The Sage 100 Paperless Office module allows you to set up PDF and electronic delivery options for all standard Sage 100 reports, journals, registers, and period-end reports. You can also set up options for most customer, vendor, and employee forms. Let’s jump in and take a closer look at how to setup Paperless Office.
PDF and Electronic Delivery Options
Before getting into details on how to setup Sage 100 Paperless Office, let’s quickly review the various options to consider.
Paperless Office enables you to set up PDF and electronic delivery options that can be specific to a company, module, customer, vendor, employee, or individual document. These options include whether to automatically create a PDF for a journal or register, whether a password is required to open the PDF, and where to store it.
For forms such as invoices, sales orders, and Return Material Authorizations (RMAs), you can enable electronic delivery on a form-by-form basis.
Take a look at the delivery options hierarchy for details on various delivery options and how Sage 100 handles situations where multiple delivery settings exist for a given document.
See Also: How to Install the Sage 100 PDF Converter for Paperless Office
Paperless Office enables you to set up PDF and electronic delivery options that can be specific to a company, module, customer, vendor, employee, or individual document. These options include whether to automatically create a PDF for a journal or register, whether a password is required to open the PDF, and where to store it.
For forms such as invoices, sales orders, and Return Material Authorizations (RMAs), you can enable electronic delivery on a form-by-form basis.
Take a look at the delivery options hierarchy for details on various delivery options and how Sage 100 handles situations where multiple delivery settings exist for a given document.
See Also: How to Install the Sage 100 PDF Converter for Paperless Office
Steps for Setting Up Sage 100 Paperless Office
To setup Paperless Office, follow these steps:
1. Select Library Master Main menu > Company Maintenance and then define the email server for each company you are using.
1. Select Library Master Main menu > Company Maintenance and then define the email server for each company you are using.
2. Next, navigate to the Role Maintenance screen (also under Library Master Main menu) and set up security and module options for user roles in Paperless Office. These settings allow you to limit who has access to printing and PDF viewing tasks.
3. The next step is to select the Paperless Office Setup menu > then click Paperless Office Options to enable Paperless Office functionality for the document types you will be saving to PDF. For example, to enable the ability to e-mail and store PDF copies of sales orders and invoices, select the Forms check box. Refer to the Paperless Office Options Field Descriptions for more detail.
4. Now you set up electronic delivery and PDF options for the document types that are enabled in Paperless Office Options.
To configure options for storing PDF copies of journals and registers, select Paperless Office Setup menu > Journal and Register Maintenance (screenshot below).
For period-end reports, select Paperless Office Setup menu > Period End Report Maintenance.
To set up all other standard reports, select Paperless Office Setup menu > Report Maintenance.
To set up forms such as invoices, statements, and sales orders, select Paperless Office Setup menu > Form Maintenance. Form Maintenance allows you to set up options for e-mailing, faxing, and storing PDF copies of documents. You can also set up options for payroll direct deposit stubs.
See Also: How to Print Year-End Reports to Sage Paperless Office
3. The next step is to select the Paperless Office Setup menu > then click Paperless Office Options to enable Paperless Office functionality for the document types you will be saving to PDF. For example, to enable the ability to e-mail and store PDF copies of sales orders and invoices, select the Forms check box. Refer to the Paperless Office Options Field Descriptions for more detail.
4. Now you set up electronic delivery and PDF options for the document types that are enabled in Paperless Office Options.
To configure options for storing PDF copies of journals and registers, select Paperless Office Setup menu > Journal and Register Maintenance (screenshot below).
For period-end reports, select Paperless Office Setup menu > Period End Report Maintenance.
To set up all other standard reports, select Paperless Office Setup menu > Report Maintenance.
To set up forms such as invoices, statements, and sales orders, select Paperless Office Setup menu > Form Maintenance. Form Maintenance allows you to set up options for e-mailing, faxing, and storing PDF copies of documents. You can also set up options for payroll direct deposit stubs.
See Also: How to Print Year-End Reports to Sage Paperless Office
5. Set up default e-mail and fax messages in Electronic Delivery Message Maintenance.
6. Next, it’s time to configure default settings for customer and vendor electronic delivery options. This step will save time by establishing the default settings in the Paperless Office Delivery Options window for each new customer and vendor. You can also apply the settings to existing customers and vendors. For full details and options, refer to Default Delivery Options.
7. Next, set up electronic delivery options for customers (as needed) by navigating to Accounts Receivable Main menu > Customer Maintenance.
Select the customer, click the arrow in the top-right corner of the window, and then click Paperless Office Delivery Options where you’ll choose whether to print, e-mail, and/or fax PDF forms for this customer.
6. Next, it’s time to configure default settings for customer and vendor electronic delivery options. This step will save time by establishing the default settings in the Paperless Office Delivery Options window for each new customer and vendor. You can also apply the settings to existing customers and vendors. For full details and options, refer to Default Delivery Options.
7. Next, set up electronic delivery options for customers (as needed) by navigating to Accounts Receivable Main menu > Customer Maintenance.
Select the customer, click the arrow in the top-right corner of the window, and then click Paperless Office Delivery Options where you’ll choose whether to print, e-mail, and/or fax PDF forms for this customer.
NOTE: You’ll follow similar steps for vendors in the Accounts Payable Main menu > Vendor Maintenance screen.
8. To set up electronic delivery options for direct deposit employees, follow these steps:
Select Payroll Main menu > Employee Maintenance and select an employee. Click Direct Deposit and in the screen that comes up, click Paperless.
In the Paperless Office Delivery Options (Employee Maintenance) window, choose whether to print and/or email direct deposit stubs for this employee. If you selected to email documents, enter the employee e-mail address. Click Accept.
And that’s it … Sage 100 Paperless Office is now setup and ready to use!
8. To set up electronic delivery options for direct deposit employees, follow these steps:
Select Payroll Main menu > Employee Maintenance and select an employee. Click Direct Deposit and in the screen that comes up, click Paperless.
In the Paperless Office Delivery Options (Employee Maintenance) window, choose whether to print and/or email direct deposit stubs for this employee. If you selected to email documents, enter the employee e-mail address. Click Accept.
And that’s it … Sage 100 Paperless Office is now setup and ready to use!
Paperless Office Email Templates
Now that everything is set up and ready to use, you may be wondering what the email will look like that accompanies a vendor invoice, for example. That’s where the Sage 100 Paperless Office email templates come in.
Head back over to the Paperless Office module and choose the Electronic Delivery Message Maintenance option. In this screen, you’ll choose a company and module type along with a document type to begin setting up your email template.
Type a default subject line and begin composing your email body. You can also insert merge fields that will automatically pull data in from Sage 100 such as customer name, invoice number, etc. You also have full control over fonts, formatting, and more.
Head back over to the Paperless Office module and choose the Electronic Delivery Message Maintenance option. In this screen, you’ll choose a company and module type along with a document type to begin setting up your email template.
Type a default subject line and begin composing your email body. You can also insert merge fields that will automatically pull data in from Sage 100 such as customer name, invoice number, etc. You also have full control over fonts, formatting, and more.
Questions About Sage 100 Paperless Office?
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