Paperless Office: Period End Processing LM-1020

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1 Paperless Office: Period End Processing LM-1020 Overview This Extended Solution allows printing of MAS 90 MAS 200 Period End reports in PDF Format and provides a Viewer utility for the viewing and deleting of PDF documents. Additionally, any reports that exist on the Period End menu as well as on the Reports menu can also be PDFed when run off the Reports menu. This Extended Solution will work for any module that has period end processing. Installation Before installing this Extended Solution, please verify that the version level(s) printed on the CD label are the same as the version level(s) of the MAS 90 MAS 200 module(s) you are using. For further information, please see the Upgrades and Compatibility section below. Check your Shipping Manifest for a complete list of Extended Solutions shipped. For detailed installation instructions, please refer to the Sage website at: Installing Your Extended Solutions under Windows From a CD If you have the autorun function turned on for your PC, the installation program will start up automatically. If not, find the autorun.exe file on your CD-ROM drive and double-click it to start the installation program. Follow the on-screen instructions. From the Sage FTP site When your Extended Solution is ready to be downloaded, you will receive an from extendedsolutions.na@sage.com telling you that it is ready. The will contain the Customer Name, Cross Reference, a case-sensitive Password, a link via which you can download your Extended Solution, instructions and a Shipping Manifest. If you have any problems with this order, please extendedsolutions.na@sage.com and we will assist you during normal business hours. Extended Solutions Control Center Installing any Extended Solution will add an Extended Solutions Control Center to the MAS 90 MAS 200 Library Master Utilities menu. When you open the Control Center, the following options will be available: Extended Solutions Manuals Remove Extended Solutions Unlock Extended Solutions 2005 Sage Software, Inc. All rights reserved. LM-1020 (Revised 11/05) Page 1

Merge Installation Files Extended Solutions Setup options Custom Office If you customize your MAS 90 MAS 200, then you must run the Update Utility every time you install this Extended Solution.

2 Merge Installation Files Extended Solutions Setup options Custom Office If you customize your MAS 90 MAS 200, then you must run the Update Utility every time you install this Extended Solution. Setup Once the disk is installed, you will need to access the Library Master Extended Solutions Control Center (see above) and select Extended Solutions Setup options, then LM Check the Enable Extended Solution box to activate this Extended Solution (Figure 1). The manual for this Extended Solution, if it has been installed, can be viewed by clicking the Manual button next to the Enable Extended Solution check box. Figure 1 These Setup options appear on the General tab (Figure 1): RESTRICT LISTING IN PDF VIEWER BY USER ID: Check this box to only display PDF Period End reports printed by the current user unless that user has the Security Event Allow User to View All Users Period End Report PDFs checked in Role Maintenance. ONLY KEEP LAST COPY: Check this box to keep only one copy of a Period End report. Reprinting a report will overwrite the last copy. Uncheck this option to keep every copy of the report ever printed. A sequence number will be appended to the filename Sage Software, Inc. All rights reserved. LM-1020 (Revised 11/05) Page 2

3 On this screen, you will also see a Setup PDF Converter button. If you click this button, the Setup PDF Converter window will pop up (Figure 2). Figure 2 AUTO INSTALL EXTENDED SOLUTIONS PDF CONVERTER WHEN NECESSARY: Check this box to install the Extended Solutions PDF Converter silently during journal/register printing when the program detects that it is not installed on the workstation. Otherwise, it has to be installed manually on each workstation by visiting this Setup screen and clicking the Install button. Everything on this screen is universal. In other words, if you say Yes to auto-install the PDF converter necessary, all Paperless Office Extended Solutions will auto install the converter; you can t say Yes in one Extended Solution and No in another Extended Solution. USE 128-BIT ENCRYPTION FOR PASSWORD PROTECTED DOCUMENTS: This checkbox controls the encryption level used on all documents that are protected with a password. Check this box to use 128-bit RC4 encryption which is compatible with Acrobat 5.0 and later. Leave this box unchecked to use 40-bit RC4 encryption which is compatible with Acrobat 3.0 and later. Install: If you see the message Extended Solutions PDF Converter is not installed on this workstation, you can click this button to install the Converter. Uninstall: Click this button to uninstall the Extended Solutions PDF Converter. Test: Click this button to test if both the PDF Converter and the Adobe Acrobat Reader are installed correctly. The program will attempt to print a test page to PDF and open it in the Acrobat Reader (Figure 3) Sage Software, Inc. All rights reserved. LM-1020 (Revised 11/05) Page 3

For MAS 200, you must either click the Install button at every workstation from which PDF

4 Figure 3 For this Extended Solution to work properly, the Extended Solutions PDF Converter must be installed on each workstation. For MAS 200, you must either click the Install button at every workstation from which PDF documents will be printed or check the Auto install if necessary option. Figure Sage Software, Inc. All rights reserved. LM-1020 (Revised 11/05) Page 4

5 The Document tab (Figure 4) is where you set up which reports you want to PDF and other details about each document. COMPANY: Select a company code, or All. Click the list entries button to display a list of existing document setup. MODULE: Select a module, or All. The priority will be: Order Company Module 1 company module 2 company ALL 3 ALL module 4 ALL ALL For example, if you have a record for specific company and module, this Extended Solution would use that record before it would use the record for all companies, all modules. DIRECTORY: Select a directory where the PDF document will be generated. If you are running MAS 200, you should use UNC names, as opposed to drive letters. If you do use drive letter, be certain that the path is valid and points to the same location on both the workstations and the server. AUTO PDF: Select Yes to always generate a PDF without prompting or select Ask Me Every Time. PASSWORD PROTECT: Select No, Always Use Default Password, or Ask Me For a Password Every Time. PASSWORD: Enter a password. This option will be enabled only if you select Always Use Default Password from the previous option. SECURITY RIGHTS REQUIRED TO DELETE PDF: Check this box to only allow those users with the Security Event Allow User to Delete Period End Report PDFs checked in Role Maintenance to delete the PDF document in the PDF viewer. COPY: When this button is clicked, the user will be prompted for Copy From Company Code, Copy From Module (or All ), and Copy To Company Code (or All ) (Figure 4a). The program will then copy over all of the LM-1020 Setups to the Company Codes defined. If there are any existing Setups for the selected To Company Code, then the user will be warned that these exist and ask if they should be overwritten (Figure 4b) Sage Software, Inc. All rights reserved. LM-1020 (Revised 11/05) Page 5

Quit will stop the Copy processing at this point; any records already created will be retained. You should visit this Setup screen after each upgrade or reinstallation of this Extended Solution.

6 Figure 4a Figure 4b Yes will overwrite the one Company/Module/Register noted. No will not overwrite the one Company/Module/Register noted. Yes to ALL will overwrite this Company/Module/Register, plus any others with which it finds conflicts, and will suppress the warning from popping up again. Quit will stop the Copy processing at this point; any records already created will be retained. You should visit this Setup screen after each upgrade or reinstallation of this Extended Solution. Operation Report Printing During report printing, select a normal printer and click Print. The program will check to see if the Extended Solutions PDF Converter is installed on this workstation. If not, and the Setup question Auto Install When Necessary was checked, then the converter will be installed on the workstation automatically. If it is not installed and the Setup question is unchecked, then the user will be presented with a message that the PDF Converter is not installed and this document will not be PDFed (Figure 5). The document will still print to the printer specified Sage Software, Inc. All rights reserved. LM-1020 (Revised 11/05) Page 6

Figure 5 Selecting Preview will NOT generate a PDF document.

you want to print reports in PDF format? prompt (Figure 6).

If the Password Protect Setup option is set to Ask Me For a Password Every

7 Figure 5 Selecting Preview will NOT generate a PDF document. If the Auto PDF Setup option is set to Ask Me Every Time, you will see a Do you want to print reports in PDF format? prompt (Figure 6). Answer No if you wish to print rather than PDF. If the Password Protect Setup option is set to Ask Me For a Password Every Time, you will be prompted for a password (Figure 7). Figure 6 Figure Sage Software, Inc. All rights reserved. LM-1020 (Revised 11/05) Page 7

8 The reports printed in PDF format will be named as follows: CompanyCode_Module_ReportName_PeriodEndDate.PDF Additionally any reports which exist on the Period End menu as well as the Reports menu can also be PDFed when run off the Reports menu. Those generated from the Reports menu will have the following naming convention: CompanyCode_Module_ReportName_ModuleSystemDate.PDF Reports printed from the Reports menu will launch into PDF reader after report generation. Those printed from Period End will not. G/L Financial Reports will have an extra sequence number in the filename (for example: ABC_GL_IncomeStatementByDivision_001_ PDF) because multiple PDFs may be generated for one report. If Only Keep Last Copy is checked, all copies of the same report generated on the same date, regardless of selection criteria, will be deleted before new reports are generated. For example, you print the Income Statement by Division for five divisions and you print the same report again for three divisions. The five PDFs generated earlier will be deleted and three new one will be created. View Paperless Period End Reports A new View Paperless Period End Reports menu option has been added to the Library Master, Paperless menu. It allows you to View as well as Delete PDF Period End Reports generated in all modules and all company codes. This utility respects MAS 90 MAS 200 Menu Security. A user not authorized for a report menu option will not be able to view that report here. COMPANY: Select a Company or All Companies. MODULE: Select a Module or All Modules. DOCUMENT: Select a particular Journal/Register or All Documents. PE DATE FROM: A range of dates will default to further restrict the data to be displayed. The default FROM will be 30 days prior to the accounting date, the default TO will be 12/31/2999. The user can override the default dates. Based on the criteria selected, a list of PDF documents will display in the list box with these columns (Figure 8): 2005 Sage Software, Inc. All rights reserved. LM-1020 (Revised 11/05) Page 8

Figure 8 Co: The Company from which the report originated. Module: The MAS 90 MAS 200 module from which the report originated. Report Name: The name of the document.

9 Figure 8 Co: The Company from which the report originated. Module: The MAS 90 MAS 200 module from which the report originated. Report Name: The name of the document. System Date - Time: The computer date and time when the document was printed. PE Date: This is the Period End date when the document was printed from Period End Processing, or the Module System date when it was printed from the Reports menu. User ID: Who printed the document. Exists?: Does the document still exist in the directory listed under the File column? Password: Is the document password protected? Filename: The directory and filename of the PDF document, recorded at the time the document was created. You can click on any column heading to re-sort the entries. Only one document may be selected for viewing at a time. If the document is password protected, the user will need to enter the password it was PDFed with in order to view it. There is a Refresh button in the upper-right of the screen. If you keep the viewer open for a period of time, new reports may have been printed. Click the button to refresh the list Sage Software, Inc. All rights reserved. LM-1020 (Revised 11/05) Page 9

Moving Documents When the Move button (Figure 8) is clicked with documents highlighted, you will be prompted for the new path for the documents (Figure 9).

10 Moving Documents When the Move button (Figure 8) is clicked with documents highlighted, you will be prompted for the new path for the documents (Figure 9). Figure 9 After you have selected the directory location for the documents, press Proceed to begin the Move process. If you have not selected any documents in the viewer, then it is assumed that you want to move all of the documents currently listed in the Viewer. You will be warned and asked if you want to continue (Figure 10). To move all the documents currently displayed in the viewer, press Yes. Due to interpreter limitations, you should select no more than 100 documents at a time for moving. Figure 10 The program will attempt to move all of the selected documents that it can, and will reset the path for those documents. If Exist = No then no document will be copied, but the path will be changed (this assumes it has already been moved). Deletion of Documents Documents may be deleted from the Viewer and the file by highlighting an entry and clicking the Delete button. Multiple documents can be deleted by holding down the CTRL key while highlighting each document that you want to delete, then clicking the Delete button. If you specified in Setup that Security Rights Required in order to Delete a PDF, then only users with the Security Event Allow User to Delete Period End Report PDFs checked in Role Maintenance can Delete Sage Software, Inc. All rights reserved. LM-1020 (Revised 11/05) Page 10

11 Crystal Reports and the ODBC Dictionary The files listed below have been added or changed in the ODBC Dictionaries by this Extended Solution for Crystal Reports purposes. File: Description Field: SY_PDF Paperless Office Setup All Fields SY_PEL Paperless Period End Log All Fields Be aware that the ODBC Dictionaries may contain other files and data fields that will be unavailable without their corresponding Extended Solutions installed. What s New With the release: Changed G/L Financial Report PDF filenames and the Only Keep Last Copy logic. Changed to ask 'Do you want to print reports in PDF format' just once in G/L Financial Reports printing. Upgrades and Compatibility The installation CD is labeled with the version of the MAS 90 MAS 200 module for which this Extended Solution was prepared. This Extended Solution will check its compatibility with the appropriate MAS 90 MAS 200 modules and will be disabled if an incompatibility is found. If you upgrade your MAS 90 MAS 200 modules, this Extended Solution must be upgraded as well. Your MAS 90 MAS 200 dealer can supply this upgrade. Documentation Only changes made to the standard operation of MAS 90 MAS 200 have been documented in this manual. Operations not documented in this manual are standard procedures of MAS 90 MAS 200 processing. Standard MAS 90 MAS 200 processes, data entry screens, inquiry screens, reports, updates, etc., have not been changed unless addressed in this document. Parts of this document may refer to the Specific Purpose Rule. When referenced, the described feature was developed for a specific client to its specifications and may not conform to generally accepted MAS 90 MAS 200 standards and procedures. These features may or may not benefit you in your application of MAS 90 MAS 200. Acknowledgments 2005 Sage Software, Inc. All rights reserved. Sage Software, MAS 90 and MAS 200 are registered trademarks or trademarks of Sage Software, Inc. All other trademarks are the property of their respective owners Sage Software, Inc. All rights reserved. LM-1020 (Revised 11/05) Page 11

Paperless Office: Purchase Orders PO-1165

Paperless Office: Purchase Orders PO-1165 Overview This Extended Solution to the standard MAS 90 MAS 200 Purchase Order module prints purchase orders, both graphical and non graphical forms, to PDF files.