents 3 2. Vendor Accounts Setup for Active Documents 6 3. Statements Setup 9 4. Statements sending using Active Documents Statement reports Remittance Advices Setup Remittances Advices sending using Active Documents Remittance Advice reports Sales Order Advices Setup Sales Order Advices sending using Active Documents Sales Order Advice reports Purchase Order Advices Setup Purchase Order Documents sending using Active Documents Purchase Order Advice reports Troubleshooting and important tips Contact us 111 2

3 1. Customer Accounts Setup for Active Documents Cards >> Sales >> Debtor >> [Call up a debtor] >> Additional >> Enter Setup Microsoft Dynamics GP >> Tools >> Routines >> Sales >> Statements >> Additional >> Statements Transactions >> Sales >> Sales Transaction Entry [Call up the Order] >> Additional >> Single SOP Advice Transactions >> Sales >> Print Sales Documents >> Additional >> Mass SOP Advice Mark whether to allow Active Documents Statements and Sales Order Advices to be sent to your customers by placing a tick in the Send Sales Statements and Send SOP Advice checkboxes. With the checkbox marked, each time you attempt to send these documents to your customers then they will automatically default to receive the document via . It is also possible to include multiple addresses for each of these sales documents. These can either be entered directly, or alternatively addresses can taken from your own address book by clicking on either the To, Cc or Bcc fields. It is reasonable to assume that not all of your customers may want their documents sending via . For this purpose it is possible to set the default to printed documents rather than simply by removing the tick icon within the Send fields. When the Active Documents windows are then activated for the purpose of sending these documents it is also possible to and print customer documents from the same window. 3

4 Active Documents User Guide Dynamics GP 2013 Save button Use the Save button to record all of the entries within the window. Once the Save operation has been run then the window will automatically be cleared down. Cancel button The Cancel button closes the window without saving any records. Debtor ID The Debtor ID is displayed within this field. Debtor ID lookup Click the Debtor ID lookup to view and select any further Debtor ID records from the available list. Name This field displays the full Customer Name as per standard Dynamics GP. Sales Statement addresses Attached Profile The profile entered here will be used in the building of the Sales Statements. Any entry will be validated, if it does not exist the user will be prompted to add it or not. This profile can be overridden by checking the tick box on the Active Documents Mailer Send window. Attached Profile lookup Click the Attached Profile lookup to view or select any valid Sales Profiles only. Use HTML Only checkbox Mark the check box if you want your customer to receive HTML format statements. The HTML only version will consist of the Overview screen only. No drill-downs will exist and the only links permitted will be to external websites and links. Send Sales Statement checkbox Mark the Send Sales Statement checkbox so that the Customer ID currently showing will be able to receive Active Documents Sales Statements. To button It is possible to use the To button to select addresses from your address book if you are using Microsoft Outlook. To field Manually enter, or use the To button to include the addresses within this field. This field displays all of the current addresses that are going to receive the document. This field is limited to 32,000 characters. Cc button It is possible to use the Carbon Copy button to select addresses from your address book if you are using Microsoft Outlook. Cc field Manually enter, or use the Cc button to include the addresses within this field. This field displays all of the current addresses that are going to receive the document. This field is limited to 32,000 characters. 4

5 Bcc button It is possible to use the Blind Card Copy button to select addresses from your address book if you are using Microsoft Outlook. Bcc field Manually enter, or use the Bcc button to include the addresses within this field. This field displays all of the current addresses that are going to receive the document. This field is limited to 32,000 characters. SOP addresses Attached Profile The profile entered here will be used when ing any SOP documents. Any entry will be validated, if it does not exist the user will be prompted whether to add it or not. This profile can be overridden by checking the tick box on the Active Documents Mailer Send window. Attached Profile lookup Click the Attached Profile lookup to view or select any valid Sales Profiles only. Use HTML Only Mark the check box if you want your customer to receive HTML format SOP documents. The HTML only version will consist of the Overview screen only. No drill-downs will exist and the only links permitted will be to external websites and links. Send SOP Advice checkbox Mark the Send SOP Advice checkbox so that the Customer ID currently showing will be able to receive Active Documents SOP Advice documents. To button It is possible to use the To button to select addresses from your address book if you are using Microsoft Outlook. To field Manually enter, or use the To button to include the addresses within this field. This field displays all of the current addresses that are going to receive the document. This field is limited to 32,000 characters. Cc button It is possible to use the Carbon Copy button to select addresses from your address book if you are using Microsoft Outlook. Cc field Manually enter, or use the Cc button to include the addresses within this field. This field displays all of the current addresses that are going to receive the document. This field is limited to 32,000 characters. Bcc button It is possible to use the Blind Card Copy button to select addresses from your address book if you are using Microsoft Outlook. Bcc field Manually enter, or use the Bcc button to include the addresses within this field. This field displays all of the current addresses that are going to receive the document. This field is limited to 32,000 characters. 5

6 Active Documents User Guide Dynamics GP 2013 Browse buttons Use the Browse buttons to scroll through the available records. These records are listed in alphabetical order and you can choose to select the First or Last record or scan through these one at a time using the Previous and Next buttons. Notes button Use the Notes button to attach, display, or modify a note to a window or field. If a note has been attached the Notes button will appear to have lines of text in it, if no note has been attached the notes button will appear blank. 2. Vendor Accounts Setup for Active Documents Purchase Remittance Advices and Purchase Order Entry Documents Cards >> Purchasing >> Vendor >> Additional >> Enter Setup Microsoft Dynamics GP >> Tools >> Routines >> Purchasing >> Active Doc Send >> to Expansion Box Transactions >> Purchasing >> Purchase Order Entry >> Additional >> Single POP Advice Transactions >> Purchasing >> Print Purchases Docs >> Additional >> Mass POP Advice Mark whether to allow Active Documents Remittances and POP Advices to be sent to your vendors by placing a tick in the Send Remittance Advice and Send POP Advice checkboxes. With the checkbox marked then each time you attempt to send these Purchase advices to your vendors they will automatically default to receive the document via . It is also possible to include multiple addresses for each of these purchase documents. These can either be entered directly, or alternatively addresses can be taken from your own address book by clicking on either the To, Cc or Bcc fields. It is reasonable to assume that not all of your vendors may want their documents sending via . For this purpose it is possible to set the default to printed documents rather than simply by removing the tick icon within the Send fields. When the Active Documents windows are then activated for the purpose of sending these documents it is also possible to and print vendor documents from the same window. 6

7 Save button Use the Save button to record all of the entries within the window. Once the Save operation has been run then the window will automatically be cleared down. Cancel button The Cancel button closes the window without saving any records. Creditor ID The Creditor ID is displayed within this field. Creditor ID lookup Click the Creditor ID lookup to view and select any further Creditor ID records from the available list. Name This field displays the full Vendor Name as per standard Dynamics GP. Remittance Advice addresses Attached Profile The profile entered here will be used when ing any Remittance Advices. Any entry will be validated, if it does not exist the user will be prompted whether to add it or not. This profile can be overridden by checking the tick box on the Active Documents Mailer Send window. Attached Profile lookup Click the Attached Profile lookup to view or select any valid Purchasing Profiles only. Use HTML Only Mark the check box if you want your vendor to receive HTML format Remittances. The HTML only version will consist of the Overview screen only. No drill-downs will exist and the only links permitted will be to external websites and links. Send Remittance Advice checkbox Mark the Send Remittance Advice checkbox so that the Creditor ID currently showing will be able to receive Active Documents Remittance Advice. To button It is possible to use the To button to select addresses from your address book if you are using Microsoft Outlook. To field Manually enter, or use the To button to include the addresses within this field. This field displays all of the current addresses that are going to receive the document. This field is limited to 32,000 characters. Cc button It is possible to use the Carbon Copy button to select addresses from your address book if you are using Microsoft Outlook. 7

8 Active Documents User Guide Dynamics GP 2013 Cc field Manually enter, or use the Cc button to include the addresses within this field. This field displays all of the current addresses that are going to receive the document. This field is limited to 32,000 characters. Bcc button It is possible to use the Blind Card Copy button to select addresses from your address book if you are using Microsoft Outlook. Bcc Field Manually enter, or use the Bcc button to include the addresses within this field. This field displays all of the current addresses that are going to receive the document. This field is limited to 32,000 characters. POP addresses Attached Profile The profile entered here will be used when ing any Purchase Orders. Any entry will be validated, if it does not exist the user will be prompted whether they want to add it or not. This profile can be overridden by checking the tick box on the Active Documents Mailer send window. Attached Profile lookup Click the Attached Profile lookup to view or select any valid Purchasing Profiles only. Use HTML Only Mark the check box if you want your vendors to receive HTML format Purchase Orders. The HTML only version will consist of the Overview screen only. No drill-downs will exist and the only links permitted will be to external websites and links. Send POP Advice checkbox Mark the Send POP Advice checkbox so that the Creditor ID currently showing will be able to receive Active Documents POP Advice Documents. To button It is possible to use the To button to select addresses from your address book if you are using Microsoft Outlook. To field Manually enter, or use the To button to include the addresses within this field. This field displays all of the current addresses that are going to receive the document. This field is limited to 32,000 characters. Cc button It is possible to use the Carbon Copy button to select addresses from your address book if you are using Microsoft Outlook. Cc field Manually enter, or use the Cc button to include the addresses within this field. This field displays all of the current addresses that are going to receive the document. This field is limited to 32,000 characters. 8

9 Bcc button It is possible to use the Blind Card Copy button to select addresses from your address book if you are using Microsoft Outlook. Bcc field Manually enter, or use the Bcc button to include the addresses within this field. This field displays all of the current addresses that are going to receive the document. This field is limited to 32,000 characters. Browse buttons Use the Browse buttons to scroll through the available records. These records are listed in alphabetical order and you can choose to select the First or Last record or scan through these one at a time using the Previous and Next buttons. Notes button Use the Notes button to attach, display, or modify a note to a window or field. If a note has been attached the Notes button will appear to have lines of text in it, if no note has been attached the Notes button will appear blank. 3. Statements Setup a. Building the Sales Statement Profiles in detail Microsoft Dynamics GP >> Tools >> Setup >> Sales >> Active Documents Sales Setup The Active Documents Setup window is where the Customer Statement Profiles can initially be created with a variety of different styles and formats. Essentially, you can create as many different Profiles as required, each with their own unique characteristics. For example, you can select different colours, font faces and a company logo if required. Each of the available fields can be located within the Help Files and also in this User Guide. Save button Use the Save button to record all of the entries within the window. Once the Save operation has been run then the window will automatically be cleared down. 9

10 Active Documents User Guide Dynamics GP 2013 Clear button The Clear button clears all fields in the window without saving any changes. Delete button The Delete button permanently removes the currently displayed record from within Dynamics GP. Preview button Prior to issuing a particular statement profile to a customer it is possible to review an example of how the HTML document is going to appear. The file that is created here must be saved in an HTML format so that this can be viewed accurately. Print button Use the Print button to create a report that illustrates all of the setup information within the Active Documents Setup window. Profile Name Create a name for the Profile that is being built within this field. Each Profile could consist of a variety of different styles, which could potentially be used for all clients, or even specific customer accounts. Note that it will not be possible to save any records in this window until a name is first entered in the Profile field. Profile Name lookup Use the Profile Name lookup to display a list of available Profile names. This will open the Active Documents Profile Lookup window thus enabling an existing Profile to be selected. Profile Name Notes button Use the Note window to attach, display, or modify a note to a window or a field. Note buttons show whether a note is Attach to Statement ID This option will enable you to set the currently selected Profile Name as the default Profile whenever a specific Statement ID is selected. In the screenshot above, this Profile Name Standard Statement ID has been linked directly to the Statement ID of All Statements. So for example, if the All Statements ID is chosen through the Standard Dynamics GP Statements routine then this will automatically apply the Standard Statement ID Profile created through the Active Documents setup window. Attach to Statement ID lookup The lookup will open the standard Dynamics GP Statement ID lookup window. Here it is then possible to choose any of the previously created Statement IDs as below and attach them to the Active Documents Profile name. 10

11 Setup HTML options The following options within the Active Documents Setup window will allow you to construct the layout of the statement that is to be used when ing your customers. The customer statement can then be mailed directly from within Dynamics GP. Background Colour Use this option to set the background colour for the HTML . The default value is White, although, options include: Black, Blue, Brown, Green, Orange, Purple, Red, and Yellow. A Colour code choice is also available where HEX colours can be entered into the setup window. Font Colour Choose the Font Colour for the entire HTML . The default value is Black. Exclusions to this rule only include debit amounts which are shown as red. Note that if the background colour selected is red then these negative figures will automatically become white. Options available include: Black, Blue, Brown, Green, Orange, Purple, Red, and Yellow. A Colour code choice is also available where HEX colours can be entered in to the setup window. Font Face This option controls the default font face for the entire HTML . The default value is Arial. It should be noted that the product does not carry copies of the fonts available for selection with it. Equally it is possible that the end Customer who receives the may not carry a copy of the selected font. In both cases standard HTML browser protocol (as supported by Internet Explorer and Netscape) will utilise a standard font. Font choices will include: Arial Black, Verdana, Georgia, Garamond, Microsoft Sans Serif, Times New Roman, and Courier. Font Size Sets up the default document font size. The default value is 2 with choices between 1 and 4. The Font sizes available are standard HTML font sizes and not system specific, for example Microsoft Word font sizes which begin at 8. Column Header Colour Select the Column Header Colour for the entire HTML attachment. Options available include: Black, Blue, Brown, Green, Orange, Purple, Red, and Yellow. A Colour code choice is also available where HEX colours can be entered in to the setup window. 11

12 Active Documents User Guide Dynamics GP 2013 Image Placement This field allows you to select where the company logo or image is to appear within the document. Options available include: Top Right, Top Middle, Top Left, and Bottom. Image Alternate Text Use this field to provide an alternate text message for the image if the receiver of the does not have a browser or a network enabled client. Image Location Enter the location of an image to be included within the customer statement. The default value is for no image to be included. Please note that the image must consist of a suitable hyperlink to a valid internet capable server, otherwise no image will appear when the customer opens the attachment to the . Navigation Hyperlink Name Displays the text that is to appear as the main hyperlink back to the original statement front page, where the transaction details are displayed. The default value is Return to Start, however, this can be changed easily by simply overtyping the text. Web Page Link Specify a link to a website of your choice by entering the location into the field. If this field remains blank then no link will appear on the resulting ed statement. Web Page Link Name Enter the text reference that will appear within the attachment for the Web Page Link that has been entered. Salutation The Salutation options provide a choice of greetings to be placed in the body itself, including: Dear, Hi, Hello, and Your Text Choice. If the last option is chosen (Your Text Choice) then a further text field will appear on the screen enabling you to enter the salutation of your choice. Salutation Name The Salutation Name option provides a choice of contact name to be placed in the body itself, including: [Customer Name], Madam, Sir, Sir / Madam, and Your Text Choice. The words enclosed with square brackets will be taken from the relevant customer record. If the last option is chosen (Your Text Choice) then a further text field will appear on the screen enabling you to enter the salutation name of your choice. Banner Window Text This field enables you to input a banner text message to appear at the bottom of every page of the resulting HTML document. The default is for no message to be displayed, in which case the banner window will not appear. This could include any information that may be both interesting and useful to your customers. Title The Title field will be displayed at the head of the ed attachment. The different options included for statements are: Statement for [Customer Name] from [Company Name], Statement for [Customer Name], Statement, and Your 12

13 Text Choice. If the last option is chosen (Your Text Choice) then a further text field will appear on the screen enabling you to enter the title of your choice. Telephone Number Format Relates to the format of how the telephone number for the customer will appear on the front page of the statement, along with contact details. The choices consist of: US Format (XXX) XXX-XXXX, UK Format 1 (XXXXX) XXXXXX, UK Format 2 (XXX) XXXX-XXXX, and Your Text Choice. Include Screens The following options allow additional screens of transaction and contact based information to be included within the physical statement attachment. All of these windows will be available through hyperlink drill-downs once the document has been opened. Contact Details checkbox Include or remove this extra HTML page by either marking or unmarking the checkbox. The default is to have this window displayed upon entry to the Microsoft Dynamics GP >> Microsoft Dynamics GP >> Tools >> Setup >> Sales >> Active Docs. Setup window. Contact Details button This button opens the additional Contact Details setup window. Here it is possible to include additional contact details for your company which will be displayed within the attachment. Select from records already created within Dynamics GP or enter entirely new details. Transaction Details checkbox Mark this option to include an HTML page containing the transaction detail for the attached statement. Transaction Details button This button opens the additional Transaction Detail Setup window. The Profile Name that this window relates to is shown in the Profile Name field. Here it is possible to include or remove extra information about each transaction, which can be accessed through a hyperlink on the Document number itself. To do this, simply remove the tick from the checkbox which currently means that this additional information is going to be included within the sent document. The options include: Document Number, Document Type, Document Amount, Document Due Date, Terms Discount, Document Date, Description, PO Number, Trade Discount, and Items Ordered. Finance Terms checkbox Include or remove this extra HTML page by either marking or unmarking the checkbox. The default is to have this window displayed upon entry to the Microsoft Dynamics GP >> Tools >> Setup >> Sales >> Active Doc. Setup window. Finance Terms button This button opens the additional Finance Terms Setup Window as shown below. The Profile Name that this window relates to is shown in the Profile Name field. Here it is possible to include or remove extra information about the Finance Terms that are extended to the customer account in question. To do this, simply remove the tick from the checkbox which currently means that this additional information is going to be included within the sent document. The additional details that can be displayed include the customer s Credit Limit, Payment Terms and Finance Charge. 13

14 Active Documents User Guide Dynamics GP 2013 Period Overview checkbox This option gives you the option to display an extra page highlighting the outstanding balances. The outstanding balances will be viewed in accordance with the ageing brackets as set up within standard Dynamics GP. Note that if you would like to see the ageing displayed correctly within the ed statement, it is important that you run the standard ageing process. Browse buttons The Browse buttons allow you to move through all of the available Profile Name records in alphabetical order. Notes button Use the Note window to attach, display, or modify a note to a window or a field. Note buttons show whether a note is Header Text Construct a standard message to accompany the statement attachment. Text entered here will appear in the body of the itself on the line immediately after the Salutation chosen. This will enable you to greet and issue other information to your customers. b. Active Documents Preview Save Location Prior to issuing a particular statement profile to a customer it is possible to review an example of how the HTML document is going to appear. The file that is created here must be saved in an HTML format so that this can be viewed accurately. The various fields within this window are identified as follows. Attach File button Click the Attach File folder button in order to select a suitable location to store the HTML preview file. OK button By selecting the OK button, this will create the preview HTML document and save this to your specified location. If the file location entered does not exist, or if the HTML extension is missing from the file name, then a warning message will be displayed. Cancel button The Cancel button closes the window without creating a Preview file. Notes button Use the Note window to attach, display, or modify a note to a window or a field. Note buttons show whether a note is 14

15 c. Active Documents Profile Lookup window Use the Profile Name Lookup to display a list of available Profile names. This will open the Active Documents Profile Lookup window thus enabling an existing Profile to be selected. The various fields within this window are identified as follows. Profile Name scrolling window This scrolling window displays a listing of all available Active Documents Profiles. Notes button Use the Note window to attach, display, or modify a note to a window or a field. Note buttons show whether a note is Select button Use the Select button to choose the Profile Name that is to be recalled. The same result can be achieved by double clicking the mouse on the required line within the scrolling window shown. Cancel Button The Cancel button will close the immediate window without any actions being recorded. d. Contact Details Setup window Here it is possible to include additional contact details for your company which will be displayed within the attachment. Select from records already created within Dynamics GP or enter entirely new details. The various fields within this window are identified as follows. 15

16 Active Documents User Guide Dynamics GP 2013 Profile Name The Profile Name that this window relates to is shown in the Profile Name field. Profile Name Notes button Use the Note window to attach, display, or modify a note to a window or a field. Note buttons show whether a note is Contact Name Enter a Contact Name to be shown within the customer statement. It is also possible to use the Contact Name Lookup to select Contact Details pre-recorded from the Company Setup window. Contact Name lookup Use the Contact Name lookup to select Contact Details pre-recorded from the Company Setup window. Contact Address 1 Contact Address Line 1 for recording your contact details. Address 2 Contact Address Line 2 for recording your additional contact details. Address 3 Contact Address Line 3 for recording your additional contact details. City Enter the City location within this field. 16

17 State Enter the State / County details within this field. Zip Code Enter the desired Zip / Post code here. Telephone Enter your contact Telephone Number here. Address 1 The address entered within this field is shown within the customer statement in accordance with the title entered into the Alias 1 below. For example, where a hyperlink to Sales Manager is entered, then a new will automatically be generated for the address shown in the field below, where this link is selected from within the HTML attachment. Alias 1 Record a reference to be displayed within the customer statement that will automatically create an to the address shown in the Address 1 field above. Address 2 The second address entered within this field is shown within the customer statement in accordance with the title entered into the Alias 2 below. For example, where a hyperlink to Contact Us is entered, then a new will automatically be generated for the address shown in the field below, where this link is selected from within the HTML attachment. Alias 2 Record a reference to be displayed within the customer statement that will automatically create an for the address shown in the Address 2 field above. Contact Web Address An additional option is also given to reference a second website location if required. Here the Web Address Alias, below, will be the hyperlink that is shown within the body of the statement. When the hyperlink is selected, this will then link directly to the Contact Web Address entered in this field. Web Address Alias Record a reference to be displayed within the customer statement that will automatically link directly to the Contact Web Address entered in this field shown above. Screen Title The Screen Title at the bottom of the window can also be amended so that an alternative heading can be recorded if desired. Contact Note Details Enter text that you wish to be displayed on the right hand side of the contact page. 17

18 Active Documents User Guide Dynamics GP 2013 Notes button Use the Note window to attach, display, or modify a note to a window or a field. Note buttons show whether a note is OK button When you are happy with the information that has been entered into the Contact Details window, press OK to record the changes. Clear button Pressing the Clear button will remove all details from the Contact Details window with the exception of the Screen Title ; the formatted Telephone Number and also the http reference within the Contact Web Address field. e. Transaction Detail Setup window Here it is possible to include or remove extra information about each transaction, which can be accessed through a hyperlink on the Document number itself. To do this, simply remove the tick from the checkbox which currently means that this additional information is going to be included within the sent document. Profile Name The Profile Name that this window relates to is shown in the Profile Name field. Include following Data types checkboxes Mark the relevant checkboxes to include the following data types within the Active Documents attachment. The options that can be include within the Active Document include: Document Number, Document Type, Document Amount, Document Due Date, Terms Discount, Document Date, Description, PO Number, Trade Discount, and Items Ordered. Screen Title The Screen Title at the bottom on the window can also be amended so that an alternative heading can be recorded if desired. 18

19 Notes button Use the Note window to attach, display, or modify a note to a window or a field. Note buttons show whether a note is OK button When you are happy with the information that has been entered into the Transactions Detail Setup window, press OK to record the changes. f. Finance Terms Setup window Here it is possible to include or remove extra information about the Finance Terms that are extended to the customer account in question. To do this, simply remove the tick from the checkbox which currently means that this additional information is going to be included within the sent document. The additional details that can be displayed include the customer s Credit Limit, Payment Terms and Finance Charge. Profile Name The Profile Name that this window relates to is shown in the Profile Name field. Include following Data types: Credit Limit checkbox Mark the checkbox in order to display the customer s Credit Limit from the customer card record within standard Dynamics GP; Payment Terms checkbox Mark the checkbox in order to display the customer s Payment Terms from the customer card record within standard Dynamics GP; Finance Charge checkbox Mark the checkbox in order to display the customer s Finance Charges from the customer card record within standard Dynamics GP. 19

20 Active Documents User Guide Dynamics GP 2013 Screen Title The Screen Title at the bottom on the window can also be amended so that an alternative heading can be recorded if desired. Notes button Use the Note window to attach, display, or modify a note to a window or a field. Note buttons show whether a note is OK button When you are happy with the information that has been entered into the Financial Terms Setup window, press OK to record the changes. 4. Statements Sending using Active Documents a. Sales Statement IDs and Active Documents Microsoft Dynamics GP >> Tools >> Routines >> Sales >> Statements (Choose the Statement ID to be issued) Start by either creating or recalling a Statement ID from Microsoft Dynamics GP >> Tools >> Routines >> Sales >> Statements. This can either be a full Statement run that is going to be sent to all customers, or a Statement ID that contains only a selected number of Customer IDs. When the Additional >> Statements option is selected from the menu bar at the top of the window, Active Documents will then produce a listing of all customers that have been included within the original Statement ID record. It is also possible to use the keyboard equivalents Ctrl + M together to open the Active Documents Mailer Sales window. While Active Documents is building the details of the run a progress bar will be shown in the bottom section of the window. Naturally, the amount of time taken to create the details within the Active Documents Mailer Sales window will largely be dependent on the number of customers that have been included within the Statement ID itself. 20

21 b. Active Documents Mailer Sales window Microsoft Dynamics GP >> Tools >> Routines >> Sales >> Statements (Choose the Statements to be issued) >> Additional >> Statements The Active Documents Mailer Sales window can be used to send statements via ; or alternatively print hard copy sales documents for customers that have not been marked to receive their files by . When all of the records have successfully been extracted in to the Active Documents Mailer Sales window it will then be possible to view all customers and identify those who have been set to receive Active Documents and those who have not. Where a tick is currently being displayed within the checkbox then a customer has been set up to receive their sales statements in this fashion. Alternatively, a tick in the Print checkbox will signify that no Active Documents records have been recorded for this specific customer. Whether an individual customer is set to receive or hard copy documents can be determined within the Active Documents Sales Setup window. Please note that where a customer is set to receive any Active Documents then a valid address must also be included within the relevant fields. It is also possible to change the key settings directly from the Active Documents Mailer Sales window such as whether a document is going to be ed or printed, how many of the documents are going to be reproduced and also whether new or Ad-Hoc addresses are to be added in to the send routine. The Expansion button (next to the to tab) will also allow you to link directly to the Active Documents Sales Setup card where new or existing customer card records can be amended. Send button Click the Send button to activate the routine. s will then be generated for all Customer IDs where a tick is showing within the column. An individual plus attachment will then be generated for each address recorded within the fields. Once the Send button is pressed then a Process Indicator is displayed which illustrates how many of the documents have been processed. A report follows this process which displays a full list of all customers included within the statement run and whether an was generated or not. 21

22 Active Documents User Guide Dynamics GP 2013 Print button The Print button can be used to produce hard copy documents for all Customer IDs that have not been marked to receive their Sales Documents via . It is useful to note that the print button will only produce hard copy documents for those Customer IDs marked accordingly. It is possible to change the current print list by using the Mark All buttons or by manually amending the Print checkboxes. Cancel button The Cancel button will close the immediate window without any actions being recorded. Redisplay button Use the Redisplay button to update the current window with any new information that may have been included since the Active Document Mailer Sales window was initially opened. Typically, this could include amended address details that may have been accessed and changed through the Active Documents Sales Setup window. Print button Print a status report of the statement run that is to be produced. Prior to sending the s you will be able to review exactly how many Customer IDs have been marked for generating an and which ones have not. Default Profile Name Recall the Profile that is required from the available listing. Each Profile could consist of a variety of different statement styles, which could potentially be used for all clients or even specific customer accounts. Profile Name lookup Use the Profile Name Lookup to display a list of available Sales Statement Profile names. This will open the Active Documents Profile Lookup enabling an existing Profile to be selected. Profile Name Notes button Use the Note window to attach, display, or modify a note to a window or a field. Note buttons show whether a note is Override Card Profile checkbox This defaults to unchecked. If unchecked then any customers who have an attached profile at card level, will use that profile. If checked, then the default profile will always be used regardless if the customer has a profile or not. Statement ID This is the Statement ID linked to the profile setup. Display The main Display bar allows the details within the scrolling window to be shown in terms of All, Unmarked and Marked Customer IDs: All The All radio button changes the current view to show All Customer IDs included within the Active Documents Send window, regardless of whether they are marked to receive an copy of their statement; 22

23 Marked The Marked radio button changes the current view to only show those Customer IDs that have been Marked to receive an or print copy of their statement; Unmarked The Unmarked radio button changes the current view to only show those Customer IDs that are Unmarked in either the or print columns. Mark All button Click the Mark All button to include a tick against all checkboxes in the Print column and all currently unmarked checkboxes where an address is displayed. Unmark All button Click the Unmark All button to remove all previously marked checkboxes in both the and Print columns. Customer ID field This field within the scrolling window displays a list of all Customer IDs that have been taken directly from the Statement ID record previously accessed through Microsoft Dynamics GP >> Tools >> Routines >> Sales >> Statements. A hyperlink to the Customer Card is also available. To The To field displays a record of addresses that have previously been recorded within the Active Documents Sales Setup window. To expansion The Expansion button will take you directly to the Active Documents Sales Setup window where Active Documents records can be amended. Prior to selecting the expansion button it is necessary to first ensure that either the or Print checkbox is shadowed against the required Customer ID. This can be achieved by clicking on the checkbox. checkbox The checkbox will initially default from details recorded within the Active Documents Sales Setup window where customers can be marked to receive Active Documents. A tick showing in the checkbox will mean that an is automatically generated for the Customer IDs that have been marked to receive document when the Send button is activated. Print checkbox The Print checkbox will automatically be checked for all Customer IDs where no Active Documents details have been recorded within the Active Documents Sales Setup window. A tick showing in the Print checkbox will mean that a hard copy document is automatically generated for the Customer IDs that have not been marked to receive the documents via . Cc The Cc field displays a record of addresses that have previously been recorded within the Active Documents Sales Setup window. 23

24 Active Documents User Guide Dynamics GP 2013 Bcc The Bcc field displays a record of addresses that have previously been recorded within the Active Documents Sales Setup window. Ad-Hoc Use the Ad-Hoc field to add in on-the-fly details any other persons that might require a copy of the Active Documents. For example, this could be an Account Manager. The Ad-Hoc details are not stored within the window or the Active Documents Sales Setup window. Hide and Show buttons Use the Hide and Show buttons to expand or collapse the view. Notes button Use the Note window to attach, display, or modify a note to a window or a field. Note buttons show whether a note is Process Indicator While the build is running, the status bar will display the progress that has been made. 5. Statement Reports a. Available Sales Statement Reports Reports >> Sales >> Active Doc. Reports It is possible to produce three different types of Active Documents reports for the Sales Statements that may have been sent via . The report options here include: Sales Reports This report can be built to show details of all sales statement s that have been generated historically. Here it is also possible to restrict the report by Customer ID, Sent Date and Customer Class ; Sales Reprints Each time s are generated using Active Documents a unique reference, or identifier, is given to each build that is created. While this reference is not visibly shown at the point of generating the s, it is however possible to return and review the documents created each time the Send operation has been run. These Reprint reports are essentially copies of the send information that is attached to each run; Sales Enabled The Sales Enabled report option will provide you with a list of all customers that have, and have not, been set to receive their Sales statements via . This information is taken from the Active Documents Sales Setup window. All addresses included within the setup window will also be displayed within the report. 24

25 b. Choosing your Active Documents Sales Statement Reports Reports >> Sales >> Active Doc. Reports The Active Documents Sales Report Options are available from the Reports drop down list at the top of the window and include Sales Reports, Sales Reprints and Sales Enabled. When the window is first opened then the default report is automatically set to show Purchasing Reports. All other report options will be available within the drop down list regardless of the original series that was selected. Once the chosen report type has been selected from the drop down list any previously created reports of this same type will automatically be listed within the Options field. The report Options which are listed here by name can be amended by first selecting the required report from the list and clicking on the Modify button. Alternatively, they can be added immediately in to the current Print List using the Insert button. To remove a report from the Print List simply highlight the report Option in the print list pane and click on the Remove button. It is also possible to build a new report of the type selected by clicking on the New button at the bottom of the window. This will then take you to the appropriate report option window so that the restriction details can be included. Clear button The Clear button clears all fields in the window without saving any changes. Print button The report Options that have been inserted in to the Print List pane can be printed directly from the Active Documents Report window by clicking the Print button. Reports drop down list Select the type of Report that is required from the drop down list. The available options include: Sales Report, Sales Reprints, and Sales Enabled report. Options All currently stored reports that match the Report type showing within the drop down list will be displayed within the Options pane. Change the list of reports shown here by selecting a different Report type from the drop down list. Print list The Print List pane displays each report Option that can be printed directly from the Active Documents Reports window. These reports can be manually added in to the Print List pane by first selecting them from the Options pane and then by clicking on the Insert button. 25

26 Active Documents User Guide Dynamics GP 2013 Insert button Once a report Option has been selected from the Options pane then it is possible to add this report directly in to the Print List using the Insert button. Remove button To remove an Option from the current Print List then first select the required Option(s) from the Print List and click the Remove button. Once a report has been removed from the Print List pane then this report will no longer be printed when the Print button is activated. New button Use the New button to create a completely new report for the type that is currently displayed within the Report drop down list. Modify button The Modify button can be used to amend an existing report Option. First select the required Option from the available list and then click the Modify button to make changes. Notes button Use the Note window to attach, display, or modify a note to a window or a field. Note buttons show whether a note is c. Active Documents Sales Reports Reports >> Sales >> Active Doc. Reports >> Option: Sales Reports >> [New or Modify] This report can be built to show details of all sales statement s that have been generated historically. Here it is also possible to restrict the report by Customer ID, Sent Date and Customer Class. Save button Use the Save button to record all of the entries within the window. Once the Save operation has been run then the window will automatically be cleared down. It is then possible to either select the same report Option again, or build a completely new one by simply typing in the new report name within the Option field. 26

27 Clear button The Clear button clears all fields in the window without saving any changes. Delete button The Delete button permanently removes the currently displayed record from within Dynamics GP. Print button Use the Print button to create a copy of the report details included within the window. The location of the report itself can also be determined using the Destination button. Option The Option field displays the name of the Sales Report that is currently being reviewed. It is also possible to select from any other available Sales Report by choosing the Option reference from the drop down list provided. Report The Report title field identifies the type of report that is currently being reviewed. Report Data The Report Data option contains a reference to all of the unique Identification Numbers that have been assigned to each sales statement run generated using Active Documents. Please note that this feature is only activated when the Sales Reprints report type is selected. Report Data lookup Use the Report Data lookup to view a list of all the unique Identification Numbers that have been assigned to each sales statement run generated using Active Documents. Please note that this feature is only activated when the Sales Reprints report type is selected. Ranges drop down list Use the Range drop down list to select the relevant criteria that are to be applied against the report option being created. These options include: Sent Date, Customer ID, and Customer Class. It is possible to include a selection from each of the available ranges; however it is not possible to insert multiple selections from within the same range. From Enter the first restriction that is to be used in creating the Sales Report. It should be noted that the From field will also be dependant upon the selection made within the Ranges option. For example, if Customer ID is chosen within the Range field then a list of Customer ID references will be available for selection. The relevant options will also be displayed in accordance with the Sent Date and Customer Class options. From lookup Click on the From lookup to select from the suitable report restriction. To Enter the last restriction that is to be used in creating the Sales Report. It should be noted that the To field will also be dependant upon the selection made within the Ranges option. For example, if Customer ID is chosen within the Range field then a list of Customer ID references will be available for selection. The relevant options will also be displayed in accordance with the Sent Date and Customer Class options. 27

28 Active Documents User Guide Dynamics GP 2013 To lookup Click on the To lookup to select from the suitable report restriction. Restrictions The Restrictions pane indicates all of the reporting criteria that have been included within the current report Option. This pane will clearly display all the different From and To selections for each of the Ranges that have been added in to the report. Insert button Once you have completed the Range, From and To fields next click the Insert button to include the restrictions into the report Option being created. Remove button To remove a previously defined range from the Restrictions pane, first highlight the required text from within the Restrictions pane itself and then click the Remove button. This will permanently remove the range from the report. Destination button Use the Destination button to select the print destination of the report Option. This includes the standard print to Screen, Printer or File options. Notes button Use the Note window to attach, display, or modify a note to a window or a field. Note buttons show whether a note is d. Active Documents Sales Reprints Reports >> Sales >> Active Doc. Reports >> Option: Sales Reprints >> [New or Modify] Each time s are generated using Active Documents a unique reference, or identifier, is given to each build that is created. While this reference is not visibly shown at the point of generating the s, it is however possible to return and review the documents created each time the Send operation has been run. These Reprint reports are essentially copies of the send information that is attached to each run. It is suggested that the Date will be a key field for helping to identify sales statement reports that have already been generated for your customers. 28

29 Save button Use the Save button to record all of the entries within the window. Once the Save operation has been run then the window will automatically be cleared down. It is then possible to either select the same report Option again, or build a completely new one by simply typing in the new report name within the Option field. Clear button The Clear button clears all fields in the window without saving any changes. Delete button The Delete button permanently removes the currently displayed record from within Dynamics GP. Print button Use the Print button to create a copy of the report details included within the window. The location of the report itself can also be determined using the Destination button. Option The Option field displays the name of the Sales Reprint that is currently being reviewed. It is also possible to select from any other available Sales Reprints by choosing the Option reference from the drop down list provided. Report The Report title field identifies the type of report that is currently being reviewed. Report Data The Report Data option contains a reference to all of the unique Identification Numbers that have been assigned to each sales statement run generated using Active Documents. Please note that this feature is only activated when the Sales Reprints report type is selected. Report Data lookup Use the Report Data Lookup to view a list of all the unique Identification Numbers that have been assigned to each sales statement run generated using Active Documents. Please note that this feature is only activated when the Sales Reprints report type is selected. 29

30 Active Documents User Guide Dynamics GP 2013 Ranges drop down list Use the Range drop down list to select the relevant criteria that are to be applied against the report option being created. This field is not available within the Sales Reprint report type. From Enter the first restriction that is to be used in creating the report. This field is not available within the Sales Reprint report type. From lookup Click on the From Lookup to select from the suitable report restriction. This field is not available within the Sales Reprint report type. To Enter the last restriction that is to be used in creating the report. This field is not available within the Sales Reprint report type. To lookup Click on the To Lookup to select from the suitable report restriction. This field is not available within the Sales Reprint report type. Restrictions The Restrictions pane indicates all of the reporting criteria that have been included within the current report Option. This field is not available within the Sales Reprint report type. Insert button Once you have completed the Range, From and To fields next click the Insert button to include the restrictions into the report Option being created. This field is not available within the Sales Reprint report type. Remove button To remove a previously defined range from the Restrictions pane, first highlight the required text from within the Restrictions pane itself and then click the Remove button. This will permanently remove the range from the report. This field is not available within the Sales Reprint report type. Destination button Us the Destination button to select the print destination of the report Option. This includes the standard print to Screen, Printer or File options. Notes button Use the Note window to attach, display, or modify a note to a window or a field. Note buttons show whether a note is 30

31 e. Active Documents Sales Reprints Report Data Lookup window Reports >> Sales >> Active Doc. Reports >> Option: Sales Reprints >> [New or Modify] >> Report Data Lookup The Active Documents Reprint Lookup window maintains a listing of all sales statements generated using Active Documents. Each time s are generated a unique reference, or identifier, is given to each build that is created. It is suggested that the Date will be a key field for helping to identify sales statement reports that have already been generated for your customers. Date Range The Date Range option allows you to restrict the current view within the Active Documents Reprint Lookup window. Once the new Date Range has been selected then the Redisplay button should be used to refresh the screen. All radio button The default setting is All when entering the window and therefore all Sales Reprint references will initially be listed within scrolling window. From radio button The From radio button will allow you define the data currently showing within the scrolling window. From drop down list Select the date type that is going to be used as the first, or From date within the restriction. Available options include: Enter Date, Current Date, Beginning of Month, End of Month, Beginning of Period, End of Period, Beginning of Previous Period, End of Previous Period, Beginning of Calendar Quarter, End of Calendar Quarter, Start of Calendar Year, and End of Calendar year. To drop down list Select the date type that is going to be used as the last, or To date within the restriction. Available options include: Enter Date, Current Date, Beginning of Month, End of Month, Beginning of Period, End of Period, Beginning of Previous Period, End of Previous Period, Beginning of Calendar Quarter, End of Calendar Quarter, Start of Calendar Year, and End of Calendar year. 31

32 Active Documents User Guide Dynamics GP 2013 Reprint Lookup scrolling window The scrolling window holds details of all the sales statement records that have been processed using Active Documents. Each of the runs processed show exactly which Customer IDs were included within the operation and how many were to receive their documents via . It is possible to reprint details for all of the records shown, however, only one selection can be made within each report. Profile Name This field displays the Active Documents Sales Profile that was used when the sales statement were sent using Active Documents. Statement ID Here the Statement ID within Microsoft Great Pains that the Active Documents Profile was attached to is shown. Date The Date field within the scrolling window shows the date that the run was generated within Dynamics GP. Identifier The Identifier is the unique reference number that is attached to each batch that is created within Active Documents. This reference number is not displayed at the time of the send and is maintained within the Active Documents records simply to retain a record of the s that have been generated. Notes button Use the Note window to attach, display, or modify a note to a window or a field. Note buttons show whether a note is Select button Ensure that the entry to be included within the report Option has first been highlighted and then press the Select button to include this record. Redisplay button Use the Redisplay button to refresh the details within the scrolling window where the Date Range is amended. Cancel button The Cancel button closes the window without saving any records. f. Active Documents Sales Enabled Reports >> Sales >> Active Doc. Reports >> Option: Sales Enabled >> [New or Modify] The Enabled report option will provide you with a list of all customers that have, and have not, been set to receive their Sales statements via . This information is taken from the Active Documents Sales Setup window. All addresses included within the setup window will also be displayed within the report. 32

33 Save button Use the Save button to record all of the entries within the window. Once the Save operation has been run then the window will automatically be cleared down. It is then possible to either select the same report Option again, or build a completely new one by simply typing in the new report name within the Option field. Clear button The Clear button clears all fields in the window without saving any changes. Delete button The Delete button permanently removes the currently displayed record from within Dynamics GP. Print button Use the Print button to create a copy of the report details included within the window. The location of the report itself can also be determined using the Destination button. Option The Option field displays the name of the Sales Enabled report that is currently being reviewed. It is also possible to select from any other available Sales Enabled report by choosing the Option reference from the drop down list provided. Report The Report title field identifies the type of report that is currently being reviewed. Report Data The Report Data option contains a reference to all of the unique Identification Numbers that have been assigned to each sales statement run generated using Active Documents. Please note that this feature is only activated when the Sales Reprints report type is selected. Report Data lookup Use the Report Data lookup to view a list of all the unique Identification Numbers that have been assigned to each sales statement run generated using Active Documents. Please note that this feature is only activated when the Sales Reprints report type is selected. 33

34 Active Documents User Guide Dynamics GP 2013 Ranges drop down list Use the Range drop down list to select the relevant criteria that are to be applied against the report option being created. These options include Customer ID and Customer Class. It is possible to include a selection from each of the available ranges, however it is not possible to insert multiple selections from within the same range. From Enter the first restriction that is to be used in creating the Sales Enabled report. It should be noted that the From field will also be dependant upon the selection made within the Ranges option. For example, if Customer ID is chosen within the Range field then a list of Customer ID references will be available for selection. The relevant options will also be displayed in accordance with the Customer Class option. From lookup Click on the From Lookup to select from the suitable report restriction. To Enter the last restriction that is to be used in creating the Sales Enabled report. It should be noted that the To field will also be dependant upon the selection made within the Ranges option. For example, if Customer ID is chosen within the Range field then a list of Customer ID references will be available for selection. The relevant options will also be displayed in accordance with the Customer Class option. To lookup Click on the To Lookup to select from the suitable report restriction. Restrictions The Restrictions pane indicates all of the reporting criteria that have been included within the current report Option. This pane will clearly display all the different From and To selections for each of the Ranges that have been added in to the report. Insert button Once you have completed the Range, From and To fields next click the Insert button to include the restrictions into the report Option being created. Remove button To remove a previously defined range from the Restrictions pane, first highlight the required text from within the Restrictions pane itself and then click the Remove button. This will permanently remove the range from the report. Destination button Use the Destination button to select the print destination of the report Option. This includes the standard print to Screen, Printer or File options. Notes button Use the Note window to attach, display, or modify a note to a window or a field. Note buttons show whether a note is 34

35 6. Remittance Advices Setup a. Building the Purchase Remittance Profiles in Detail Microsoft Dynamics GP >> Tools >> Setup >> Purchasing >> Active Doc. Setup The Active Documents Setup window is where the Vendor Remittance Profiles can initially be created with a variety of different styles and formats. Vendor remittance documents are very similar in set up and design to the statements option previously detailed. Once again it is possible to customise the documents that are to be sent to your vendors and also include a standard text message to accompany the attachment. Essentially, you can create as many different Remittance Profiles as required, each with their own unique characteristics. For example, you can select different colours, font faces and a company logo if required. Each of the available fields can be located within the help files and also in this User Guide. Save button Use the Save button to record all of the entries within the window. Once the Save operation has been run then the window will automatically be cleared down. Clear button The Clear button clears all fields in the window without saving any changes. Delete button The Delete button permanently removes the currently displayed record from within Dynamics GP. Preview button Prior to issuing a particular remittance advice to a vendor it is possible to review an example of how the HTML document is going to appear. The file that is created here must be saved in an HTML format so that this can be viewed accurately. 35

36 Active Documents User Guide Dynamics GP 2013 Print button Use the Print Icon to create a report that illustrates all of the setup information within the Active Documents Setup window. Profile Name field Create a name for the Profile that is being built within this field. Each Profile could consist of a variety of different styles, which could potentially be used for all vendors, or even specific vendor accounts. Note that it will not be possible to save any records in this window until a name is first entered in the Profile field. Profile Name lookup Use the Profile Name lookup to display a list of available Profile names. This will open the Active Documents Profile Lookup window thus enabling an existing Profile to be selected. Profile Name Notes button Use the Note window to attach, display, or modify a note to a window or a field. Note buttons show whether a note is Setup HTML Options The following options within the Active Documents Setup window will allow you to construct the layout of the remittance that is to be used when ing your vendors. The vendor remittances can then be mailed directly from within Dynamics GP. Background Colour Use this option to sets the background colour for the HTML . The default value is White, although, options include: Black, Blue, Brown, Green, Orange, Purple, Red, and Yellow. A Colour code choice is also available where HEX colours can be entered in to the setup window. Font Colour Choose the font colour for the entire HTML . The default value is Black. Exclusions to this rule only include debit amounts which are shown as red. Note that if the background colour selected is red then these negative figures will automatically become white. Options available include: Black, Blue, Brown, Green, Orange, Purple, Red, and Yellow. A Colour code choice is also available where HEX colours can be entered in to the setup window. Font Face This option controls the default font face for the entire HTML . The default value is Arial. It should be noted that the product does not carry copies of the fonts available for selection with it. Equally it is possible that the end Vendor who receives the may not carry a copy of the selected font. In both cases standard HTML browser protocol (as supported by Internet Explorer and Netscape) will utilise a standard font. Font choices will include: Arial Black, Verdana, Georgia, Garamond, Microsoft Sans Serif, Times New Roman, and Courier. Font Size Sets up the default document font size. The default value is 2 with choices between 1 and 4. The Font sizes available are standard HTML font sizes and not system specific, for example Microsoft Word font sizes which begin at 8. 36

37 Column Header Colour Select the Column Header Colour for the entire HTML attachment. Options available include: Black, Blue, Brown, Green, Orange, Purple, Red, and Yellow. A Colour code choice is also available where HEX colours can be entered in to the setup window. Image Placement This field allows you to select where the company logo or image is to appear within the document. Options available include: Top Right, Top Middle, Top Left, and Bottom. Image Alternate Text Use this field to provide an alternate text message for the image if the receiver of the does not have a browser or a network enabled client. Image Location Enter the location of an image to be included within the vendor remittance. The default value is for no image to be included. Please note that the image must consist of a suitable hyperlink to a valid internet capable server, otherwise no image will appear when the vendor opens the attachment to the . Navigation Hyperlink Name Displays the text that is to appear as the main Hyperlink back to the original remittance front page, where the transaction details are displayed. The default value is Return to Start, however, this can be changed easily by simply overtyping the text. Web Page Link Specify a link to a website of your choice by entering the location into the field. If this field remains blank then no link will appear on the resulting ed remittance. Web Page Link Name Enter the text reference that will appear within the attachment for the Web Page Link that has been entered. Salutation The Salutation option provides a choice of greetings to be placed in the body itself, including: Dear, Hi, Hello, and Your Text Choice. If the last option is chosen (Your Text Choice) then a further text field will appear on the screen enabling you to enter the salutation of your choice. Salutation Name The Salutation Name option provides a choice of contact names to be placed in the body itself, including: [Vendor Name], Madam, Sir, Sir / Madam, and Your Text Choice. The words enclosed with square brackets will be taken from the relevant vendor record. If the last option is chosen (Your Text Choice) then a further text field will appear on the screen enabling you to enter the salutation name of your choice. Banner Window Text This field enables you to input a banner text message to appear at the bottom of every page of the resulting HTML document. The default is for no message to be displayed, in which case the banner window will not appear. This could include any information that may be both interesting and useful to your vendors. 37

38 Active Documents User Guide Dynamics GP Title The Title field will be displayed at the head of the ed attachment. The different options included for remittances are: Remittance for [Vendor Name] from [Company Name], Remittance for [Vendor Name], Remittance, and Your Text Choice. If the last option is chosen (Your Text Choice) then a further text field will appear on the screen enabling you to enter the title of your choice. Telephone Number Format Relates to the format of how the telephone number for the vendor will appear on the front page of the remittance, along with contact details. The choices consist of: US Format (XXX) XXX-XXXX, UK Format 1 (XXXXX) XXXXXX, UK Format 2 (XXX) XXXX-XXXX, and Your Text Choice. Include Screens The following options allow additional screens of transaction and contact based information to be included within the physical remittance attachment. All of these windows will be available through Hyperlink drill-downs once the document has been accessed. Include Contact Details checkbox Include or remove this extra HTML page by either marking or unmarking the checkbox. The default is to have this window displayed upon entry to the Microsoft Dynamics GP >> Tools >> Setup >> Purchasing >> Active Docs. Setup window. Contact Details button This button opens the additional Contact Details setup window. Here it is possible to include additional contact details for your company which will be displayed within the attachment. Select from records already created within Dynamics GPor enter entirely new details. Include Transaction Details checkbox Include or remove this extra HTML page by either marking or unmarking the checkbox. The default is to have this window displayed upon entry to the Microsoft Dynamics GP >> Tools >> Setup >> Purchasing >> Active Docs. Setup window. Transaction Details button This button opens the additional Transaction Detail Setup window. The Profile Name that this window relates to is shown in the Profile Name field. Here it is possible to include or remove extra information about each transaction, which can be accessed through a hyperlink on the Document number itself. To do this, simply remove the tick from the checkbox which currently means that this additional information is going to be included within the sent document. The options include: Document Number, Document Type, Document Amount, Terms Discount, Document Date, Description, PO Number, Terms Discount Percentage, and Items Ordered. See Browse buttons The Browse buttons allow you to move through all of the available Profile Name records in alphabetical order. Notes button Use the Note window to attach, display, or modify a note to a window or a field. Note buttons show whether a note is 38

39 Header Text Construct a standard message to accompany the remittance advice attachment. Text entered here will appear in the body of the itself on the line immediately after the Salutation chosen. This will enable you to greet and issue other information to your vendors. b. Active Documents Preview Save Location window Prior to issuing a particular remittance advice profile to a vendor it is possible to review an example of how the HTML document is going to appear. The file that is created here must be saved in an HTML format so that this can be viewed accurately. The various fields within this window are identified as follows. Save Preview HTML file at folder button Click the Save Preview HTML file at folder button in order to select a suitable location to store the HTML preview file. OK button By selecting the OK button, this will create the preview HTML document and save this to your specified location. If the file location entered does not exist, or if the HTML extension is missing from the file name, then a warning message will be displayed. Cancel button The Cancel button closed the window without creating a Preview file. Notes button Use the Note window to attach, display, or modify a note to a window or a field. Note buttons show whether a note is c. Active Documents Profile Lookup window Use the Profile Name Lookup window to display a list of available Profile names. This will open the Active Documents Profile Lookup enabling an existing Profile to be selected. The various fields within this window are identified as follows. 39

40 Active Documents User Guide Dynamics GP 2013 Profile Name scrolling window This scrolling window displays a listing of all available Active Documents Profiles. Notes button Use the Note window to attach, display, or modify a note to a window or a field. Note buttons show whether a note is Select button Use the Select button to choose the Profile Name that is to be recalled. The same result can be achieved by double clicking the mouse on the required line within the scrolling window shown. Cancel button The Cancel button will close the immediate window without any actions being recorded. d. Contact Details Setup window Here it is possible to include additional contact details for your company which will be displayed within the attachment. Select from records already created within Dynamics GP or enter entirely new details. The various fields within this window are identified as follows. 40

41 Profile Name The Profile Name that this window relates to is shown in the Profile Name field. Profile Name Notes button Use the Note window to attach, display, or modify a note to a window or a field. Note buttons show whether a note is Contact Name Enter a Contact Name to be shown within the vendor remittance. It is also possible to use the Contact Name Lookup to select Contact Details pre-recorded from the Company Setup window. Contact Name lookup Use the Contact Name lookup to select Contact Details pre-recorded from the Company Setup window. Contact Address 1 Contact Address line 1 for recording your contact details. Address 2 Contact Address line 2 for recording your additional contact details. Address 3 Contact Address line 3 for recording your additional contact details. City Enter the City location within this field. 41

42 Active Documents User Guide Dynamics GP 2013 State Enter the State details within this field. Zip Code Enter the desired Zip Code here. Telephone Enter your contact Telephone Number here. Address 1 The address entered within this field is shown within the remittance advice in accordance with the title entered in to the Alias 1 below. For example, where a hyperlink to Questions and Comments is entered, then a new will automatically be generated for the address shown in the field below, where this link is selected from within the HTML attachment. Alias 1 Record a reference to be displayed within the remittance advice that will automatically create an for the address shown in the Address 1 field above. Address 2 The second address entered within this field is shown within the remittance advice in accordance with the title entered in to the Alias 2 below. For example, where a hyperlink to Contact Us is entered, then a new will automatically be generated for the address shown in the field below, where this link is selected from within the HTML attachment. Alias 2 Record a reference to be displayed within the remittance advice that will automatically create an for the address shown in the Address 2 field above. Contact Web Address An additional option is also given to reference a second website location if required. Here the Web Address Alias, below, will be the hyperlink that is shown within the body of the remittance. When the hyperlink is selected, this will then link directly to the Contact Web Address entered in this field. Web Address Alias Record a reference to be displayed within the remittance advice that will automatically link directly to the Contact Web Address entered in this field shown above. Screen Title The Screen Title at the bottom on the window, currently showing as Contact Details, can also be amended so that an alternative heading can be recorded if desired. Contact Note Details Enter text that you wish to be displayed on the right hand side of the contact page. 42

43 Notes button Use the Note window to attach, display, or modify a note to a window or a field. Note buttons show whether a note is OK button When you are happy with the information that has been entered into the Contact Details window, press OK to record the changes. Clear button Pressing the Clear button will remove all details from the Contact Details window with the exception of the Screen Title ; the formatted Telephone Number and also the http reference within the Contact Web Address field. e. Transaction Detail Setup window Here it is possible to include or remove extra information about each transaction, which can be accessed through a Hyperlink on the Document number itself. To do this, simply remove the tick from the checkbox which currently means that this additional information is going to be included within the sent document. Profile Name The Profile Name that this window relates to is shown in the Profile Name field. Include following Data types Checkboxes Mark the relevant checkboxes to include the following data types within the Active Documents attachment. The options include: Document Number, Document Type, Document Amount, Terms Discount, Document Date, Description, PO Number, Terms Discount Percentage, and Items Ordered. Screen Title The Screen Title at the bottom on the window can also be amended so that an alternative heading can be recorded if desired. 43

44 Active Documents User Guide Dynamics GP 2013 Notes button Use the Note window to attach, display, or modify a note to a window or a field. Note buttons show whether a note is OK button When you are happy with the information that has been entered into the Transactions Detail Setup window, press OK to record the changes. 7. Remittances Advices Sending using Active Documents a. Active Documents Mailer Purchasing window Microsoft Dynamics GP >> Tools >> Routines >> Purchasing >> Active Docs Send The Active Documents Mailer Purchasing window can be used to send multiple remittance advice documents for each historical payment run that processed within Dynamics GP. Once the Profile Name and Audit Trail reference have been selected then it is possible to either or print the remittance documents that have been included within the window. The Send button will activate the process and generate the documents for the selected vendors while the Print button will produce hard copy documents for all vendors that have been marked accordingly. It is possible to send these documents as many times as required and also to as many different vendors that are showing within the window. Send button Click the Send button to activate the routine. s will then be generated for all Creditor IDs where a tick is showing within the column. An individual plus attachment will then be generated for each address recorded within the fields. Once the Send button is pressed then a Process Indicator is displayed which illustrates how many of the documents have been processed. A report follows this process which displays a full list of all creditors included within the remittance run and whether an was generated or not. 44

45 Print button The Print button can be used to produce hard copy documents for all Creditor IDs that have not been marked to receive their Purchasing Documents via . It is useful to note that the print button will only produce hard copy documents for those Creditor IDs marked accordingly. It is possible to change the current print list by using the Mark All buttons or by manually amending the Print checkboxes. Cancel button The Cancel button will close the immediate window without any actions being recorded. Redisplay button Use the Redisplay button to update the current window with any new information that may have been included since the Active Document Mailer Purchasing window was initially opened. Typically, this could include amended address details that may have been accessed and changed through the Active Documents Purchasing Setup window. Print button Print a status report of the remittance run that is to be produced. Prior to sending the s you will be able to review exactly how many Creditor IDs have been marked for generating an and which ones have not. Profile Name Recall the Profile that is required from the available listing. Each Profile could consist of a variety of different remittance styles, which could potentially be used for all clients or even specific creditor accounts. Default Profile Name lookup Use the Profile Name lookup to display a list of available Purchasing Remittance Profile names. This will open the Active Documents Profile Lookup enabling an existing Profile to be selected. Profile Name Notes button Use the Note window to attach, display, or modify a note to a window or a field. Note buttons show whether a note is Audit Trail The Audit Trail displays the reference number of the payments batch that has been selected for use with Active Documents. All of the payments made within the audit trail will then be available within the current view for ing to your creditors. Audit Trail lookup Use the Audit Trail lookup to review and select from a full listing of audit trail codes that relate specifically to payment runs that have been made within Dynamics GP. Override Card Profile This defaults to unchecked. If unchecked then any customers who have an attached profile at card level, will use that profile. If checked, then the default profile will always be used regardless if the customer has a profile or not. Display The main Display bar allows the details within the scrolling window to be shown in terms of All, Unmarked and Marked Creditor IDs. 45

46 Active Documents User Guide Dynamics GP 2013 All Radio button The All radio button changes the current view to show All Creditor IDs included within the Active Documents Send window, regardless of whether they are marked to receive an copy of their remittance. Marked radio button The Marked radio button changes the current view to only show those Creditor IDs that have been Marked to receive an or print copy of their remittance. Unmarked The Unmarked radio button changes the current view to only show those Creditor IDs that are Unmarked in either the or print columns. Mark All button Click the Mark All button to include a tick against all checkboxes in the Print column and all currently unmarked checkboxes where an address is displayed. Unmark All button Click the Unmark All button to remove all previously marked checkboxes in both the and Print columns. Creditor ID field This field within the scrolling window displays a list of all Creditor IDs that have been taken directly from the Audit Trail details. A hyperlink to the Vendor Card is also available. To The To field displays a record of addresses that have previously been recorded within the Active Documents Purchasing Setup window. To Expansion The Expansion button will take you directly to the Active Documents Purchasing Setup window where Active Documents records can be amended. Prior to selecting the expansion button it is necessary to first ensure that either the or Print checkbox is shadowed against the required Creditor ID. This can be achieved by clicking on the checkbox. checkbox The checkbox will initially default from details recorded within the Active Documents Purchasing Setup window where vendors can be marked to receive Active Documents. A tick showing in the checkbox will mean that an is automatically generated for the Creditor IDs that have been marked to receive document when the Send button is activated. Print checkbox The Print checkbox will automatically be checked for all Creditor IDs where no Active Documents details have been recorded within the Active Documents Purchasing Setup window. A tick showing in the Print checkbox will mean that a hard copy document is automatically generated for the Creditor IDs that have not been marked to receive the documents via . 46

47 Cc The Cc field displays a record of addresses that have previously been recorded within the Active Documents Purchasing Setup window. Bcc The Bcc field displays a record of addresses that have previously been recorded within the Active Documents Purchasing Setup window. Ad-Hoc Use the Ad-Hoc field to add in on-the-fly details any other persons that might require a copy of the Active Documents. For example, this could be an Account Manager. The Ad-Hoc details are not stored within the window or the Active Documents Purchasing Setup window. Hide and Show buttons Use the Hide and Show buttons to expand or collapse the view. Notes button Use the Note window to attach, display, or modify a note to a window or a field. Note buttons show whether a note is Process Indicator While the build is running, the status bar will display the progress that has been made. b. Active Documents Audit Trail Lookup window The Active Documents Audit Trail Lookup window displays records of all payment runs that have been generated within Dynamics GP. This information is initially displayed in GL Posting Date order however the Date Range options have been included to help pinpoint the Audit Trail Codes for a specific accounting period or date. In order to change the records viewed in the scrolling window simply select the From and To date options and restrict the view accordingly. The options within the From and To drop down lists include: Enter Date, Current Date, Beginning of Month, End of Month, Beginning of Period, End of Period, Beginning of Previous Month, and End of Previous Month. Other information illustrated in this window includes the Audit Trail Code reference and Batch Number. Utilise the Audit Trail Code hyperlink to view exact details of all payments that have been included within the batch by first selecting a record from within the scrolling window and then clicking on the link. This will automatically take you to the Active Documents Audit Trail Code Zoom window It is also possible to use the Hide and Show buttons to reveal additional batch related information such as the Batch Description field, if one has been entered at the time of posting. Ultimately, the record that is selected within this window will then be pushed through into the Active Documents Mail window, with the option to send an to each vendor included within the listing. 47

48 Active Documents User Guide Dynamics GP 2013 Date Range The Date Range option allows you to restrict the view within the Active Documents Audit Trail Lookup window so that only entries made for a specific period are displayed. The records are currently displayed within the window by GL Posting Date. All The Default setting when entering the window is to display All Audit Trail Codes included within the Active Documents Audit Trail Lookup window. From drop down list Select the type of date restriction that is going to be used as the first, or From date within the restriction. Available options include: Enter Date, Current Date, Beginning of Month, End of Month, Beginning of Period, End of Period, Beginning of Previous Period, End of Previous Period, Beginning of Calendar Quarter, End of Calendar Quarter, Start of Calendar Year, and End of Calendar year. To Drop Down list Select the type of date restriction that is going to be used as the second, or To date within the restriction. Available options include: Enter Date, Current Date, Beginning of Month, End of Month, Beginning of Period, End of Period, Beginning of Previous Period, End of Previous Period, Beginning of Calendar Quarter, End of Calendar Quarter, Start of Calendar Year, and End of Calendar year. Audit Trail Code hyperlink Select an Audit Trail reference from within the scrolling window and then click on the Audit Trail Code Zoom. This allows you to review details of all vendors included with the payment run that has been selected. 48

49 Batch Number This field displays the Batch Number reference recorded at the time of posting. GL Posting Date This field displays the GL Posting Date of the payment that has been made. Batch Description The Batch Description for the Audit Trail Code documents are shown within this field. Hide and Show buttons Use the Hide and Show buttons to expand or collapse the view. Notes button Use the Note window to attach, display, or modify a note to a window or a field. Note buttons show whether a note is Select button Once the Audit Trail Code reference that you would like to use within the Active Documents Send process has been located, highlight the required line and then click select. This will transfer these payment records through to the Active Documents Mailer Purchasing window where remittance advices can then either be ed or reprinted. Redisplay button The Redisplay button resets the records shown within the Active Documents Audit Trail Lookup window. This could be used when the Date Range is changed. Cancel button The Cancel button will close the immediate window without any actions being recorded. c. Active Documents Audit Trail Code Zoom window The Active Documents Audit Trail Code zoom window displays a detailed record of all payments transactions that have been included within the selected Audit Trail Code record. The window will display the unique Vendor IDs along with the Check Number (Cheque) reference in order to help identify the payment details. If you are happy that the payment run currently being examined contains all records, or the individual record that you are attempting to send to your Vendor(s) then click the OK button and then select this Audit Trail Code reference for use within the Active Documents Mailer Purchasing window. If you need to view another record entirely then you can simply choose from the other details within the scrolling window. 49

50 Active Documents User Guide Dynamics GP 2013 Vendor ID This is the Vendor ID that has been included within the payment run. Details of the Check Number, Amount and Payment Date are also shown against the vendor ID. Check Number This field displays the Check Number used to make the payment to the vendor. The full amount of the check shown here is also shown in the Amount column. Date This is the Date of the Payment made. Amount The total Amount of the individual payment that was made to each vendor is displayed here. OK button Click the OK button to return to the previous window. No selections can be made here. Notes button Use the Note window to attach, display, or modify a note to a window or a field. Note buttons show whether a note is 8. Remittance Advice Reports a. Available Purchasing Remittance Advice Reports Reports >> Purchasing >> Active Doc. Reports It is possible to produce three different types of Active Documents reports for the Purchasing remittance advice documents that may have been sent via . The report options here include: Purchasing Reports This report can be built to show details of all Purchasing remittance advice s that have been generated historically. Here it is also possible to restrict the report by Creditor ID, Sent Date and Creditor Class ; 50

51 Purchasing Reprints Each time s are generated using Active Documents a unique reference, or identifier, is given to each build that is created. While this reference is not visibly shown at the point of generating the s, it is however possible to return and review the documents created each time the Send operation has been run. These Reprint reports are essentially copies of the send information that is attached to each run; Purchasing Enabled Reports The Purchasing Enabled report option will provide you with a list of all vendors that have, and have not, been set to receive their Purchasing remittance advice documents via . This information is taken from the Active Documents Purchasing Setup window. All addresses included within the setup window will also be displayed within the report. b. Choosing your Active Documents Purchasing Remittance Advice Reports Reports >> Purchasing >> Active Doc. Reports The Active Documents Purchasing Report Options are available from the Reports drop down list at the top of the window and include Purchasing Reports, Purchasing Reprints and Purchasing Enabled. When the window is first opened then the default report is automatically set to show Purchasing Reports. All other report options will be available within the drop down list regardless of the original series that was selected. Once the chosen report type has been selected from the drop down list any previously created reports of this same type will automatically be listed within the Options field. The report Options which are listed here by name can be amended by first selecting the required report from the list and clicking on the Modify button. Alternatively, they can be added immediately in to the current Print List using the Insert button. To remove a report from the Print List simply highlight the report Option in the print list pane and click on the Remove button. It is also possible to build a new report of the type selected by clicking on the New button at the bottom of the window. This will then take you to the appropriate report option window so that the restriction details can be included. Clear button The Clear button clears all fields in the window without saving any changes. Print button The report Options that have been inserted in to the Print List pane can be printed directly from the Active Documents Report window by clicking the Print button. 51

52 Active Documents User Guide Dynamics GP 2013 Reports drop down list Select the type of Report that is required from the drop down list. The available options include Purchasing Reports, Purchasing Reprints and Purchasing Enabled report. Options All currently stored reports that match the Report type showing within the drop down list will be displayed within the Options pane. Change the list of reports shown here by selecting a different Report type from the drop down list. Print List The Print List pane displays each report Option that can be printed directly from the Active Documents Reports window. These reports can be manually added in to the Print List pane by first selecting them from the Options pane and then by clicking on the Insert button. Insert button Once a report Option has been selected from the Options pane then it is possible to add this report directly in to the Print List using the Insert button. Remove button To remove an Option from the current Print List then first select the required Option(s) from the Print List and click the Remove button. Once a report has been removed from the Print List pane then this report will no longer be printed when the Print button is activated. New button Use the New button to create a completely new report for the type that is currently displayed within the Report drop down list. Modify button The Modify button can be used to amend an existing report Option. First select the required Option from the available list and then click the Modify button to make changes. Notes button Use the Note window to attach, display, or modify a note to a window or a field. Note buttons show whether a note is c. Active Documents Purchasing Reports Reports >> Purchasing >> Active Doc. Reports >> Option: Purchasing Reports >> [New or Modify] This report can be built to show details of all Purchasing remittance advice s that have been generated historically. Here it is also possible to restrict the report by Vendor ID, Sent Date and Vendor Class. 52

53 Save button Use the Save button to record all of the entries within the window. Once the Save operation has been run then the window will automatically be cleared down. It is then possible to either select the same report Option again, or build a completely new one by simply typing in the new report name within the Option field. Clear button The Clear button clears all fields in the window without saving any changes. Delete button The Delete button permanently removes the currently displayed record from within Dynamics GP. Print button Use the Print button to create a copy of the report details included within the window. The location of the report itself can also be determined using the Destination button. Option The Option field displays the name of the Purchasing Report that is currently being reviewed. It is also possible to select from any other available Purchasing Report by choosing the Option reference from the drop down list provided. Report The Report title field identifies the type of report that is currently being reviewed. Report Data The Report Data option contains a reference to all of the unique Identification Numbers that have been assigned to each Purchasing remittance advice run generated using Active Documents. Please note that this feature is only activated when the Purchasing Reprints report type is selected. Report Data lookup Use the Report Data lookup to view a list of all the unique Identification Numbers that have been assigned to each Purchasing remittance advice run generated using Active Documents. Please note that this feature is only activated when the Purchasing Reprints report type is selected. 53

54 Active Documents User Guide Dynamics GP 2013 Ranges drop down list Use the Range drop down list to select the relevant criteria that are to be applied against the report option being created. These options include Sent Date, Vendor ID and Vendor Class. It is possible to include a selection from each of the available ranges, however it is not possible to insert multiple selections from within the same range. From Enter the first restriction that is to be used in creating the Purchasing Report. It should be noted that the From field will also be dependent upon the selection made within the Ranges option. For example, if Vendor ID is chosen within the Range field then a list of Vendor ID references will be available for selection. The relevant options will also be displayed in accordance with the Sent Date and Vendor Class options. From lookup Click on the From Lookup to select from the suitable report restriction. To Enter the last restriction that is to be used in creating the Purchasing Report. It should be noted that the To field will also be dependent upon the selection made within the Ranges option. For example, if Vendor ID is chosen within the Range field then a list of Vendor ID references will be available for selection. The relevant options will also be displayed in accordance with the Sent Date and Vendor Class options. To lookup Click on the To lookup to select from the suitable report restriction. Restrictions The Restrictions pane indicates all of the reporting criteria that have been included within the current report Option. This pane will clearly display all the different From and To selections for each of the Ranges that have been added in to the report. Insert button Once you have completed the Range, From and To fields next click the Insert button to include the restrictions into the report Option being created. Remove button To remove a previously defined range from the Restrictions pane, first highlight the required text from within the Restrictions pane itself and then click the Remove button. This will permanently remove the range from the report. Destination button Use the Destination button to select the print destination of the report Option. This includes the standard print to Screen, Printer or File options. Notes button Use the Note window to attach, display, or modify a note to a window or a field. Note buttons show whether a note is 54

55 d. Active Documents Purchasing Reprints Reports >> Purchasing >> Active Doc. Reports >> Option: Purchasing Reprints >> [New or Modify] Each time s are generated using Active Documents a unique reference, or identifier, is given to each build that is created. While this reference is not visibly shown at the point of generating the s, it is however possible to return and review the documents created each time the Send operation has been run. These Reprint reports are essentially copies of the send information that is attached to each run. It is suggested that the Date will be a key field for helping to identify Purchasing remittance advice reports that have already been generated for your vendors. Save button Use the Save button to record all of the entries within the window. Once the Save operation has been run then the window will automatically be cleared down. It is then possible to either select the same report Option again, or build a completely new one by simply typing in the new report name within the Option field. Clear button The Clear button clears all fields in the window without saving any changes. Delete button The Delete button permanently removes the currently displayed record from within Dynamics GP. Print button Use the Print button to create a copy of the report details included within the window. The location of the report itself can also be determined using the Destination button. Option The Option field displays the name of the Purchasing Reprint that is currently being reviewed. It is also possible to select from any other available Purchasing Reprints by choosing the Option reference from the drop down list provided. Report The Report title field identifies the type of report that is currently being reviewed. 55

56 Active Documents User Guide Dynamics GP 2013 Report Data The Report Data option contains a reference to all of the unique Identification Numbers that have been assigned to each Purchasing remittance advice run generated using Active Documents. Please note that this feature is only activated when the Purchasing Reprints report type is selected. Report Data lookup Use the Report Data lookup to view a list of all the unique Identification Numbers that have been assigned to each Purchasing remittance advice run generated using Active Documents. Please note that this feature is only activated when the Purchasing Reprints report type is selected. Ranges drop down list Use the Range drop down list to select the relevant criteria that are to be applied against the report option being created. This field is not available within the Purchasing Reprint report type. From Enter the first restriction that is to be used in creating the report. This field is not available within the Purchasing Reprint report type. From lookup Click on the From lookup to select from the suitable report restriction. This field is not available within the Purchasing Reprint report type. To Enter the last restriction that is to be used in creating the report. This field is not available within the Purchasing Reprint report type. To lookup Click on the To lookup to select from the suitable report restriction. This field is not available within the Purchasing Reprint report type. Restrictions The Restrictions pane indicates all of the reporting criteria that have been included within the current report Option. This field is not available within the Purchasing Reprint report type. Insert button Once you have completed the Range, From and To fields next click the Insert button to include the restrictions into the report Option being created. This field is not available within the Purchasing Reprint report type. Remove button To remove a previously defined range from the Restrictions pane, first highlight the required text from within the Restrictions pane itself and then click the Remove button. This will permanently remove the range from the report. This field is not available within the Purchasing Reprint report type. Destination button Use the Destination button to select the print destination of the report Option. This includes the standard print to Screen, Printer or File options. 56

57 Notes button Use the Note window to attach, display, or modify a note to a window or a field. Note buttons show whether a note is e. Active Documents Purchasing Reprints Report Data Lookup window Reports >> Purchasing >> Active Doc. Reports >> Option: Purchasing Reprints >> [New or Modify] >> Report Data Lookup The Active Documents Reprint Lookup window maintains a listing of all Purchasing remittance advices generated using Active Documents. Each time s are generated a unique reference, or identifier, is given to each build that is created. It is suggested that the Date will be a key field for helping to identify Purchasing remittance advice reports that have already been generated for your vendors. Date Range The Date Range option allows you to restrict the current view within the Active Documents Reprint Lookup window. Once the new Date Range has been selected then the Redisplay button should be used to refresh the screen. All radio button The default setting is All when entering the window and therefore all Purchasing Reprint references will initially be listed within scrolling window. From radio button The From radio button will allow you to define the data currently showing within the scrolling window. From drop down list Select the date type that is going to be used as the first, or From date within the restriction. Available options include: Enter Date, Current Date, Beginning of Month, End of Month, Beginning of Period, End of Period, Beginning of Previous Period, End of Previous Period, Beginning of Calendar Quarter, End of Calendar Quarter, Start of Calendar Year, and End of Calendar year. 57

58 Active Documents User Guide Dynamics GP 2013 To drop down list Select the date type that is going to be used as the last, or To date within the restriction. Available options include: Enter Date, Current Date, Beginning of Month, End of Month, Beginning of Period, End of Period, Beginning of Previous Period, End of Previous Period, Beginning of Calendar Quarter, End of Calendar Quarter, Start of Calendar Year, and End of Calendar year. Reprint Lookup scrolling window The scrolling window holds details of all the Purchasing remittance advice records that have been processed using Active Documents. Each of the runs processed show exactly which Creditor IDs were included within the operation and how many were to receive their documents via . It is possible to reprint details for all of the records shown, however, only one selection can be made within each report. Profile Name This field displays the Active Documents Purchasing Profile that was used when the Purchasing remittance advices were sent using Active Documents. TRX Source Here the TRX Source shows the Audit Trail Code that the payment details are linked to within Dynamics GP. Date The Date field within the scrolling window shows the date that the run was generated within Microsoft Dynamics GP. Identifier The Identifier is the unique reference number that is attached to each batch that is created within Active Documents. This reference number is not displayed at the time of the send and is maintained within the Active Documents records simply to retain a record of the s that have been generated. Notes button Use the Note window to attach, display, or modify a note to a window or a field. Note buttons show whether a note is Select button Ensure that the entry to be included within the report Option has first been highlighted and then press the Select button to include this record. Redisplay button Use the Redisplay button to refresh the details within the scrolling window where the Date Range is amended. Cancel button The Cancel button closes the window without saving any records. f. Active Documents Purchasing Enabled Reports >> Purchasing >> Active Doc. Reports >> Option: Purchasing Enabled >> [New or Modify] 58

59 The Enabled report option will provide you with a list of all vendors that have, and have not, been set to receive their Purchasing remittance advices via . This information is taken from the Active Documents Purchasing Setup window. All addresses included within the setup window will also be displayed within the report. Save button Use the Save button to record all of the entries within the window. Once the Save operation has been run then the window will automatically be cleared down. It is then possible to either select the same report Option again, or build a completely new one by simply typing in the new report name within the Option field. Clear button The Clear button clears all fields in the window without saving any changes. Delete button The Delete button permanently removes the currently displayed record from within Dynamics GP. Print button Use the Print button to create a copy of the report details included within the window. The location of the report itself can also be determined using the Destination button. Option The Option field displays the name of the Purchasing Enabled report that is currently being reviewed. It is also possible to select from any other available Purchasing Enabled report by choosing the Option reference from the drop down list provided. Report The Report title field identifies the type of report that is currently being reviewed. Report Data The Report Data option contains a reference to all of the unique Identification Numbers that have been assigned to each Purchasing remittance advice run generated using Active Documents. Please note that this feature is only activated when the Purchasing Reprints report type is selected. 59

60 Active Documents User Guide Dynamics GP 2013 Report Data lookup Use the Report Data lookup to view a list of all the unique Identification Numbers that have been assigned to each Purchasing remittance advice run generated using Active Documents. Please note that this feature is only activated when the Purchasing Reprints report type is selected. Ranges drop down list Use the Range drop down list to select the relevant criteria that are to be applied against the report option being created. These options include Creditor ID and Creditor Class. It is possible to include a selection from each of the available ranges, however it is not possible to insert multiple selections from within the same range. From Enter the first restriction that is to be used in creating the Purchasing Enabled report. It should be noted that the From field will also be dependent upon the selection made within the Ranges option. For example, if Creditor ID is chosen within the Range field then a list of Creditor ID references will be available for selection. The relevant options will also be displayed in accordance with the Creditor Class option. From lookup Click on the From lookup to select from the suitable report restriction. To Enter the last restriction that is to be used in creating the Purchasing Enabled report. It should be noted that the To field will also be dependent upon the selection made within the Ranges option. For example, if Creditor ID is chosen within the Range field then a list of Creditor ID references will be available for selection. The relevant options will also be displayed in accordance with the Creditor Class option. To lookup Click on the To lookup to select from the suitable report restriction. Restrictions The Restrictions pane indicates all of the reporting criteria that have been included within the current report Option. This pane will clearly display all the different From and To selections for each of the Ranges that have been added in to the report. Insert button Once you have completed the Range, From and To fields next click the Insert button to include the restrictions into the report Option being created. Remove button To remove a previously defined range from the Restrictions pane, first highlight the required text from within the Restrictions pane itself and then click the Remove button. This will permanently remove the range from the report. Destination button Us the Destination button to select the print destination of the report Option. This includes the standard print to Screen, Printer or File options. 60

61 Notes button Use the Note window to attach, display, or modify a note to a window or a field. Note buttons show whether a note is 9. Sales Order Advices Setup a. Building the Sales Order Advice (SOP) Profiles in Detail Microsoft Dynamics GP >> Tools >> Setup >> Sales >> Active Documents SOP Setup The Active Documents SOP Setup window is where the customer Sales Order Processing Advice Profiles can initially be created with a variety of different styles and formats. Essentially, you can create as many different Profiles as required, each with their own unique characteristics. For example, you can select different colours, font faces and a company logo if required. Each of the available fields can be located within the Help Files and also in this User Guide. Save button Use the Save button to record all of the entries within the window. Once the Save operation has been run then the window will automatically be cleared down. Clear button The Clear button clears all fields in the window without saving any changes. Delete button The Delete button permanently removes the currently displayed record from within Dynamics GP. Preview button Prior to issuing a particular SOP Advice profile to a customer it is possible to review an example of how the HTML document is going to appear. The file that is created here must be saved in an HTML format so that this can be viewed accurately. 61

62 Active Documents User Guide Dynamics GP 2013 Print button Use the Print button to create a report that illustrates all of the setup information within the Active Documents Setup window. Profile Name field Create a name for the Profile that is being built within this field. Each Profile could consist of a variety of different styles, which could potentially be used for all clients, or even specific customer accounts. Note that it will not be possible to save any records in this window until a name is first entered in the Profile field. Profile Name lookup Use the Profile Name lookup to display a list of available Profile names. This will open the Active Documents Profile Lookup window thus enabling an existing Profile to be selected. Profile Name Notes button Use the Note window to attach, display, or modify a note to a window or a field. Note buttons show whether a note is Setup HTML Options The following options within the Active Documents Setup window will allow you to construct the layout of the SOP Advice document that is to be used when ing your customers. The customer SOP Advice can then be mailed directly from within Dynamics GP. Background Colour Use this option to sets the background colour for the HTML . The default value is White, although, options include: Black, Blue, Brown, Green, Orange, Purple, Red, and Yellow. A Colour code choice is also available where HEX colours can be entered in to the setup window. Font Colour Choose the font colour for the entire HTML . The default value is Black. Exclusions to this rule only include debit amounts which are shown as red. Note that if the background colour selected is red then these negative figures will automatically become white. Options available include: Black, Blue, Brown, Green, Orange, Purple, Red, and Yellow. A Colour code choice is also available where HEX colours can be entered in to the setup window. Font Face This option controls the default font face for the entire HTML . The default value is Arial. It should be noted that the product does not carry copies of the fonts available for selection with it. Equally it is possible that the end Customer who receives the may not carry a copy of the selected font. In both cases standard HTML browser protocol (as supported by Internet Explorer and Netscape) will utilise a standard font. Font choices will include: Arial Black, Verdana, Georgia, Garamond, Microsoft Sans Serif, Times New Roman, and Courier. Font Size Sets up the default document font size. The default value is 2 with choices between 1 and 4. The Font sizes available are standard HTML font sizes and not system specific, for example Microsoft Word font sizes which begin at 8. 62

63 Column Header Colour Select the Column Header Colour for the entire HTML attachment. Options available include: Black, Blue, Brown, Green, Orange, Purple, Red, and Yellow. A Colour code choice is also available where HEX colours can be entered in to the setup window. Image Placement This field allows you to select where the company logo or image is to appear within the document. Options available include: Top Right, Top Middle, Top Left, and Bottom. Image Alternate Text Use this field to provide an alternate text message for the image if the receiver of the does not have a browser or a network enabled client. Image Location Enter the location of an image to be included within the customer SOP Advice. The default value is for no image to be included. Please note that the image must consist of a suitable hyperlink to a valid internet capable server, otherwise no image will appear when the customer opens the attachment to the . Navigation Hyperlink Name Displays the text that is to appear as the main hyperlink back to the original SOP Advice front page, where the transaction details are displayed. The default value is Return to Start, however, this can be changed easily by simply overtyping the text. Web Page Link Specify a link to a website of your choice by entering the location into the field. If this field remains blank then no link will appear on the resulting ed SOP Advice. Web Page Link Name Enter the text reference that will appear within the attachment for the Web Page Link that has been entered. Salutation The Salutation options provides a choice of greetings to be placed in the body itself, including: Dear, Hi, Hello, and Your Text Choice. If the last option is chosen (Your Text Choice) then a further text field will appear on the screen enabling you to enter the salutation of your choice. Salutation Name The Salutation Name option provides a choice of contact name to be placed in the body itself, including: [Customer Name], Madam, Sir, Sir / Madam, and Your Text Choice. The words enclosed with square brackets will be taken from the relevant customer record. If the last option is chosen (Your Text Choice) then a further text field will appear on the screen enabling you to enter the salutation name of your choice. Banner Window Text This field enables you to input a banner text message to appear at the bottom of every page of the resulting HTML document. The default is for no message to be displayed, in which case the banner window will not appear. This could include any information that may be both interesting and useful to your customers. 63

64 Active Documents User Guide Dynamics GP Title The Title field will be displayed at the head of the ed attachment. The different options included for SOP Advices are: SOP Advice for [Customer Name] from [Company Name], SOP Advice for [Customer Name], SOP Advice, and Your Text Choice. If the last option is chosen (Your Text Choice) then a further text field will appear on the screen enabling you to enter the title of your choice. Telephone Number Format Relates to the format of how the telephone number for the customer will appear on the front page of the SOP Advice, along with contact details. The choices consist of: US Format (XXX) XXX-XXXX, UK Format 1 (XXXXX) XXXXXX, UK Format 2 (XXX) XXXX-XXXX, and Your Text Choice. Include Screens The following options allow additional screens of transaction and contact based information to be included within the physical SOP Advice attachment. All of these windows will be available through Hyperlink drill-downs once the document has been opened: Include Contact Details checkbox Include or remove this extra HTML page by either marking or unmarking the checkbox. The default is to have this window displayed upon entry to the Microsoft Dynamics GP >> Tools >> Setup >> Purchases >> Active Docs. Setup window; Contact Details button This button opens the additional Contact Details setup window. Here it is possible to include additional contact details for your company which will be displayed within the attachment. Select from records already created within Dynamics GP or enter entirely new details. Include Terms checkbox Include or remove this extra HTML page by either marking or unmarking the checkbox. The default is to have this window displayed upon entry to the Microsoft Dynamics GP >> Tools >> Setup >> Purchases >> Active Docs. SOP Setup window; Terms button This button opens the additional Terms window where Purchases Terms can be attached to the document when the Active Documents SOP Advice is issued. The Profile Name that this window relates to is shown in the Profile Name field. Browse buttons The Browse buttons allow you to move through all of the available Profile Name records in alphabetical order. Notes button Use the Note window to attach, display, or modify a note to a window or a field. Note buttons show whether a note is Header Text Construct a standard message to accompany the SOP Advice attachment. Text entered here will appear in the body of the itself on the line immediately after the Salutation chosen. This will enable you to greet and issue other information to your customers. 64

65 b. Active Documents Preview Save Location Prior to issuing a particular SOP Advice profile to a customer it is possible to review an example of how the HTML document is going to appear. The file that is created here must be saved in an HTML format so that this can be viewed accurately. The various fields within this window are identified as follows. Attach File button Click the Attach File folder button in order to select a suitable location to store the HTML preview file. OK button By selecting the OK button, this will create the preview HTML document and save this to your specified location. If the file location entered does not exist, or if the HTML extension is missing from the file name, then a warning message will be displayed. Cancel button The Cancel button closed the window without creating a Preview file. Notes button Use the Note window to attach, display, or modify a note to a window or a field. Note buttons show whether a note is c. Active Documents Profile Lookup window Use the Profile Name lookup to display a list of available Profile names. This will open the Active Documents Profile Lookup window thus enabling an existing Profile to be selected. The various fields within this window are identified as follows. 65

66 Active Documents User Guide Dynamics GP 2013 Profile Name scrolling window This scrolling window displays a listing of all available Active Documents Profiles. Notes button Use the Note window to attach, display, or modify a note to a window or a field. Note buttons show whether a note is Select button Use the Select button to choose the Profile Name that is to be recalled. The same result can be achieved by double clicking the mouse on the required line within the scrolling window shown. Cancel button The Cancel button will close the immediate window without any actions being recorded. d. Contact Details Setup window Here it is possible to include additional contact details for your company which will be displayed within the attachment. Select from records already created within Dynamics GPor enter entirely new details. The various fields within this window are identified as follows. Profile Name The Profile Name that this window relates to is shown in the Profile Name field. Profile Name Notes button Use the Note window to attach, display, or modify a note to a window or a field. Note buttons show whether a note is 66

67 Contact Name Enter a Contact Name to be shown within the customer SOP Advice. It is also possible to use the Contact Name lookup to select Contact Details pre-recorded from the Company Setup window. Contact Name lookup Use the Contact Name lookup to select Contact Details pre-recorded from the Company Setup window. Contact Address 1 Contact Address line 1 for recording your contact details. Address 2 Contact Address line 2 for recording your additional contact details. Address 3 Contact Address line 3 for recording your additional contact details. City Enter the City location within this field. State Enter the State / County details within this field. Zip Code Enter the desired Zip / Post code here. Telephone Enter your contact Telephone Number here. Address 1 The address entered within this field is shown within the customer SOP Advice in accordance with the title entered into the Alias 1 below. For example, where a hyperlink to Purchases Manager is entered, then a new will automatically be generated for the address shown in the field below, where this link is selected from within the HTML attachment. Alias 1 Record a reference to be displayed within the customer SOP Advice that will automatically create an for to the address shown in the Address 1 field above. Address 2 The second address entered within this field is shown within the customer SOP Advice in accordance with the title entered into the Alias 2 below. For example, where a hyperlink to Contact Us is entered, then a new will automatically be generated for the address shown in the field below, where this link is selected from within the HTML attachment. 67

68 Active Documents User Guide Dynamics GP Alias 2 Record a reference to be displayed within the customer SOP Advice that will automatically create an for the address shown in the Address 2 field above. Contact Web Address An additional option is also given to reference a second website location if required. Here the Web Address Alias, below, will be the hyperlink that is shown within the body of the SOP Advice. When the hyperlink is selected, this will then link directly to the Contact Web Address entered in this field. Web Address Alias Record a reference to be displayed within the customer SOP Advice that will automatically link directly to the Contact Web Address entered in this field shown above. Screen Title The Screen Title at the bottom of the window can also be amended so that an alternative heading can be recorded if desired. Contact Note Details Enter text that you wish to be displayed on the right hand side of the contact page. Notes button Use the Note window to attach, display, or modify a note to a window or a field. Note buttons show whether a note is OK button When you are happy with the information that has been entered into the Contact Details window, press OK to record the changes. Clear button Pressing the Clear button will remove all details from the Contact Details window with the exception of the Screen Title ; the formatted Telephone Number and also the http reference within the Contact Web Address field. e. Terms window Use the Terms setup window to include additional information about any important company terms that may need to be considered as part of the transactions. The terms can simply be typed or copied in to the available window. This page will then be accessible using a hyperlink on the Advice Document itself. 68

69 Profile Name The Profile Name that this window relates to is shown in the Profile Name field. Terms and Conditions Text Enter or copy the relevant Terms and Conditions text in to the available field so that this can accompany the Active Documents when they are issued. Notes button Use the Note window to attach, display, or modify a note to a window or a field. Note buttons show whether a note is Save button When you are happy with the information that has been entered into the Terms window, press Save to record the changes. Cancel button The Cancel button closed the window without saving any records. 69

70 Active Documents User Guide Dynamics GP Sales Order Advices Sending using Active Documents a. Single SOP Advice Documents Transactions >> Sales >> Sales Transaction Entry >> Additional >> Single SOP Advice SOP Advice documents can either be sent singularly at the point of entry or alternatively as a group of documents similar to that of both Sales Statements and Purchase Remittances. Once all of the Sales Order details have been entered in the Sales Transaction Entry window then it is possible to the SOP Advice (Order Acknowledgement) directly to your customers using the Additional >> Single SOP Advice option at the head of the window. The SOP Advice will automatically be saved once the Additional >> Single SOP Advice option has been selected. Whether a SOP Advice can actually be ed to your customer at this stage will depend on whether the customer has been set to receive SOP Active Documents in the Active Documents Sales Setup window. This setup option can be completed quickly and easily by either using the Customer ID Expansion button directly within the Active Documents Mailer Single SOP window, or alternatively going to the Active Documents Sales Setup window at Cards >> Sales >> Customer >> Additional >> Enter Setup. In order to allow your customer to receive the SOP documents via then the Send SOP Advice checkbox will need to be marked. Send button Click the Send button to activate the routine. An will then be generated for the Customer ID showing within the window. An individual plus attachment will then be generated for each address recorded within the fields. If the customer has not been enabled to receive their documents via then a message will be presented when the Send button is activated. Once this routine is run then the transaction details within the Sales Transaction Entry window will be saved and the window cleared. Cancel button The Cancel button will close the immediate window without any actions being recorded. Redisplay button Use the Redisplay button to update the current window with any new information that may have been included since the Active Document Mailer Single SOP window was initially opened. Typically, this could include amended address details that may have been accessed and changed through the Active Documents Sales Setup window. 70

71 Profile Name If the customer has a Profile attached at card level, then this will be automatically displayed when the window opens. Alternatively, recall the Profile that is required from the available listing. Each Profile could consist of a variety of different SOP Advice styles, which could potentially be used for all clients or even specific customer accounts. Any generated from this window will always use the Profile displayed, regardless of what is setup on the debtors card. Profile Name lookup Use the Profile Name lookup to display a list of available SOP Advice Profile names. This will open the Active Documents Profile lookup enabling an existing Profile to be selected. Customer ID field This field within the scrolling window displays a list of all Customer IDs that have been taken directly from the SOP Advice record previously accessed through Transactions >> Sales >> Sales Transaction Entry. A hyperlink to the Customer Card is also available. Customer ID Expansion button The Expansion button will take you directly to the Active Documents Sales Setup window where Active Documents records can be amended. This includes setup information such as whether a customer is marked to receive SOP Advices via and also adding or amending address details. Customer Name This field displays the full Customer Name of the Customer ID that is going to receive the Active Documents SOP Advice. SOP Number The SOP Number record is taken directly from the Sales Transaction Entry window and displays details of the SOP Advice document that is to be ed. To The To field displays a record of addresses that have previously been recorded within the Active Documents Sales Setup window. Cc The Cc field displays a record of addresses that have previously been recorded within the Active Documents Sales Setup window. Bcc The Bcc field displays a record of addresses that have previously been recorded within the Active Documents Sales Setup window. Ad-Hoc Use the Ad-Hoc field to add in on-the-fly details any other persons that might require a copy of the Active Documents. For example, this could be an Account Manager. The Ad-Hoc details are not stored within the window or the Active Documents Sales Setup window. Where a customer has not been set to receive SOP Advices via then this field will automatically be grayed out upon entering the window. 71

72 Active Documents User Guide Dynamics GP 2013 Notes button Use the Note window to attach, display, or modify a note to a window or a field. Note buttons show whether a note is b. Mass SOP Advice Documents Transactions >> Sales >> Print Sales Docs >>Additional >> Mass SOP Advice Sales Order Processing (SOP) Advice documents can either be sent singularly at the point of entry or alternatively as a group of documents similar to that of both Sales Statements and Purchase Remittances. Entering the Print Sales Docs window will allow you to all of your SOP Advice documents together in one single routine. This can be done by selecting the Additional >> Mass SOP Advice option at the head of the window. The Active Documents Mailer SOP window will then be available once the Additional >> Mass SOP Advice option has been selected. Whether a SOP Advice can actually be ed to your customer at this stage will depend on whether the customer has been set to receive SOP Active Documents in the Active Documents Sales Setup window. This setup option can be completed quickly and easily by either using the To Expansion button directly within the Active Documents Mailer SOP window; or alternatively going to the Active Documents Sales Setup window at Cards >> Sales >> Customer >> Additional >> Enter Setup. In order to allow your customer to receive the SOP documents via then the Send SOP Advice checkbox will need to be marked. Send button Click the Send button to activate the routine. s will then be generated for all Customer IDs where a tick is showing within the column. An individual plus attachment will then be generated for each address recorded within the fields. Cancel button The Cancel button will close the immediate window without any actions being recorded. Redisplay button Use the Redisplay button to update the current window with any new information that may have been included since the Active Document Mailer SOP window was initially opened. Typically, this could include amended address details that may have been accessed and changed through the Active Documents Sales Setup window. 72

73 Print button Print a status report of the SOP Advice run that is to be produced. Prior to sending the s you will be able to review exactly how many Customer IDs have been marked for generating an and which ones have not. Profile Name Recall the Profile that is required from the available listing. Each Profile could consist of a variety of different SOP Advice styles, which could potentially be used for all clients or even specific customer accounts. Profile Name lookup Use the Profile Name lookup to display a list of available Sales Statement Profile names. This will open the Active Documents Profile lookup enabling an existing Profile to be selected. Profile Name Notes button Use the Note window to attach, display, or modify a note to a window or a field. Note buttons show whether a note is Override Card Profile checkbox This defaults to unchecked. If unchecked then any customers who have an attached Profile at card level, will use that Profile. If checked, then the default Profile will always be used regardless if the customer has a Profile or not. Display The main Display bar allows the details within the scrolling window to be shown in terms of All ; Unmarked and Marked Customer IDs. All radio button The All radio button changes the current view to show All Customer IDs included within the Active Documents Send window, regardless of whether they are marked to receive an copy of their SOP Advice. Marked radio button The Marked radio button changes the current view to only show those Customer IDs that have been Marked to receive an copy of their SOP Advice. Unmarked The Unmarked radio button changes the current view to only show those Customer IDs that are Unmarked in the column. Mark All button Click the Mark All button to include a tick against all checkboxes in the unmarked checkboxes where an address is displayed. Unmark All button Click the Unmark All button to remove all previously marked checkboxes in the column. 73

74 Active Documents User Guide Dynamics GP 2013 Customer ID field This field within the scrolling window displays a list of all Customer IDs that have been taken directly from the Print Sales Document record previously accessed through Transactions >> Sales >> Print Sales Docs. A Hyperlink to the Customer Card is also available. SOP Number The SOP Number record is taken directly from the Sales Transaction Entry window and displays details of the SOP Advice document that is to be ed. To The To field displays a record of addresses that have previously been recorded within the Active Documents Sales Setup window. To expansion button The To expansion button will take you directly to the Active Documents Sales Setup window where Active Documents records can be amended. Prior to selecting the expansion button it is necessary to first ensure that the checkbox is shadowed against the required Customer ID. This can be achieved by clicking on the checkbox. checkbox The checkbox will initially default from details recorded within the Active Documents Sales Setup window where customers can be marked to receive Active Documents. A tick showing in the checkbox will mean that an is automatically generated for the Customer IDs that have been marked to receive document when the Send button is activated. Cc The Cc field displays a record of addresses that have previously been recorded within the Active Documents Sales Setup window. Bcc The Bcc field displays a record of addresses that have previously been recorded within the Active Documents Sales Setup window. Ad-Hoc Use the Ad-Hoc field to add in on-the-fly details any other persons that might require a copy of the Active Documents. For example, this could be an Account Manager. The Ad-Hoc details are not stored within the window or the Active Documents Sales Setup window. Hide and Show Buttons Use the Hide and Show buttons to expand or collapse the view. Notes Button Use the Note window to attach, display, or modify a note to a window or a field. Note buttons show whether a note is 74

75 Process Indicator While the build is running, the status bar will display the progress that has been made. 11. Sales Order Advice Reports a. Available Sales SOP Advice Reports Reports >> Sales >> Active Doc. Reports It is possible to produce three different types of Active Documents reports for the Sales SOP Advice documents that may have been sent via . The report options here include: SOP Reports This report can be built to show details of all SOP Advice s that have been generated historically. Here it is also possible to restrict the report by Customer ID, Sent Date and Customer Class ; SOP Reprints Each time s are generated using Active Documents a unique reference, or identifier, is given to each build that is created. While this reference is not visibly shown at the point of generating the s, it is however possible to return and review the documents created each time the Send operation has been run. These Reprint reports are essentially copies of the send information that is attached to each run; SOP Enabled The SOP Enabled report option will provide you with a list of all customers that have, and have not, been set to receive their SOP Advices via . This information is taken from the Active Documents Sales Setup window. All addresses included within the setup window will also be displayed within the report. b. Choosing your Active Documents SOP Advice Reports Reports >> Sales >> Active Doc. Reports The Active Documents Sales Report Options are available from the Reports drop down list at the top of the window and include SOP Reports, SOP Reprints and SOP Enabled. When the window is first opened then the default report is automatically set to show Purchasing Reports. All other report options will be available within the drop down list regardless of the original series that was selected. Once the chosen report type has been selected from the drop down list any previously created reports of this same type will automatically be listed within the Options field. The report Options which are listed here by name can be amended by first selecting the required report from the list and clicking on the Modify button. Alternatively, they can be added immediately in to the current Print List using the Insert button. To remove a report from the Print List simply highlight the report Option in the print list pane and click on the Remove button. It is also possible to build a new report of the type selected by clicking on the New button at the bottom of the window. This will then take you to the appropriate report option window so that the restriction details can be included. 75

76 Active Documents User Guide Dynamics GP 2013 Clear button The Clear button clears all fields in the window without saving any changes. Print button The report Options that have been inserted in to the Print List pane can be printed directly from the Active Documents Report window by clicking the Print button. Reports drop down list Select the type of Report that is required from the drop down list. The available options include SOP Report, SOP Reprints and SOP Enabled report. Options All currently stored reports that match the Report type showing within the drop down list will be displayed within the Options pane. Change the list of reports shown here by selecting a different Report type from the drop down list. Print List The Print List pane displays each report Option that can be printed directly from the Active Documents Reports window. These reports can be manually added in to the Print List pane by first selecting them from the Options pane and then by clicking on the Insert button. Insert button Once a report Option has been selected from the Options pane then it is possible to add this report directly in to the Print List using the Insert button. Remove button To remove an Option from the current Print List then first select the required Option(s) from the Print List and click the Remove button. Once a report has been removed from the Print List pane then this report will no longer be printed when the Print button is activated. New button Use the New button to create a completely new report for the type that is currently displayed within the Report drop down list. 76

77 Modify button The Modify button can be used to amend an existing report Option. First select the required Option from the available list and then click the Modify button to make changes. Notes button Use the Note window to attach, display, or modify a note to a window or a field. Note buttons show whether a note is c. Active Documents SOP Reports Reports >> Sales >> Active Doc. Reports >> Option: SOP Reports >> [New or Modify] This report can be built to show details of all SOP Advice s that have been generated historically. Here it is also possible to restrict the report by Customer ID, Sent Date and Customer Class. Save button Use the Save button to record all of the entries within the window. Once the Save operation has been run then the window will automatically be cleared down. It is then possible to either select the same report Option again, or build a completely new one by simply typing in the new report name within the Option field. Clear button The Clear button clears all fields in the window without saving any changes. Delete button The Delete button permanently removes the currently displayed record from within Dynamics GP. Print button Use the Print button to create a copy of the report details included within the window. The location of the report itself can also be determined using the Destination button. Option The Option field displays the name of the SOP Report that is currently being reviewed. It is also possible to select from any other available SOP Report by choosing the Option reference from the drop down list provided. 77

78 Active Documents User Guide Dynamics GP 2013 Report The Report title field identifies the type of report that is currently being reviewed. Report Data The Report Data option contains a reference to all of the unique Identification Numbers that have been assigned to each SOP Advice run generated using Active Documents. Please note that this feature is only activated when the SOP Reprints report type is selected. Report Data lookup Use the Report Data lookup to view a list of all the unique Identification Numbers that have been assigned to each SOP Advice run generated using Active Documents. Please note that this feature is only activated when the SOP Reprints report type is selected. Ranges drop down list Use the Range drop down list to select the relevant criteria that are to be applied against the report option being created. These options include: Sent Date, Customer ID, and Customer Class. It is possible to include a selection from each of the available ranges, however it is not possible to insert multiple selections from within the same range. From Enter the first restriction that is to be used in creating the SOP Report. It should be noted that the From field will also be dependant upon the selection made within the Ranges option. For example, if Customer ID is chosen within the Range field then a list of Customer ID references will be available for selection. The relevant options will also be displayed in accordance with the Sent Date and Customer Class options. From lookup Click on the From Lookup to select from the suitable report restriction. To Enter the last restriction that is to be used in creating the SOP Report. It should be noted that the To field will also be dependant upon the selection made within the Ranges option. For example, if Customer ID is chosen within the Range field then a list of Customer ID references will be available for selection. The relevant options will also be displayed in accordance with the Sent Date and Customer Class options. To lookup Click on the To lookup to select from the suitable report restriction. Restrictions The Restrictions pane indicates all of the reporting criteria that have been included within the current report Option. This pane will clearly display all the different From and To selections for each of the Ranges that have been added in to the report. Insert button Once you have completed the Range, From and To fields next click the Insert button to include the restrictions into the report Option being created. 78

79 Remove button To remove a previously defined range from the Restrictions pane, first highlight the required text from within the Restrictions pane itself and then click the Remove button. This will permanently remove the range from the report. Destination button Use the Destination button to select the print destination of the report Option. This includes the standard print to Screen, Printer or File options. Notes button Use the Note window to attach, display, or modify a note to a window or a field. Note buttons show whether a note is d. Active Documents SOP Reprints Reports >> Sales >> Active Doc. Reports >> Option: SOP Reprints >> [New or Modify] Each time s are generated using Active Documents a unique reference, or identifier, is given to each build that is created. While this reference is not visibly shown at the point of generating the s, it is however possible to return and review the documents created each time the Send operation has been run. These Reprint reports are essentially copies of the send information that is attached to each run. It is suggested that the Date will be a key field for helping to identify SOP Advice reports that have already been generated for your customers. Save button Use the Save button to record all of the entries within the window. Once the Save operation has been run then the window will automatically be cleared down. It is then possible to either select the same report Option again, or build a completely new one by simply typing in the new report name within the Option field. Clear button The Clear button clears all fields in the window without saving any changes. Delete button The Delete button permanently removes the currently displayed record from within Dynamics GP. 79

80 Active Documents User Guide Dynamics GP 2013 Print button Use the Print button to create a copy of the report details included within the window. The location of the report itself can also be determined using the Destination button. Option The Option field displays the name of the SOP Reprint that is currently being reviewed. It is also possible to select from any other available SOP Reprints by choosing the Option reference from the drop down list provided. Report The Report title field identifies the type of report that is currently being reviewed. Report Data The Report Data option contains a reference to all of the unique Identification Numbers that have been assigned to each SOP Advice run generated using Active Documents. Please note that this feature is only activated when the SOP Reprints report type is selected. Report Data lookup Use the Report Data lookup to view a list of all the unique Identification Numbers that have been assigned to each SOP Advice run generated using Active Documents. Please note that this feature is only activated when the SOP Reprints report type is selected. Ranges drop down list Use the Range drop down list to select the relevant criteria that are to be applied against the report option being created. This field is not available within the SOP Reprint report type. From Enter the first restriction that is to be used in creating the report. This field is not available within the SOP Reprint report type. From lookup Click on the From lookup to select from the suitable report restriction. This field is not available within the SOP Reprint report type. To Enter the last restriction that is to be used in creating the report. This field is not available within the SOP Reprint report type. To lookup Click on the To lookup to select from the suitable report restriction. This field is not available within the SOP Reprint report type. Restrictions The Restrictions pane indicates all of the reporting criteria that have been included within the current report Option. This field is not available within the SOP Reprint report type. 80

81 Insert button Once you have completed the Range, From and To fields next click the Insert button to include the restrictions into the report Option being created. This field is not available within the SOP Reprint report type. Remove button To remove a previously defined range from the Restrictions pane, first highlight the required text from within the Restrictions pane itself and then click the Remove button. This will permanently remove the range from the report. This field is not available within the SOP Reprint report type. Destination button Use the Destination button to select the print destination of the report Option. This includes the standard print to Screen, Printer or File options. Notes Button Use the Note window to attach, display, or modify a note to a window or a field. Note buttons show whether a note is e. Active Documents SOP Reprints Report Data Lookup window Reports >> Sales >> Active Doc. Reports >> Option: SOP Reprints >> [New or Modify] >> Report Data Lookup The Active Documents Reprint Lookup window maintains a listing of all SOP Advices generated using Active Documents. Each time s are generated a unique reference, or identifier, is given to each build that is created. It is suggested that the Date will be a key field for helping to identify SOP Advice reports that have already been generated for your customers. Date Range The Date Range option allows you to restrict the current view within the Active Documents Reprint Lookup window. Once the new Date Range has been selected then the Redisplay button should be used to refresh the screen. 81

82 Active Documents User Guide Dynamics GP 2013 All radio button The default setting is All when entering the window and therefore all SOP Reprint references will initially be listed within scrolling window. From radio button The From radio button will allow you to define the data currently showing within the scrolling window. From drop down list Select the date type that is going to be used as the first, or From date within the restriction. Available options include: Enter Date, Current Date, Beginning of Month, End of Month, Beginning of Period, End of Period, Beginning of Previous Period, End of Previous Period, Beginning of Calendar Quarter, End of Calendar Quarter, Start of Calendar Year, and End of Calendar year. To drop down list Select the date type that is going to be used as the last, or To date within the restriction. Available options include: Enter Date, Current Date, Beginning of Month, End of Month, Beginning of Period, End of Period, Beginning of Previous Period, End of Previous Period, Beginning of Calendar Quarter, End of Calendar Quarter, Start of Calendar Year, and End of Calendar year. Reprint Lookup scrolling window The scrolling window holds details of all the SOP Advice records that have been processed using Active Documents. Each of the runs processed show exactly which Customer IDs were included within the operation and how many were to receive their documents via . It is possible to reprint details for all of the records shown, however, only one selection can be made within each report. Profile Name This field displays the Active Documents SOP Profile that was used when the SOP Advice were sent using Active Documents. Type Here the Type of sent is displayed and will inform you whether the routine was run as either a Single or as part of the Mass Send operation available for SOP documents. Date The Date field within the scrolling window shows the date that the run was generated within Dynamics GP. Identifier The Identifier is the unique reference number that is attached to each batch that is created within Active Documents. This reference number is not displayed at the time of the send and is maintained within the Active Documents records simply to retain a record of the s that have been generated. Notes button Use the Note window to attach, display, or modify a note to a window or a field. Note buttons show whether a note is 82

83 Select button Ensure that the entry to be included within the report Option has first been highlighted and then press the Select button to include this record. Redisplay button Use the Redisplay button to refresh the details within the scrolling window where the Date Range is amended. Cancel button The Cancel button closes the window without saving any records. f. Active Documents SOP Enabled Reports >> Sales >> Active Doc. Reports >> Option: SOP Enabled >> [New or Modify] The Enabled report option will provide you with a list of all customers that have, and have not, been set to receive their SOP Advices via . This information is taken from the Active Documents Sales Setup window. All addresses included within the setup window will also be displayed within the report. Save button Use the Save button to record all of the entries within the window. Once the Save operation has been run then the window will automatically be cleared down. It is then possible to either select the same report Option again, or build a completely new one by simply typing in the new report name within the Option field. Clear button The Clear button clears all fields in the window without saving any changes. Delete button The Delete button permanently removes the currently displayed record from within Dynamics GP. Print button Use the Print button to create a copy of the report details included within the window. The location of the report itself can also be determined using the Destination button. 83

84 Active Documents User Guide Dynamics GP 2013 Option The Option field displays the name of the SOP Enabled report that is currently being reviewed. It is also possible to select from any other available SOP Enabled report by choosing the Option reference from the drop down list provided. Report The Report title field identifies the type of report that is currently being reviewed. Report Data The Report Data option contains a reference to all of the unique Identification Numbers that have been assigned to each SOP Advice run generated using Active Documents. Please note that this feature is only activated when the SOP Reprints report type is selected. Report Data lookup Use the Report Data lookup to view a list of all the unique Identification Numbers that have been assigned to each SOP Advice run generated using Active Documents. Please note that this feature is only activated when the SOP Reprints report type is selected. Ranges drop down list Use the Range drop down list to select the relevant criteria that are to be applied against the report option being created. These options include Customer ID and Customer Class. It is possible to include a selection from each of the available ranges, however it is not possible to insert multiple selections from within the same range. From Enter the first restriction that is to be used in creating the SOP Enabled report. It should be noted that the From field will also be dependent upon the selection made within the Ranges option. For example, if Customer ID is chosen within the Range field then a list of Customer ID references will be available for selection. The relevant options will also be displayed in accordance with the Customer Class option. From lookup Click on the From lookup to select from the suitable report restriction. To Enter the last restriction that is to be used in creating the SOP Enabled report. It should be noted that the To field will also be dependent upon the selection made within the Ranges option. For example, if Customer ID is chosen within the Range field then a list of Customer ID references will be available for selection. The relevant options will also be displayed in accordance with the Customer Class option. To lookup Click on the To lookup to select from the suitable report restriction. Restrictions The Restrictions pane indicates all of the reporting criteria that have been included within the current report Option. This pane will clearly display all the different From and To selections for each of the Ranges that have been added in to the report. 84

85 Insert button Once you have completed the Range, From and To fields next click the Insert button to include the restrictions into the report Option being created. Remove button To remove a previously defined range from the Restrictions pane, first highlight the required text from within the Restrictions pane itself and then click the Remove button. This will permanently remove the range from the report. Destination button Use the Destination button to select the print destination of the report Option. This includes the standard print to Screen, Printer or File options. Notes button Use the Note window to attach, display, or modify a note to a window or a field. Note buttons show whether a note is 12. Purchase Order Advices Setup a. Building the Purchase Order Advice Profiles in Detail Microsoft Dynamics GP >> Tools >> Setup >> Purchasing >> Active Doc.POP Setup The Active Documents POP Setup window is where the vendor Purchase Order Processing Advice Profiles can initially be created with a variety of different styles and formats. Essentially, you can create as many different Profiles as required, each with their own unique characteristics. For example, you can select different colours, font faces and a company logo if required. Each of the available fields can be located within the Help Files and also in this User Guide. 85

86 Active Documents User Guide Dynamics GP 2013 Save button Use the Save button to record all of the entries within the window. Once the Save operation has been run then the window will automatically be cleared down. Clear button The Clear button clears all fields in the window without saving any changes. Delete button The Delete button permanently removes the currently displayed record from within Dynamics GP. Preview button Prior to issuing a particular POP Advice profile to a vendor it is possible to review an example of how the HTML document is going to appear. The file that is created here must be saved in HTML format so that this can be viewed accurately. Print button Use the Print button to create a report that illustrates all of the setup information within the Active Documents Setup window. Profile Name field Create a name for the Profile that is being built within this field. Each Profile could consist of a variety of different styles, which could potentially be used for all vendors, or even specific vendor accounts. Note that it will not be possible to save any records in this window until a name is first entered in the Profile field. Profile Name lookup Use the Profile Name lookup to display a list of available Profile names. This will open the Active Documents Profile Lookup window thus enabling an existing Profile to be selected. Profile Name Notes button Use the Note window to attach, display, or modify a note to a window or a field. Note buttons show whether a note is Setup HTML Options The following options within the Active Documents Setup window will allow you to construct the layout of the POP Advice document that is to be used when ing your vendors. The vendor POP Advice can then be mailed directly from within Dynamics GP. Background Colour Use this option to sets the background colour for the HTML . The default value is White, although, options include: Black, Blue, Brown, Green, Orange, Purple, Red, and Yellow. A Colour code choice is also available where HEX colours can be entered in to the setup window. Font Colour Choose the font colour for the entire HTML . The default value is Black. Exclusions to this rule only include debit amounts which are shown as red. Note that if the background colour selected is red then these negative figures will 86

87 automatically become white. Options available include: Black, Blue, Brown, Green, Orange, Purple, Red, and Yellow. A Colour code choice is also available where HEX colours can be entered in to the setup window. Font Face This option controls the default font face for the entire HTML . The default value is Arial. It should be noted that the product does not carry copies of the fonts available for selection with it. Equally it is possible that the end Vendor who receives the may not carry a copy of the selected font. In both cases standard HTML browser protocol (as supported by Internet Explorer and Netscape) will utilise a standard font. Font choices will include: Arial Black, Verdana, Georgia, Garamond, Microsoft Sans Serif, Times New Roman, and Courier. Font Size Sets up the default document font size. The default value is 2 with choices between 1 and 4. The Font sizes available are standard HTML font sizes and not system specific, for example Microsoft Word font sizes which begin at 8. Column Header Colour Select the Column Header Colour for the entire HTML attachment. Options available include: Black, Blue, Brown, Green, Orange, Purple, Red, and Yellow. A Colour code choice is also available where HEX colours can be entered in to the setup window. Image Placement This field allows you to select where the company logo or image is to appear within the document. Options available include Top Right, Top Middle, Top Left and Bottom. Image Alternate Text Use this field to provide an alternate text message for the image if the receiver of the does not have a browser or a network enabled client. Image Location Enter the location of an image to be included within the vendor POP Advice. The default value is for no image to be included. Please note that the image must consist of a suitable hyperlink to a valid internet capable server, otherwise no image will appear when the vendor opens the attachment to the . Navigation Hyperlink Name Displays the text that is to appear as the main Hyperlink back to the original POP Advice front page, where the transaction details are displayed. The default value is Return to Start, however, this can be changed easily by simply overtyping the text. Web Page Link Specify a link to a website of your choice by entering the location into the field. If this field remains blank then no link will appear on the resulting ed POP Advice. Web Page Link Name Enter the text reference that will appear within the attachment for the Web Page Link that has been entered. Salutation 87

88 Active Documents User Guide Dynamics GP 2013 The Salutation option provides a choice of greetings to be placed in the body itself, including: Dear, Hi, Hello, and Your Text Choice. If the last option is chosen (Your Text Choice) then a further text field will appear on the screen enabling you to enter the salutation of your choice. Salutation Name The Salutation Name option provides a choice of contact name to be placed in the body itself, including: [Creditor Name], Madam, Sir, Sir / Madam, and Your Text Choice. The words enclosed with square brackets will be taken from the relevant vendor record. If the last option is chosen (Your Text Choice) then a further text field will appear on the screen enabling you to enter the salutation name of your choice. Banner Window Text This field enables you to input a banner text message to appear at the bottom of every page of the resulting HTML document. The default is for no message to be displayed, in which case the banner window will not appear. This could include any information that may be both interesting and useful to your vendors. Title The Title field will be displayed at the head of the ed attachment. The different options included for POP Advices are: POP Advice for [Creditor Name] from [Company Name], POP Advice for [Creditor Name], POP Advice, and Your Text Choice. If the last option is chosen (Your Text Choice) then a further text field will appear on the screen enabling you to enter the title of your choice. Telephone Number Format Relates to the format of how the telephone number for the vendor will appear on the front page of the POP Advice, along with contact details. The choices consist of: US Format (XXX) XXX-XXXX, UK Format 1 (XXXXX) XXXXXX, UK Format 2 (XXX) XXXX-XXXX, and Your Text Choice. Include Screens The following options allow additional screens of transaction and contact based information to be included within the physical POP Advice attachment. All of these windows will be available through Hyperlink drill-downs once the document has been opened. Include Contact Details checkbox Include or remove this extra HTML page by either marking or unmarking the checkbox. The default is to have this window displayed upon entry to the Microsoft Dynamics GP >> Tools >> Setup >> Purchases >> Active Docs. Setup window. Contact Details button This button opens the additional Contact Details setup window. Here it is possible to include additional contact details for your company which will be displayed within the attachment. Select from records already created within Dynamics GPor enter entirely new details. Include Terms checkbox Include or remove this extra HTML page by either marking or unmarking the checkbox. The default is to have this window displayed upon entry to the Microsoft Dynamics GP >> Tools >> Setup >> Purchases >> Active Docs. POP Setup window. Terms button 88

89 This button opens the additional Terms window where Purchase Terms can be attached to the document when the Active Documents POP Advice is issued. The Profile Name that this window relates to is shown in the Profile Name field. Browse buttons The Browse buttons allow you to move through all of the available Profile Name records in alphabetical order. Notes button Use the Note window to attach, display, or modify a note to a window or a field. Note buttons show whether a note is Header Text Construct a standard message to accompany the POP Advice attachment. Text entered here will appear in the body of the itself on the line immediately after the Salutation chosen. This will enable you to greet and issue other information to your vendors. b. Active Documents Preview Save Location Prior to issuing a particular POP Advice profile to a vendor it is possible to review an example of how the HTML document is going to appear. The file that is created here must be saved in HTML format so that this can be viewed accurately. The various fields within this window are identified as follows. Attach File button Click the Attach File folder button in order to select a suitable location to store the HTML preview file. OK button By selecting the OK button, this will create the preview HTML document and save this to your specified location. If the file location entered does not exist, or if the HTML extension is missing from the file name, then a warning message will be displayed. Cancel button The Cancel button closed the window without creating a Preview file. Notes button Use the Note window to attach, display, or modify a note to a window or a field. Note buttons show whether a note is c. Active Documents Profile Lookup window Use the Profile Name Lookup to display a list of available Profile names. This will open the Active Documents Profile Lookup window thus enabling an existing Profile to be selected. The various fields within this window are identified as follows. 89

90 Active Documents User Guide Dynamics GP 2013 Profile Name scrolling window This scrolling window displays a listing of all available Active Documents Profiles. Notes button Use the Note window to attach, display, or modify a note to a window or a field. Note buttons show whether a note is Select button Use the Select button to choose the Profile Name that is to be recalled. The same result can be achieved by double clicking the mouse on the required line within the scrolling window shown. Cancel button The Cancel button will close the immediate window without any actions being recorded. d. Contact Details Setup window Here it is possible to include additional contact details for your company which will be displayed within the attachment. Select from records already created within Dynamics GPor enter entirely new details. The various fields within this window are identified as follows. 90

91 Profile Name The Profile Name that this window relates to is shown in the Profile Name field. Profile Name Notes button Use the Note window to attach, display, or modify a note to a window or a field. Note buttons show whether a note is Contact Name Enter a Contact Name to be shown within the vendor POP Advice. It is also possible to use the Contact Name Lookup to select Contact Details pre-recorded from the Company Setup window. Contact Name lookup Use the Contact Name lookup to select Contact Details pre-recorded from the Company Setup window. Contact Address 1 Contact Address line 1 for recording your contact details. Address 2 Contact Address line 2 for recording your additional contact details. Address 3 Contact Address line 3 for recording your additional contact details. City Enter the City location within this field. 91

92 Active Documents User Guide Dynamics GP 2013 State Enter the State / County details within this field. Zip Code Enter the desired Zip / Post code here. Telephone Enter your contact Telephone Number here. Address 1 The address entered within this field is shown within the vendor POP Advice in accordance with the title entered into the Alias 1 below. For example, where a hyperlink to Purchases Manager is entered, then a new will automatically be generated for the address shown in the field below, where this link is selected from within the HTML attachment. Alias 1 Record a reference to be displayed within the vendor POP Advice that will automatically create an to the address shown in the Address 1 field above. Address 2 The second address entered within this field is shown within the vendor POP Advice in accordance with the title entered into the Alias 2 below. For example, where a hyperlink to Contact Us is entered, then a new will automatically be generated for the address shown in the field below, where this link is selected from within the HTML attachment. Alias 2 Record a reference to be displayed within the vendor POP Advice that will automatically create an for the address shown in the Address 2 field above. Contact Web Address An additional option is also given to reference a second website location if required. Here the Web Address Alias, below, will be the hyperlink that is shown within the body of the POP Advice. When the hyperlink is selected, this will then link directly to the Contact Web Address entered in this field. Web Address Alias Record a reference to be displayed within the vendor POP Advice that will automatically link directly to the Contact Web Address entered in this field shown above. Screen Title The Screen Title at the bottom of the window can also be amended so that an alternative heading can be recorded if desired. Contact Note Details Enter text that you wish to be displayed on the right hand side of the contact page. 92

93 Notes button Use the Note window to attach, display, or modify a note to a window or a field. Note buttons show whether a note is OK button When you are happy with the information that has been entered into the Contact Details window, press OK to record the changes. Clear button Pressing the Clear button will remove all details from the Contact Details window with the exception of the Screen Title ; the formatted Telephone Number and also the http reference within the Contact Web Address field. e. Terms window Use the Terms setup window to include additional information about any important company terms that may need to be considered as part of the transactions. The terms can simply be typed or copied in to the available window. This page will then be accessible using a hyperlink on the Advice Document itself. Profile Name The Profile Name that this window relates to is shown in the Profile Name field. Terms and Conditions Text Enter or copy the relevant Terms and Conditions text in to the available field so that this can accompany the Active Documents when they are issued. 93

94 Active Documents User Guide Dynamics GP 2013 Notes button Use the Note window to attach, display, or modify a note to a window or a field. Note buttons show whether a note is OK button When you are happy with the information that has been entered into the Terms window, press OK to record the changes. Cancel button The Cancel button closes the window without saving any records. 13. Purchase Order Documents Sending using Active Documents a. Single Purchase Orders Transactions >> Purchasing >> Purchase Order Entry >> Additional >> Single POP Advice POP Advice documents can either be sent singularly at the point of entry or alternatively as a group of documents similar to that of both Sales Statements and Purchase Remittances. Once all of the Purchase Order Entry details have been entered in the Purchase Order Entry window then it is possible to the POP Advice directly to your vendors using the Additional option at the head of the window. The POP Advice will automatically be saved once the Additional >> Single POP Advice option has been selected. Whether a POP Advice can actually be ed to your vendor at this stage will depend on whether the vendor has been set to receive POP Active Documents in the Active Documents Purchases Setup window. This setup option can be completed quickly and easily by either using the Creditor ID Expansion button directly within the Active Documents Mailer Single POP window, or alternatively going to the Active Documents Purchases Setup window at Cards >> Purchasing >> Creditor >> Additional >> Enter Setup. In order to allow your vendor to receive the POP documents via then the Send POP Advice checkbox will need to be marked. Send button Click the Send button to activate the routine. An will then be generated for the Creditor ID showing within the window. An individual plus attachment will then be generated for each address recorded within the fields. If the vendor has not been enabled to receive their documents via then a message will be presented when the Send button is activated. Once this routine is run then the transaction details within the Purchase Order Entry window will be saved and the window cleared. 94

95 Cancel button The Cancel button will close the immediate window without any actions being recorded. Redisplay button Use the Redisplay button to update the current window with any new information that may have been included since the Active Document Mailer Single POP window was initially opened. Typically, this could include amended address details that may have been accessed and changed through the Active Documents Purchases Setup window. Profile Name If the customer has a Profile attached at card level, then this will be automatically displayed when the window opens. Alternatively, recall the Profile that is required from the available listing. Each Profile could consist of a variety of different POP Advice styles, which could potentially be used for all clients or even specific customer accounts. Any generated from this window will always use the Profile displayed, regardless of what is setup on the debtor s card. Profile Name lookup Use the Profile Name lookup to display a list of available POP Advice Profiles profile names. This will open the Active Documents Profile Lookup enabling an existing Profile to be selected. Creditor ID field This field within the scrolling window displays a list of all Creditor IDs that have been taken directly from the POP Advice record previously accessed through Transactions >> Purchasing >> Purchase Order Entry. A hyperlink to the Creditor Card is also available. Creditor ID expansion button The Creditor ID expansion button will take you directly to the Active Documents Purchases Setup window where Active Documents records can be amended. This includes setup information such as whether a vendor is marked to receive POP Advices via and also adding or amending address details. Creditor Name This field displays the full Creditor Name of the Creditor ID that is going to receive the Active Documents POP Advice. POP Number The POP Number record is taken directly from the Purchase Order Entry window and displays details of the POP Advice document that is to be ed. To The To field displays a record of addresses that have previously been recorded within the Active Documents Purchases Setup window. Cc The Cc field displays a record of addresses that have previously been recorded within the Active Documents Purchases Setup window. Bcc The Bcc field displays a record of addresses that have previously been recorded within the Active Documents Purchases Setup window. 95

96 Active Documents User Guide Dynamics GP Ad-Hoc Use the Ad-Hoc field to add in on-the-fly details any other persons that might require a copy of the Active Documents. For example, this could be an Account Manager. The Ad-Hoc details are not stored within the window or the Active Documents Purchases Setup window. Where a vendor has not been set to receive POP Advices via then this field will automatically be greyed out upon entering the window. Notes button Use the Note window to attach, display, or modify a note to a window or a field. Note buttons show whether a note is b. Mass Purchase Orders Transactions >> Purchasing >> Print Purchasing Documents >> Additional >> Mass POP Advice POP Advice documents can either be sent singularly at the point of entry or alternatively as a group of documents similar to that of both Sales Statements and Purchase Remittances. Entering the Print Purchases Docs window will allow you to all of your POP Advice documents together in one single routine. This can be done by selecting the Additional option at the head of the window. The Active Documents Mailer POP window will then be available once the Additional >> Mass POP Advice option has been selected. Whether a POP Advice can actually be ed to your vendor at this stage will depend on whether the vendor has been set to receive POP Active Documents in the Active Documents Purchases Setup window. This setup option can be completed quickly and easily by either using the To Expansion button directly within the Active Documents Mailer POP window, or alternatively going to the Active Documents Purchases Setup window at Cards >> Purchases >> Creditor >> Additional >> Enter Setup. In order to allow your vendor to receive the POP documents via then the Send POP Advice checkbox will need to be marked. Send button Click the Send button to activate the routine. s will then be generated for all Creditor IDs where a tick is showing within the column. An individual plus attachment will then be generated for each address recorded within the fields. 96

97 Cancel button The Cancel button will close the immediate window without any actions being recorded. Redisplay button Use the Redisplay button to update the current window with any new information that may have been included since the Active Document Mailer POP window was initially opened. Typically, this could include amended address details that may have been accessed and changed through the Active Documents Purchases Setup window. Print button Print a status report of the POP Advice run that is to be produced. Prior to sending the s you will be able to review exactly how many Creditor IDs have been marked for generating an and which ones have not. Profile Name Recall the Profile that is required from the available listing. Each Profile could consist of a variety of different POP Advice styles, which could potentially be used for all clients or even specific vendor accounts. Profile Name lookup Use the Profile Name lookup to display a list of available POP Advice Profile names. This will open the Active Documents Profile Lookup enabling an existing Profile to be selected. Profile Name notes button Use the Note window to attach, display, or modify a note to a window or a field. Note buttons show whether a note is Override Card Profile checkbox This defaults to unchecked. If unchecked then any vendors who have an attached Profile at card level, will use that Profile. If checked, then the default Profile will always be used regardless if the customer has a Profile or not. Display The main Display bar allows the details within the scrolling window to be shown in terms of All ; Unmarked and Marked Creditor IDs. All radio button The All radio button changes the current view to show All Creditor IDs included within the Active Documents Send window, regardless of whether they are marked to receive an copy of their POP Advice. Marked radio button The Marked radio button changes the current view to only show those Creditor IDs that have been Marked to receive an copy of their POP Advice. Unmarked radio button The Unmarked radio button changes the current view to only show those Creditor IDs that are Unmarked in the column. 97

98 Active Documents User Guide Dynamics GP 2013 Mark All button Click the Mark All button to include a tick against all checkboxes in the checkboxes where an address is displayed. Unmark All button Click the Unmark All button to remove all ticks from the checkboxes in the column. Creditor ID field This field within the scrolling window displays a list of all Creditor IDs that have been taken directly from the Print Purchases Document record previously accessed through Transactions >> Purchases >> Print Purchases Docs. A hyperlink to the Creditor Card is also available. POP Number The POP Number record is taken directly from the Purchase Order Entry window and displays details of the POP Advice document that is to be ed. To The To field displays a record of addresses that have previously been recorded within the Active Documents Purchases Setup window. To expansion The expansion button will take you directly to the Active Documents Purchases Setup window where Active Documents records can be amended. Prior to selecting the expansion button it is necessary to first ensure that the checkbox is shadowed against the required Creditor ID. This can be achieved by clicking on the checkbox. checkbox The checkbox will initially default from details recorded within the Active Documents Purchases Setup window where vendors can be marked to receive Active Documents. A tick showing in the checkbox will mean that an is automatically generated for the Creditor IDs that have been marked to receive document when the Send button is activated. Cc The Cc field displays a record of addresses that have previously been recorded within the Active Documents Purchases Setup window. Bcc The Bcc field displays a record of addresses that have previously been recorded within the Active Documents Purchases Setup window. Ad-Hoc Use the Ad-Hoc field to add in on-the-fly details any other persons that might require a copy of the Active Documents. For example, this could be an Account Manager. The Ad-Hoc details are not stored within the window or the Active Documents Purchases Setup window. Hide and Show buttons Use the Hide and Show buttons to expand or collapse the view. 98

99 Notes button Use the Note window to attach, display, or modify a note to a window or a field. Note buttons show whether a note is Process Indicator While the build is running, the status bar will display the progress that has been made. 14. Purchase Order Advice Reports a. Available Purchases POP Advice Reports Reports >> Purchasing >> Active Doc. Reports It is possible to produce three different types of Active Documents reports for the Purchases POP Advice documents that may have been sent via . The report options here include: POP Reports This report can be built to show details of all POP Advice s that have been generated historically. Here it is also possible to restrict the report by Creditor ID, Sent Date and Creditor Class ; POP Reprints Each time s are generated using Active Documents a unique reference, or identifier, is given to each build that is created. While this reference is not visibly shown at the point of generating the s, it is however possible to return and review the documents created each time the Send operation has been run. These Reprint reports are essentially copies of the send information that is attached to each run; POP Enabled The POP Enabled report option will provide you with a list of all vendors that have, and have not, been set to receive their POP Advices via . This information is taken from the Active Documents Purchasing Setup window. All addresses included within the setup window will also be displayed within the report. b. Choosing your Active Documents POP Advice Reports Reports >> Purchasing >> Active Doc. Reports The Active Documents Purchasing Report Options are available from the Reports drop down list at the top of the window and include POP Reports, POP Reprints and POP Enabled. When the window is first opened then the default report is automatically set to show Purchasing Reports. All other report options will be available within the drop down list regardless of the original series that was selected. Once the chosen report type has been selected from the drop down list any previously created reports of this same type will automatically be listed within the Options field. The report Options which are listed here by name can be amended by first selecting the required report from the list and clicking on the Modify button. Alternatively, they can be added immediately in to the current Print List using the Insert button. To remove a report from the Print List simply highlight the report Option in the print list pane and click on the Remove button. It is also possible to build a new report of the type selected by clicking on the New button at the bottom of the window. This will then take you to the appropriate report option window so that the restriction details can be included. 99

100 Active Documents User Guide Dynamics GP 2013 Clear button The Clear button clears all fields in the window without saving any changes. Print button The report Options that have been inserted in to the Print List pane can be printed directly from the Active Documents Report window by clicking the Print button. Reports drop down list Select the type of Report that is required from the drop down list. The available options include POP Report, POP Reprints and POP Enabled report. Options All currently stored reports that match the Report type showing within the drop down list will be displayed within the Options pane. Change the list of reports shown here by selecting a different Report type from the drop down list. Print List The Print List pane displays each report Option that can be printed directly from the Active Documents Reports window. These reports can be manually added in to the Print List pane by first selecting them from the Options pane and then by clicking on the Insert button. Insert button Once a report Option has been selected from the Options pane then it is possible to add this report directly in to the Print List using the Insert button. Remove button To remove an Option from the current Print List then first select the required Option(s) from the Print List and click the Remove button. Once a report has been removed from the Print List pane then this report will no longer be printed when the Print button is activated. New button Use the New button to create a completely new report for the type that is currently displayed within the Report drop down list. 100

101 Modify button The Modify button can be used to amend an existing report Option. First select the required Option from the available list and then click the Modify button to make changes. Notes button Use the Note window to attach, display, or modify a note to a window or a field. Note buttons show whether a note is c. Active Documents POP Reports Reports >> Purchasing >> Active Doc. Reports >> Option: POP Reports >> [New or Modify] This report can be built to show details of all POP Advice s that have been generated historically. Here it is also possible to restrict the report by Creditor ID, Sent Date and Creditor Class. Save button Use the Save button to record all of the entries within the window. Once the Save operation has been run then the window will automatically be cleared down. It is then possible to either select the same report Option again, or build a completely new one by simply typing in the new report name within the Option field. Clear button The Clear button clears all fields in the window without saving any changes. Delete button The Delete button permanently removes the currently displayed record from within Dynamics GP. Print button Use the Print button to create a copy of the report details included within the window. The location of the report itself can also be determined using the Destination button. Option The Option field displays the name of the POP Report that is currently being reviewed. It is also possible to select from any other available POP Report by choosing the Option reference from the drop down list provided. 101

102 Active Documents User Guide Dynamics GP 2013 Report The Report title field identifies the type of report that is currently being reviewed. Report Data The Report Data option contains a reference to all of the unique Identification Numbers that have been assigned to each POP Advice run generated using Active Documents. Please note that this feature is only activated when the POP Reprints report type is selected. Report Data lookup Use the Report Data lookup to view a list of all the unique Identification Numbers that have been assigned to each POP Advice run generated using Active Documents. Please note that this feature is only activated when the POP Reprints report type is selected. Ranges drop down list Use the Range drop down list to select the relevant criteria that are to be applied against the report option being created. These options include Sent Date, Creditor ID and Creditor Class. It is possible to include a selection from each of the available ranges, however it is not possible to insert multiple selections from within the same range. From Enter the first restriction that is to be used in creating the POP Report. It should be noted that the From field will also be dependant upon the selection made within the Ranges option. For example, if Creditor ID is chosen within the Range field then a list of Creditor ID references will be available for selection. The relevant options will also be displayed in accordance with the Sent Date and Creditor Class options. From lookup Click on the From lookup to select from the suitable report restriction. To Enter the last restriction that is to be used in creating the POP Report. It should be noted that the To field will also be dependant upon the selection made within the Ranges option. For example, if Creditor ID is chosen within the Range field then a list of Creditor ID references will be available for selection. The relevant options will also be displayed in accordance with the Sent Date and Creditor Class options. To lookup Click on the To lookup to select from the suitable report restriction. Restrictions The Restrictions pane indicates all of the reporting criteria that have been included within the current report Option. This pane will clearly display all the different From and To selections for each of the Ranges that have been added in to the report. Insert button Once you have completed the Range, From and To fields next click the Insert button to include the restrictions into the report Option being created. 102

103 Remove button To remove a previously defined range from the Restrictions pane, first highlight the required text from within the Restrictions pane itself and then click the Remove button. This will permanently remove the range from the report. Destination button Use the Destination button to select the print destination of the report Option. This includes the standard print to Screen, Printer or File options. Notes button Use the Note window to attach, display, or modify a note to a window or a field. Note buttons show whether a note is d. Active Documents POP Reprints Reports >> Purchasing >> Active Doc. Reports >> Option: POP Reprints >> [New or Modify] Each time s are generated using Active Documents a unique reference, or identifier, is given to each build that is created. While this reference is not visibly shown at the point of generating the s, it is however possible to return and review the documents created each time the Send operation has been run. These Reprint reports are essentially copies of the send information that is attached to each run. It is suggested that the Date will be a key field for helping to identify POP Advice reports that have already been generated for your vendors. Save button Use the Save button to record all of the entries within the window. Once the Save operation has been run then the window will automatically be cleared down. It is then possible to either select the same report Option again, or build a completely new one by simply typing in the new report name within the Option field. Clear button The Clear button clears all fields in the window without saving any changes. Delete button The Delete button permanently removes the currently displayed record from within Dynamics GP. 103

104 Active Documents User Guide Dynamics GP 2013 Print button Use the Print button to create a copy of the report details included within the window. The location of the report itself can also be determined using the Destination button. Option The Option field displays the name of the POP Reprint that is currently being reviewed. It is also possible to select from any other available POP Reprints by choosing the Option reference from the drop down list provided. Report The Report title field identifies the type of report that is currently being reviewed. Report Data The Report Data option contains a reference to all of the unique Identification Numbers that have been assigned to each POP Advice run generated using Active Documents. Please note that this feature is only activated when the POP Reprints report type is selected. Report Data lookup Use the Report Data lookup to view a list of all the unique Identification Numbers that have been assigned to each POP Advice run generated using Active Documents. Please note that this feature is only activated when the POP Reprints report type is selected. Ranges drop down list Use the Range drop down list to select the relevant criteria that are to be applied against the report option being created. This field is not available within the POP Reprint report type. From Enter the first restriction that is to be used in creating the report. This field is not available within the POP Reprint report type. From lookup Click on the From lookup to select from the suitable report restriction. This field is not available within the POP Reprint report type. To Enter the last restriction that is to be used in creating the report. This field is not available within the POP Reprint report type. To lookup Click on the To lookup to select from the suitable report restriction. This field is not available within the POP Reprint report type. Restrictions The Restrictions pane indicates all of the reporting criteria that have been included within the current report Option. This field is not available within the POP Reprint report type. 104

105 Insert button Once you have completed the Range, From and To fields next click the Insert button to include the restrictions into the report Option being created. This field is not available within the POP Reprint report type. Remove button To remove a previously defined range from the Restrictions pane, first highlight the required text from within the Restrictions pane itself and then click the Remove button. This will permanently remove the range from the report. This field is not available within the POP Reprint report type. Destination button Use the Destination button to select the print destination of the report Option. This includes the standard print to Screen, Printer or File options. Notes button Use the Note window to attach, display, or modify a note to a window or a field. Note buttons show whether a note is e. Active Documents POP Reprints Report Data Lookup window Reports >> Purchasing >> Active Doc. Reports >> Option: POP Reprints >> [New or Modify] >> Report Data Lookup The Active Documents Reprint Lookup window maintains a listing of all POP Advices generated using Active Documents. Each time s are generated a unique reference, or identifier, is given to each build that is created. It is suggested that the Date will be a key field for helping to identify POP Advice reports that have already been generated for your vendors. Date Range The Date Range option allows you to restrict the current view within the Active Documents Reprint Lookup window. Once the new Date Range has been selected then the Redisplay button should be used to refresh the screen. 105