Sage Paperless Construction Release Notes Version 6.2
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Overview... 1 New Features... 1 Web Connectivity... 1 Web Connectivity Setup... 1 WEB SECURITY GROUPS... 1 WEB USERS... 2 CLOUD SYNC... 2 Paperless ecapture... 2 Paperless eforms... 2 Paperless eportal... 3 APFlow Accrual Module... 3 APFlow Sage 300 SM and PO Module Integration... 3 New Microsoft Office Add Ins... 3 Additional New Features... 4 Administration... 4 Alerts... 4 APFlow General... 4 APFlow Sage 100 Contractor... 4 APFlow Sage 300 CRE... 4 APFlow Check Review... 5 CD Plus... 5 DocRoute... 5 Index Types... 5 Reports... 5 Scanning... 5 Toolbars... 5 Widgets... 6 Resolved Issues... 6 APFlow - General... 6 APFlow Administration... 6 APFlow Check Review... 7 APFlow Credit Card Import... 7 APFlow Invoice Manager... 7 APFlow preview... 7 APFlow Routing Rules... 8
APFlow Sage 100 Contractor... 8 APFlow Sage 300 CRE... 8 Document Backfills... 9 Doc Route... 9 Indexer... 9 Job Polling Service... 9 Queues... 10 Reports... 10 Search... 10 Updating Your Sage Paperless System... 11
Overview Thank you for your requests and feedback on Sage Paperless Construction. We are excited to announce the release of version 6.2, which will provide multiple new features and will allow for you to be more productive. New Features Web Connectivity Version 6.2 is the official version that connects your on-premise Sage Paperless Construction server to the cloud! With our new web services, lists from your Sage 100 Contractor or Sage 300 CRE system (i.e. vendors, jobs, employees, etc.) can be published to the cloud and accessed from our new Paperless ecapture and Paperless eforms apps. The web services also allow the web apps to send data and documents back to your SPC system from various smart phones and tablets from out in the field. Stay tuned for educational webinars on our first new apps Paperless ecapture and Paperless eforms. Web Connectivity is performed by a new service that runs on your current Sage Paperless server. Administrators will see a new tab on the Server Dashboard labeled WEB SERVICE. Setup the service on your server the same as the App Service and Poll service. (Note: Requires an active Paperless ecapture or eforms subscription.) Web Connectivity Setup Once the proper licenses are purchased and the Web Service is installed, web components will appear on the SPC toolbar. WEB SECURITY GROUPS Security for web users is separated from on-premise users security. Security starts with the vault security groups. You will see a new tab, located on the vault properties dialog box, labeled Web Security Groups. These security groups manage the document types that can be accessed through the web the same way that your normal SPC security groups determine what documents direct users have access to.
WEB USERS Just as security groups are separate from on-premise security groups, so are users. Under the users button, a new Web Users menu item will appear. Web users are setup using their email address as their login ID's. CLOUD SYNC On the Administration toolbar, a new Cloud Sync button will appear. This button opens the Cloud Sync Manager screen which allows system administrators to manage the various lists that are published to the cloud from your Sage 100 Contractor or Sage 300 CRE system. Paperless ecapture Use your smartphone as the ultimate scanner. Capture job photos, credit card receipts, AP receiving documents or even AP Invoices by using the camera on your smartphone. Take pictures, add relevant information and submit directly to your SPC system from anywhere in the world! (Note: Requires Sage Paperless Construction Premium package.) Paperless eforms Replace your stacks of paper forms by publishing your forms to users in the field with Sage Paperless eforms. With an easy to use management website, configure and publish any form to tablets in the field. Capture data and photos directly from the field and submit them instantly to your SPC server for instant storage and/or routing. Map your forms to SPC document types and index values. Web services allow users in the field to have full lookup lists of jobs, equipment, vendors, employees, etc., straight from your Sage 100 Contractor or Sage 300 CRE databases. Users can route between themselves, for collaboration, before submitting back to your SPC server. (Note: Requires Sage Paperless Construction Premium package.) Capture the following: Published items (Job #'s, Vendors, etc.) Text Dates Time GPS locations Signatures Photos 2
Paperless eportal Access Sage Paperless Construction documents and workflows on the web. Sage Paperless eportal is a web based portal that allows web users to login and interact with Sage Paperless documents and workflows from an internet browser. Customers may subscribe to various modules that will be added to the portal over time. eportal Invoices Module that allows web users to approve invoices routed through the APFlow module directly on the web. eportal Documents System administrators can publish documents stored on premise in their Sage Paperless Construction system directly to the web. Publish employee payroll check stubs and W-2 s, client job progress photos, or any other document type for instant access by web users. APFlow Accrual Module A new AP Accrual module has been added to the APFlow workflow module. Supervisors can now see all expense and job-related invoice lines that are outstanding at the end of the month in an easy to use grid. Default coding can be applied and end of the month accrual and reversal entries can be exported to the Sage 100 Contractor and Sage 300 CRE AP modules making end of the month accrual entries a breeze. APFlow Sage 300 SM and PO Module Integration Sage Paperless Construction version 6.2 is now fully integrated with the Sage 300 CRE Service Management and Purchase Order module. APFlow processors can now enter invoice lines against PO s that originated in both the PO and SM modules. When the invoices are exported, invoice information is updated in the PO and SM modules, so there is no more double keying of information. New Microsoft Office Add Ins New add in modules have been published which enables users to add a Sage Paperless tab to their Microsoft Word or Microsoft Excel products. On this tab users can index, route, push to queue, check in and check out the document they are working on outside of Sage Paperless. No more dragging and dropping MS Word or Excel files to the SPC desktop to store it. 3
Additional New Features Administration Alerts A new "Reactivate Documents" button has been added to the Administration Tab. When documents are "deleted" in the system, they are not erased until they are purged using the Document Purge system. System administrators can now "reactivate" deleted documents that have not been purged. New alert options have been added to the alert Sage Paperless alert system to: o inform users when a batch gets assigned to them. o inform users when something gets added to a queue of their choosing. o Inform users when documents of a certain document type are indexed. APFlow General Added APFlow Reviewer approval limits feature. AP Supervisors can set an approval limit for each reviewer and set which reviewer and sequence is automatically added to the invoice route if an invoice exceeds the approval limit. Added color coding to reviewer status lines to APFlow work in process grid and invoice manager reviewer dialog. Invoice Vendor History screen now includes non-exported invoice and links to the associated document for each invoice. Added feature to force invoices to automatically route to another configurable reviewer when the current reviewer's approval limit has been met. An additional APFlow Reviewer permission has been added which enables Supervisors to disallow a reviewer to reroute invoices. APFlow Sage 100 Contractor Added functionality to the Check Review module to unmark an invoice for payment. APFlow Sage 300 CRE Added the description underneath the Department field when using the GL Breakout advanced option on an Expense line. Added ability to include Property folders to filter invoices by property when using the preview system. 4
APFlow Check Review Added functionality to Check Review to be able to filter the list by vendor and amount. APFlow Credit Card Importing Added functionality to the Credit Card Import to search for matching credit card receipts and transfer any coding already populated on the receipt to the matching invoice line. CD Plus Added the ability to include document notes in a CD Plus distribution DocRoute The Document Routing and Quick Route buttons have been moved from the Distribute tab to a new DocRoute tab on the main toolbar. A new Manage DocRoute button has been added to allow Administrators manage routing rules, proxy users and routing groups. Document routing rules have been changed to allow more than one document type to apply to a routing rule. Administrators can now setup routing rules for an entire process and include all of the document types that are involved in that process. Added functionality to highlight routes that are past due in RED on the Doc Routing screen. Added the ability to include dynamic index variables into the route s default notes. Index Types Added "Display As Currency" option for numeric index types to automatically format as currency values on Search, Index, Mass Index, and Document Info (Indexes Tab) dialogs. Reports Added additional options for exporting to the Export buttons on the Reports screen. Users can now export reports to Excel, PDF, Word, RTF, and CSV formats. Scanning Added ability to scan files to the pvault main window through the scan to file wizard Toolbars Added ability for users to discard changed ribbon color settings when trying out different themes in the ribbon configuration dialog. 5
A new "View in Native Program" button has been added to the Utilities Tab. Click this button to open the currently viewed document in the external default viewer for that file type. (i.e MS Excel, Adobe Acrobat, etc.). The Change Password button on the Home tab has been changed to User Properties. Individual users can change their password and number for text messages on this screen. Added a Reassign Users option to the Administration -> Users dropdown menu. This option can be used by administrators to reassign items assigned to a particular user (batches, routing rules, etc.). Mainly used when a user has left the company and their routed items need to be assigned to another user. Widgets Added widget to allow users to view counts and amounts for invoice that have been in pending status for a configurable number of days for both themselves and any users they proxy. Resolved Issues APFlow - General Fixed Issue in AP Flow where reviewers were still listed in the AP Flow side bar for deleted invoice lines. Fixed issue where changing the status of a line on the APFlow work in process sidebar and then cancelling that change would result in the change still being applied. For the vendor history screen, added a splitter to resize the grids and added GL Account to detail records. Fixed issue where users could no longer see line notes on an invoice once that invoice had been exported because the line notes button was disabled for exported invoices. Added logic to check the status of a job when selecting a subcontract. Fixed issue where "NOT LIKE" rules would not fire correctly. Fixed issue where users would get a "no row at position 0" error if they had "Current Processor" configured on a routing rules that fired. Fixed issue where refreshing work in process tree view would not remember which nodes where previously expanded. Fixed issue where on hold invoices were not displaying with red font color on APFlow work in process tree view. APFlow Administration Fixed issue where switching bridge information on the vault administration dialog does not save your changes unless you select 'None" first, then save, then enter your changes and save again. All information should now save when entered. 6
Modified the Vault and User Administration screens to indicate if a user does not have access to a vault when setting APFlow rights. Fixed issue where users would get error when clicking the "Receive Notifications" column header. APFlow Check Review Fixed issue where Check Review grid heights did not remember user's last settings. Fixed issue where vendor selection would not happen in sequential order after sorting. Fixed issue where batch ID when pulling EFT transactions was not being properly validated. Fixed issue where users would get error when entering non-numeric check number values in check review APFlow Credit Card Import Corrected issue where Credit Card defaults were not always imported for some coding fields. Fixed issue where if the credit card importer ran into too many errors the OK button on the error dialog would appear off the screen. APFlow Invoice Manager Fixed issue where "Entry Date" field was not populating in Invoice Manager. Fixed issue where setting an advanced filter in invoice manager that contains a single quote would cause an error. Fixed issue where users could not delete invoices that were in the reset for edit category of invoice manager. APFlow preview Fixed issue where preview invoice grid and tree node counts would not refresh when approving from the invoice entry form after clicking "Edit Invoice." Improved memory performance when selecting invoices in the main preview grid. Fixed issue where Posted Invoices on Hold count would always show zero even if invoices were in this status. 7
APFlow Routing Rules Fixed issue with invoice routing where reviewers added by a previously assigned routing rule group were unable to be removed. Changed invoice routing screen so that the list of rules resizes with the window instead of the rule description and recipients. This way users can enlarge the screen to see more configured rules. Fixed issue where accounting system routing rules would fire even if an exclusive rule for that vault was applied. Fixed issue where invoice routing rules using document class would not fire. Fixed issue where new routing rules were not copying over when using the copy vault functionality. APFlow Sage 100 Contractor Fixed issue with negative PO invoices not closing out the purchase order upon posting. Corrected potential rounding issue on invoices with Workers Comp deductions. Added validation to ensure that descriptions at the Invoice Line level were not blank. Fixed issue where selecting "Screen Defaults" tab before setting document categories would result in an error. Fixed issue where Job Number was not showing up in Invoice Manager in Sage 100 bridged vaults. Fixed issue where entering non-numeric check number ranges in check review would cause an error. Corrected issue where description on invoice is overwritten by description from purchase order. APFlow Sage 300 CRE Added logic to evaluate the Job costing based on the Equipment Cost Code selected. Resolved issues with the Invalid GL Period Reviewer Warning not firing at time of approval by the reviewer. Resolved issues where changing the PO line number failed to update the job number correctly. Fixed issue where users would get an error when trying to change line type to "Commitment" when using the change line type button. Fixed issue where changing a vendor on an existing invoice with subcontract lines, it would fail to warn the subcontract is not valid for that vendor if the subcontract was still in the in-memory cache. Fixed issue where users could not perform an auto lookup by typing the first time the commitment lookup is shown when selecting a commitment line type in invoice entry. 8
Fixed issue where Invoice Details button on Document Info form did nothing when running from Sage 300 Attachment Sync viewer. Fixed issue where entering an alpha character in the retainage field would cause an invalid string format error. Resolved error in handling a tax group with no tax rate defined. Resolved issue where Invalid GL Period Warning check was checking if current period only and reporting all past periods as closed. Resolved issue where adding a PO line with taxes was setting the net pay as the amount minus the tax instead of plus tax. Added closed Job warning for Subcontract lines. Document Backfills Fixed issue where backfilled values on index form didn't always group together at the top of the form. Doc Route Fixed issue where sorting DocRoute items by newest and adding a filter count would sometimes not restrict the number of items to the configured count. Fixed issue where adding a document to a route binder directly after selecting a new route node (inbox, sent, etc.) would cause an object reference error. Fixed issue where users could view and index a document belonging to another vault than you are currently in when in the DocRoute module. Indexer Fixed issue where users would get a hard error when attempting to save a document with no indexes entered on the index form. Users now get a message detailing the corrective actions they can take which also allows them to continue in the program. Fixed issue where indexing a duplicate document from a queue with "warn if duplicate" option turned on would lead to an infinite indexing loop. Fixed issue where TAB key does not jump to the next line after entering the session default column. Job Polling Service Fixed issue where a null value for a user's email address would cause the queue notification job to fail when attempting to send notifications to that user. 9
Queues Fixed memory leak in push to queue dialog. Fixed issue where users could not assign web users when creating a new user queue. Reports Fixed issue where invoice detail report would always show two pages even if the data only spanned a single page. Search Fixed issue where private user categories were showing up in the selection list when creating new browser template nodes. Fixed issue where users using a different time culture (Australia, Canada) and inputting dates in advanced search would get a parsing error. 10
Updating Your Sage Paperless System The following steps guide you through the update process. 1. Instruct your Sage Paperless users to exit SPC before attempting the update. 2. Log onto the server which houses Sage Paperless as an Administrator. 3. From the server s Start menu, run the SPC Server Dashboard. 4. First, you have to stop the Sage Paperless Application, Job Poll, and Web services. From the SPC Server Dashboard, click on the App Service and Job Poll Service tabs and click the Stop button to stop the services. Click Stop Button Click Stop Button 11
Click Stop Button 5. Click the Deployment tab Live Update Tab Version Available Version Deploy Button Current Version 6. Click the Live Update tab if it is not already chosen. 7. The Available Version label shows the latest pvault version available to you. 12
8. Click the Deploy button to download and deploy the update file. (Note: You will only be able to download the update file if your maintenance is current with Sage. The status of your maintenance is shown to the left of the Manual Update tab.) 9. While the update file is downloading, you will see the following status screen. The download can last from a few minutes to a longer period of time, depending on the speed of your internet connection. 10. When the download is complete, you will be presented with a SQL Login screen as shown below. Type in a SQL administrator s login id and password, and then click OK. 11. The updater will ask you if you would like to back up the database before applying the update. We suggest you choose Yes. 12. Once the backup is completed, the updater runs the database scripts to update the Paperless Environments database; updates the Sage Paperless Application Server files; and updates the Sage Paperless Client files. 13
13. When the update is completed, you will see the message shown below. 14. The last step is to restart the Sage Paperless Application, Poll Service, and Web Service (if applicable) services. Click on the App Service, Poll Service and Web Service tabs and click the Start buttons to restart the services. Click Start button Click Start button 14
Click Start button 15. When your clients log back into Sage Paperless, the client software will update automatically. 15