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eAdvice User Guide 1

eAdvice

About This Guide _____________________________________________________________ 2

Before you begin ______________________________________________________________ 3

Configuration _______________________________________________________________ 5

Attachment Printer __________________________________________________________ 16

System Test________________________________________________________________ 17

Maintain Contact Codes ______________________________________________________ 18

Maintain Advice Forms ______________________________________________________ 19

Contacts Bulk Maintenance ___________________________________________________ 26

Maintain AR Contacts _______________________________________________________ 27

Maintain AP Contacts________________________________________________________ 29

Audit Log _________________________________________________________________ 30 Re-Send eAdvice _________________________________________________________________ 31 Transmission Audit Report__________________________________________________________ 32

eAdvice Communications and Follow-Ups _______________________________________ 33

Communication and follow-up context __________________________________________ 33 Communication __________________________________________________________________ 34 Follow-up _______________________________________________________________________ 35

Chapter 2: eAdvice Reports ___________________________________________________ 37

Accounts Payable Reports ____________________________________________________ 38 Task 1: Printing Remittance Advices __________________________________________________ 39 Task 2: Printing Purchase Orders ____________________________________________________ 41

Accounts Receivable Reports __________________________________________________ 43 Task 1: Printing Sales Order Acknowledgements ________________________________________ 44 Task 2: Printing AR Credits _________________________________________________________ 46 Task 3: Printing AR Invoices ________________________________________________________ 49 Task 4: Printing Distribution Credits___________________________________________________ 52 Task 5: Printing Distribution Invoices __________________________________________________ 54 Task 6: Printing Statements_________________________________________________________ 56 Task 7: Printing Customer Aging Report _______________________________________________ 57

Chapter 3: eAdvice Security ___________________________________________________ 59

Maintain Users _____________________________________________________________ 59

Maintain User Access ________________________________________________________ 60

Appendix 1 _________________________________________________________________ 61

Maintaining Contacts & Distribution ____________________________________________ 62

Additional Information for Subject and Message___________________________________ 63


About This Guide Overview Introduction eAdvice has been developed for companies who would like to take

advantage of the ability to communicate electronically to their customers and suppliers.

eAdvice enables you to efficiently and cost effectively send email and / or fax correspondence to customers and suppliers. Use eAdvice to fax or email documents such as:

• EFT Remittance Advices • Purchase Orders • Sales Order Invoices / Credits • Sales Order Acknowledgements • Accounts Receivable Invoices / Credits • Customer Statements • Customer Aging Report • Star Projects Invoices

About this user This user guide explains how to setup and use eAdvice. It is guide designed to be used with the other documents that ship with Epicor

products. Prerequisite You should have a working knowledge of personal computers and a

working knowledge of Microsoft Windows.


Before you begin Overview Introduction Before installing eAdvice there are some applications that will need to be

installed and configured on the appropriate workstation. Each of the items below will have their own installation, configuration and registration guidelines:

Applications:

• Epicor eBackOffice financial software 4.2a or higher • Epicor eBackOffice EFT module (optional) OR • Star Projects

Database: • Microsoft SQL Server 7.0 or higher

PDF writer program: • Adobe PDF Writer version 5 and prior OR • Star PDF Writer which is distributed with eAdvice

(recommended)

e-Mail component: • Connection to a MAPI or SMTP compliant email system.

Fax component: • The fax transport can be either:

- Symantec WinFAX PRO version 10 - faxing software that is integrated to your email

system. - Venali faxing services - Interfax faxing services - ActiveFax Please refer to your documentation supplied with these products to determine their suitability and details for installation and configuration.

Please read ‘eAdvice installation instructions.pdf’ file before installing or upgrading eAdvice.


Chapter 1: eAdvice Utilities Overview Introduction This chapter explains the utilities available in the application and how

each are used. In this chapter This chapter contains the following topics:

Topic Page Configuration 5 Attachment Printer 16 System Test 17 Maintain Contact Codes 18 Maintain Advice Forms 19 Contacts Bulk Maintenance 26 Maintain AR Contacts 27 Maintain AP Contacts 29 Audit Log 30 Re-Send eAdvice 31 Task 7: Printing Customer Aging Report 32


Configuration Description The Configuration Utility is used to define the way that eAdvice will

behave given certain situations. Main tab

Configuration options related to Main tab Field Description ARAGING_PRINT_CURRENCY Print AR Aging Report in either (HOME)

Currency, (OPER) Currency, (NAT) Currency Applies to Crystal Report form only.

CDA_AUTO_SIGNATURE_PATH Path where auto signature BMP files are located for all users. Used for Customs Forms.


CDA_BATCH_NO Last Customs Documentation Batch number. Used for Customs Forms.

CRYSTAL_USE_RM Allow calling Crystal Reports vie Report Manager. Default is ‘N’. Should only be used if Report Manager has been installed.

CUST_STATEMENT_AGING Default Customer Statement Transaction Aging Date option to either - ‘AGE’, ‘DOC’, ‘DUE’ or ‘APP’

EBILL_ACTIVE If you would… Like to use eAdvice to create the eBill acquisition file Do not wish to use the eBill acquisition file

Then… Type Y in the value column Type N in the value column

EBILL_BILLER_ID If you answered Yes to the above question please enter the ID code provided to you by your eBill supplier.

EBILL_CONTACT_CODE This is the contact code that the system uses to identify eBill transactions. The same code will be used for report setups and processing. The default code is eBill.

EBILL_FILE_TAG The value entered here will be used as the tag inside the acquisition file. The default value is EBAQ.

EBILL_LAST_DATE The date displayed here is the date the system last performed an eBill report run. This field is maintained by the system.

EBILL_LAST_RUN_NO The number displayed here is the number of the last eBill report. This field is maintained by the system.

EFT_POSTED_STATUS If you… Post EFT payments before printing remittances Do not post EFT payments before printing remittances

Then… Type P in the value column Type U in the value column


EFT_SHOW_VCHR_CLASS If ‘Y’ then Voucher Classification is shown as part of the EFT Remittance Details Applies to Crystal Report form only.

EFT_SHOW_VCHR_COMMENT If ‘Y’ then Voucher Comment is shown as part of the EFT Remittance Details Applies to Crystal Report form only.

EFT_SHOW_VCHR_MEMO If ‘Y’ then Voucher Internal Memo is shown as part of the EFT Remittance Details Applies to Crystal Report form only.

FILE_ARCHIVE If output files are to be … Retained Deleted

Then… Type Y in the value column Type N in the value column

Note: If archiving is set to N, eAdvice will delete the original PDF documents created once sent. The PDFs will not be available for viewing in the Audit Log. If Winfax PRO is installed, the value will be overridden with Y when processing.

FILE_PATH If you answered Y to the above question a full path will be required to store the files created. The path can include a UNC name, for example: \\Servername\Sharename\FolderName or a drive letter and folder names, eg: c:\eClient\Docs\eAdvice This path will also be used to hold any temporary files that are created during processing. If you responded N to the above questions the system will use the current path to hold the temporary files.

FILE_TIME_OUT Enter the maximum number of seconds the system has to create a file before prompting for action from the user. It is recommended that 10 seconds be entered here.


FOLLOWER_CUST_STATEMENT If ‘Y’ then eAdvice sends follower documents with Statement Advice

LOGO_PATH_NAME Enter the full path and file name of the company logo (if required). If this option is used the logo will print on all the electronic documents. Note: The image can be in a BMP, GIF, JPEG, RLE, or WMF format.

LOGO_PATH_NAME_2 This option may be used on custom forms. Enter the full path and file name of the additional company logo. Note: The image can be in a BMP, GIF, JPEG, RLE, or WMF format.

OUTS_STMNT_TRX_ONLY If statements… Are to print with full details Should only print the outstanding balances

Then… Type N in the value column Type Y in the value column

STMNT_AGING_GL_OR_AR Print Statement Aging based on: AR - AR brackets GL – GL Periods

SYS_BATCH_NO This is an auto-generated number that increases each time a batch of Advices is transmitted. It is system generated and should not be altered.

SYS_COMMUNICATE_NO This is an auto-generated number that increases each time a communication is created. It is system generated and should not be altered.

SYS_FOLLOWUP_NO This is an auto-generated number that increases each time a follow-up is created. It is system generated and should not be altered.


Email/Fax tab

Configuration options related to Email/Fax tab Field Description If recipients exist for fax and email If BOTH fax and email are set against a

Recipient you need to determine which contact option to use. If only fax or e-mail is set against a Recipient this configuration would be ignored. This setting can be overridden for the contact code at the Report Maintenance level, if required.

Mail protocol Enter the type of mail system to be used for transmitting emails (as well as faxes when faxing vie e-mail system). Select either MAPI or SMTP.

SMTP server name or IP address If SMTP mail protocol is chosen then enter SMTP server name or IP address here


Is SMTP Authentication required If SMTP mail protocol is chosen and SMTP Authentication is required then tick it ON (all users must have valid SMTP accounts).

SMTP Authentication type SMTP related. Default is ‘Automatic’. Change if required.

SMTP NTLM mode SMTP related. Default is ‘AUTH LOGIN’. Change if required.

SMTP Log Name SMTP related. In case there are problems using SMTP protocol, enter a file name path which will be used by eAdvice to create a log file which then can be sent to Support for analysis. Example C:\Test\eAdvice.log

BCC email to sender If you… Need to send a blind copy of the email transmission to senders email address Do NOT need to send a blind copy of the email to senders email address

Then…

Check ON Check OFF

Read Receipt If you… Need a read receipt notification Do NOT need a read receipt notification

Then…

Check ON Check OFF

Fax provider Select Fax method your system use for faxing documents

If you… Need a cover page Do not need a cover page

Then…

Check ON Check OFF

Fax cover page

Note: If the business is using WinFAX PRO the value set here will override any WinFAX PRO Program Settings.


Venali Faxing

Before using Venali services you need to create a Venali account at www.venali.com Configuration options related to Venali Faxing Method Determines which Venali method is to be used

when sending faxes. ‘e-Mail’ – sending faxes by emailing to the e-mail address registered with Venali. ‘WEB’ – sending faxes using Venali WEB component installed on the computer. Web component can be downloaded from Venali Web site

User ID Venali account user ID

Password Venali account password

e-mail address e-mail address registered with Venali (required if using ‘e-Mail’ method and SMTP protocol)

e-mail name Display name for e-mail address registered with Venali(Optional)


Interfax Faxing

Configuration options related to Interfax Faxing Method Determines which Interfax method is to be used

when sending faxes. ‘e-Mail’ – sending faxes by emailing to the e-mail address registered with Interfax. ‘WEB’ – sending faxes using Interfax WEB services.

User ID Interfax account user ID

Password Interfax account password

e-mail address e-mail address registered with Interfax (required if using ‘e-Mail’ method and SMTP protocol)

e-mail name Display name for e-mail address registered with Interfax(Optional)


ActiveFax Faxing

Configuration options related to ActiveFax Faxing File Directory Enter directory path where PDF documents will

be placed for processing by ActiveFax


System tab

Configuration options related to the System tab (read-only) APP_SERVER_VERSION Displays the current eAdvice server version. This

version should match the client version. Client version is displayed on the window title. This value is maintained by the Application, and automatically updated via the Database Update Utility.

PDF_APPLICATION Displays the application that is used to create PDF attachment files. eAdvice can use either Adobe PDF Writer (ADOBEPDF) or Star PDF Writer (STARPDF). To change this setting, please refer to Attachment Printer section below.


Local Setup

Configuration options related to the Local Setup Crystal Report Version Should be blank unless there are issues when

running Crystal Reports. For such cases enter Crystal Report version installed on the computer (example 9.0)


Attachment Printer Overview Introduction The Attachment Printer and PDF type configuration are used to select the

software that will be used to create the documents. These documents will then be attached to an email or sent to the fax software to be converted to data files.

You can use either Star PDF Writer or Adobe Acrobat software for the creation of attachment files. Please refer to the "Before you begin" section on page 3 for supported versions.

To select an With the Configuration screen open, from the utilities menu select Attachment Printer Attachment Printer.

Field Description PDF Attachment Printer

Select a Printer from the drop down list box. Although the list will show all printers installed on the computer, only a supported PDF printer should be selected. NOTE: When using Star PDF Writer, make sure that the printer configuration option 'Print directly to the printer' is set to ‘ON’. You can set this option using Control Panel – Printers setup.

PDF Type Use the drop down list box to select either the Adobe PDF Writer or Star PDF Writer option. The selected option should match the type of Printer selected in the PDF Attachment Option above.

IMPORTANT NOTE: The attachment printer settings are maintained in the Windows registry under HKEY_CURRENT_USER. Therefore, for each eAdvice user logging on to each workstation you need to set\maintain the Attachment Printer.


System Test Overview Introduction The system test screen allows you to test that connections from your

workstation to your email and fax systems are functioning as expected.

To test your Open the configuration screen and from the utilities menu select communications eAdvice System Test.

Field Description Create Attachment The create attachment checkbox must be

ticked to send test email or faxes. This is to ensure that the attachment files flow through correctly to your email or faxing system.

Email If you… Would like to send a test Email Would not like to send a test Email

Then… Check the Email checkbox, press tab and enter the Email Address then click the Test button Leave the Email checkbox blank

Fax If you… Would like to send a test Fax Would not like to send a test Fax

Then… Check the Fax checkbox, press tab and enter the Fax number and click the Test button Leave the Fax checkbox blank


Maintain Contact Codes Description The Maintain Contact Codes are used to create the contact codes which

can then be attached to a specific form. Each of the contact codes can be attached to a single form and may also be used on multiple forms, if required.

For additional information on the use of Contact Codes in this application please see Maintain Advice Forms on page 19.

Setup a new To setup a new Contact Code, with the Configuration screen open, Contact Code select Contact Codes from the utilities menu and click on the insert row

button. Make the following entries as required: Field Description Contact Code Enter a logical code for the contact type as this

will be the visible code in the selection list on the Maintain Advice Reports.

Description Enter the description of the contact. The description will be displayed in the Maintain Advice Reports screen.

Type Enter or select the contact type. There are available options:

• AR (Accounts Receivable) • AP (Accounts Payable) • SP (Salesperson)

Note: If your business has a single contact for Accounts Payable or Accounts Receivable it is possible to create a single contact code and then assign that code to all the module’s reports.


Maintain Advice Forms Description The Maintain Advice Forms are used to define the reports

communication method(s) as well as the Contact Codes the report will be sent to.

Forms can have a number of options set dependant on the contact code, some of these include whether it is a fax or email contact, the type of file to be created and the subject and message to be sent to the Contact Code.

For additional information on Contact Codes please see Maintain Contact Codes on page 18.

Advice Form Forms are accessed from a screen which used a flexible report Categories explorer which categorises the reports into modules. These can be

changed to suite the business as required. With the configuration screen open, select Maintain Advice Forms from the utilities menu and scroll to the required report and make the following entries:

Field Description Form Context The report context is the first level of the

reporting tree. These ‘branch’ names can be altered by clicking in the field and overwriting the existing text. The value entered here will be displayed on the Advice Report screen.


Form Section The report section is the category directly beneath the report context and is used to further group reports within each report context (or module). The value can be altered by clicking in the field and overwriting existing text. The new value will be displayed on the Advice Report screen.

Display If the form is… To be displayed on the eAdvice Forms screen Not required on the eAdvice Forms screen

Then… Ensure the Display check box is checked Ensure the Display check box is unchecked.

Default Contact Code

The contact code selected here will be the only one used when there is no contact code established against the customer / vendor for this form. The contact code entered should be one of those listed in the detail section of this screen. If, when processing, there is no contact found and eAdvice uses the default code it will automatically print to a paper printer whether or not the ‘Print if no contact’ is checked in the detail section.

Default Print Copy on Reprints

If ‘Copy’ is… To be printed on re-printed eAdvice Forms Not to be printed on re-printed eAdvice Forms

Then… Ensure the Default Print Copy check box is checked Ensure the Default Print Copy checkbox is unchecked

Note: The Print Copy can be checked when an eAdvice form is processed.


Field Description List Preview The List Preview is a summary of the forms that

are going to be printed based on the selection criteria entered. Invoices, for example, will have the customer code, customer name, location, date and monetary value of the invoice. There are 4 setup options to select from:

• Never - never print the list preview • Prompt - asks each time the report is

run if you want to view the list. • Yes - Default printer - automatically

sends the preview list to the users default printer when the report is run (the user will be prompted to 'continue processing Yes/No' when the preview list has finished printing / processing).

• Yes - Attachment printer - automatically sends the preview list to the users attachment printer (eg: Adobe) when the report is run (you will be prompted to 'continue processing Yes/No' when the Adobe screen has been closed).

Transmission Audit The Transmission Audit is a listing of all the forms that were transmitted in a batch. The report contains information such as date / time the report was sent, the delivery, method, vendor / customer code and document numbers. There are 4 setup options to select from:

• Never - never print the audit • Prompt - asks each time the report is

completed if you want to view the audit. • Yes - Default printer - automatically

sends the audit to the users default printer when the report is completed (you will be prompted to 'continue processing Yes/No' when the audit has finished printing / processing).

• Yes - Attachment printer - automatically sends the audit to the users attachment printer (eg: Adobe) when the report is completed (you will be prompted to 'continue processing Yes/No' when the Adobe screen has been closed).


Field Description Process Sort Order This option will set the default sort order, on the

print selection screen, for the form’s output. The option that you would like defaulted may be selected from the list. It may be necessary to look at the form’s print selection screen to determine the default – they are numbered 1 through 4 from left to right on the selection screen. Some selection screens may not have all four options.

Icon This is used to set the graphic you will be see on the eAdvice Form screen when selecting a report to process. The file may be of type *.bmp or *.ico.

Override Advice Name

This is used to override the standard eAdvice form with a customised one.

Override List Name This is used to override the standard list of recipients with a customised one.

Print if no contact Set to ON if you want the document to be printed for contacts where contact e-mail or fax has NOT been set.

Setup a new To setup a new Advice Form, with the Configuration screen open, Advice Report select Maintain Advice Forms from the utilities menu and scroll through

the available reports until you locate the required report. Click on the insert row icon and make the following entries in the detail section as required: Field Description Contact Code Enter or select the Contact Code to be attached

to the report Output Type If you would…

Like the report printed in PDF format Like the report saved in CSV format

Then… Select PDF Writer from the drop down list Select CSV Text from the drop down list


Field Description Subject Double click on the

box that is underneath the Subject column (one for each of the contact codes). There will be default text for each of the document types however this can be changed to suit the business. The subject may be up to 1,000 characters in length.

Note: For additional information on database fields that can be inserted into the subject of the communication, please see Appendix 1 on page 61.

Message Double click on the box that is underneath the Message Column (next to the Subject box for each of the contact codes). There will be default text for each of the document types. Care should be taken when changing the message text where the text is bracketed. for example, will be replaced with the Contact Name specified in the Maintain Contacts. The message may be up to 2,000 characters in length.

Note: For additional information on database fields that can be inserted into the message of the communication, please see Appendix 1 on page 61.


Field Description Override Report Name

This field is used if your business has a customised report for the contact code. The default value for this field is blank however should there be an entry, it should not be altered.

Use Crystal Check this box if you want to use Crystal Reports instead of native eAdvice reports. NOTE: Crystal Reports would require more time to process and may reduce performance.

Crystal RPT full name

If ‘Use Crystal’ checked a Crystal RPT must be specified. Choose the following RPT forms from eAdvice installation directory: EFT Remittance Advices star_ad_cr_apeftdet.rpt Purchase Orders star_ad_cr_admpoform.rpt Sales Order Invoices star_ad_cr_admsoinvform.rpt Sales Order Credits star_ad_cr_admsocdtform.rpt Sales Order Acknowledgements star_ad_cr_admsoaform.rpt Accounts Receivable Invoices star_ad_cr_arinvoic.rpt Accounts Receivable Credits star_ad_cr_arcrmem.rpt Customer Statements star_ad_cr_arstmnt.rpt Customer Aging Report star_ad_cr_araging.rpt Example: C:\eAdvice\star_ad_cr_araging.rpt

File Relocation If you would… Like the files produced when the report is processed copied to alternative location Prefer the files are not relocated / copied

Then… Click on Copy and enter the path to the alternative location in the ‘to folder’ field Click on None


Print if No Contact If you would… Like the report to be printed to a paper printer if there are no contact details Prefer the report is not printed to a paper printer

Then… Check this box Uncheck this box

Fax If the report / contact… Is to use faxing as a communication method Is not to be faxed


Email If the report / contact… Is to use emailing as a communication method Is not to be emailed



Contacts Bulk Maintenance Description The Contacts Bulk Maintenance screen is used to create or update the

contact records against a range of customers or vendors. This screen may be used to perform a bulk update or create a new type of contact against a range of customers or vendors.

To process Bulk To run Bulk Maintenance, click on the Configuration icon to the left Maintenance of the eAdvice window, go to the Utilities Menu and select Contacts

Bulk Maintenance. Make the following entries as required: Field Description Contact Type Select the module which the process is to be run

against, Accounts Payable or Accounts Receivable. The first field after will change from Vendor Code to Customer code as you select change you selection in the Contact Type.

Vendor/Customer Code

Enter or select the Vendor or Customer code range the process is to be run against.

Contact Code Enter or select the contact code range that are to be updated or created against the vendor or customer.

Process Type If you select… Update existing contacts Create New/Missing Contacts

Then… Check or uncheck the fields to be updated as required, the click the process button Click the process button


Maintain AR Contacts Description The Maintain AR Contacts is used to setup and maintain contacts that

will be used for each of the AR document types (Sales Order Acknowledgements, Invoices and Statements). The information displayed in this screen is determined by whether the Distribution module is installed. Please refer to Appendix 1 on page 61.

Setup a new To setup a new contact, click on the AR Contacts icon to the left of AR Contact the eAdvice window. Make the following entries as required:

Field Description Contact Code From the drop down list select the contact code.

More than one contact code can be established for each customer code however eAdvice will only process reports using the contact code with the highest priority. The priority is the number to the left of the Contact Code with one being the highest priority.

Contact Name Enter the title / name of the AR Contact. Fax # Enter the fax number, including area codes, for

the AR Contact using numerical characters only. Note: The format for the way the fax number is entered in this field may also be affected by the WinfaxPRO settings (eg: dialling 0 or 9 to obtain an outside line). Please refer to the WinfaxPRO user guide for further details. If using Venali faxing then the fax number must have international format

Email Enter the full email address for the AR Contact. The email address may be up to 50 characters in length.


Note: The contact details can be updated from the customer master file by right clicking on the line or field which you would like to update. Alternatively you may like to bulk update a number of customers, please see Contacts Bulk Maintenance on page 26 for additional information.


Maintain AP Contacts Description The Maintain AP Contacts is used to setup and maintain contacts that

will be used for each of the AP document types (Remittances and Purchase Orders). The information displayed in this screen is determined by whether the Distribution module is installed. Please refer to Appendix 1 on page 61��

Setup a new To setup a new contact, click on the AP Contacts icon to the left of AP Contact the eAdvice window. Make the following entries as required:

Field Description Contact Code From the drop down list select the contact

code. More than one contact code can be established for each vendor code however eAdvice will only process reports using the contact code with the highest priority. The priority is the number to the left of the Contact Code with one being the highest priority.

Contact Name Enter the title / name of the AP Contact. Fax # Enter the fax number, including area codes, for

the AP Contact using numerical characters only. Note: The format for the way the fax number is entered in this field may also be affected by the WinfaxPRO settings (eg: dialling 0 or 9 to obtain an outside line). Please refer to the WinfaxPRO user guide for further details. If using Venali faxing then the fax number must have international format


Email Enter the full email address for the AP Contact. The email address may be up to 50 characters in length.

Note: The contact details can be updated from the vendor master file by right clicking on the line or field which you would like to update. Alternatively you may like to bulk update a number of vendors, please see Contacts Bulk Maintenance on page 26 for additional information.

Audit Log Description The Audit Log is a listing of all communications that have been sent to

the business’s customers and vendors or copied to a network drive. Each log will contain information about successful items sent including: vendor / client, delivery method and the attachment file name.

Setup view an To view an Audit Log click on the Audit Log icon on the toolbar Audit Log to the left of the eAdvice window, then:

Step Instruction 1 Double click on the module that contains the information

you would like to view. 2 Double click on the contact whose details you would like

to view. 3 Double click on the document type you would like to

view. 4 Click on the email or fax document you would like to


view. Note A: Double clicking on the document will open the original PDF / CSV document (using the default viewer application) provided that archiving is activated. Please refer to the FILE_ARCHIVE section of Configuration on page 5 for additional information. Note B: If you would like to do any of the following for an Audit Record:

• Open it • Print the Attachment • Print the Audit Log, or • Re-send the attachment

Right click on the Audit record and select the action you would like from the menu.

Re-Send eAdvice Description The Re-send Advice screen is used to re-send any communications that

may not have reached their destination or have been misplaced. Any record in the Audit Log may be re-sent. This screen also allows you to re-send the report to an alternative recipient should the recipient be incorrect on the original. It is recommended that any permanent changes to the recipient be made in the AR or AP Contacts.

To Re-send an To re-send a report, click on the Audit Log icon on the toolbar Advice to the left of the eAdvice window and navigate to the required report.

Right click on the Audit Log record to be re-sent and select Re-Send Advice from the menu, then make the following entries as required:

Step Instruction 1 If Sent To is…

Correct

Then… Go to Step 2


Incorrect

Type the correct detail and go to Step 2

2 Select the delivery method for the recipient.

3

In the Additional Message box, type any additional details for the communication. The details entered here will be appended to the message on the original communication.

4 Click the OK button. Transmission Audit Report Description The Transmission Audit report is a list of all the forms that have been

processed. The report will list the following information:

1. Process Date 2. Vendor / Customer Code 3. eAdvice Contact Code 4. Delivery Details 5. Contact Name 6. Transmission method (fax, email, print) 7. Purchase Order / Sales Order number 8. Invoice / Payment number

The batch number required for printing / re-printing of the audit report can be located in the Audit log screen.

Setup view an To print a Transmission Audit report click on the Audit Log icon on the Audit Log toolbar to the left of the eAdvice window, then click reports and select

Transmitted Audit Report:

Field Description Batch No. Enter the batch number to be printed / re-

printed. If you do not know the batch number, please refer to the Audit Log screen. Note: The transmission audit report can be automatically run at the end of a process, please refer to Maintain Advice Forms on page 19 for additional information.


eAdvice Communications and Follow-Ups A user can store additional information against a transmission sent from eAdvice through the eAdvice Audit Log screen. This can be used for any purpose the business requires, but is particularly useful for storing information relating to the collection of monies owed.

Communication and follow-up context Information can be added against either the context of the Customer/Vendor, or against a specific Document. This is determined by whether the user is on a Customer/Vendor or a Document when adding the Communication or Follow-up. When viewing at a Customer/Vendor level, all Communications and Follow-ups which are associated to the Customer/Vendor and their Documents are displayed (see Figure 1). When viewing at the Document level, only the Communications and Follow-ups associated with the selected Document are displayed (see Figure 2). The user can double-click on the Communication or Follow-up record to view the details. An unlimited number of Communications or Follow-Ups can be added against either context.

Figure 1. Customer/Vendor Context


Figure 2. Document Context Communication A communication allows freeform notes to be added against a Customer/Vendor or a Document.

Figure 3. Communication Maintenance


Follow-up A Follow-Up allows freeform notes to be added against a Customer/Vendor or a Document. It also enables a user to specify a date to follow-up on, and assign a user who should perform the follow-up. Whilst the Follow-up is an Open status, it will be treated as a Task and can be viewed in the Follow-up Tasks utility (see figure 5).

Figure 4. Follow-up Maintenance


FOLLOW-UP TASKS The Follow-up Task List allows a user to quickly view a summary of outstanding follow-up tasks for themselves, another user, or those that haven’t been assigned to a user. They can double-click on a task to open the record and view details of the Follow-Up.

Figure 5. Follow-up Tasks


Chapter 2: eAdvice Reports Overview Introduction This chapter explains the basics of creating an eAdvice report in your

application and how to complete other associated tasks. In this chapter This chapter contains the following topics:

Topic Page Accounts Payable Reports 38 Accounts Receivable Reports 43


Accounts Payable Reports Overview Introduction Some of the functions of the AP Reports are dependant on certain

configuration options being setup. For information on setting up the options see Chapter 1: eAdvice Utilities on page 4.

AP Reports are also dependant on the payments being created and / or the Purchase Orders being raised. See the required User Guide for further information. The AP Reports screen is where the reports are selected for ‘printing’. Once the report selection criteria has been entered and the OK button clicked, the reports will automatically commence faxing / emailing to the recipients.

In this section This section contains information on performing the following tasks:

Topic Page Task 1: Printing Remittance Advices 39 Task 2: Printing Purchase Orders 41


Task 1: Printing Remittance Advices Introduction Remittance Advices can be previewed before they are printed to your fax

or email device. Remittances will be previewed in PDF file format and can be printed to a paper printer from within PDF if required.

To Print Click the Reports icon on the toolbar (left side of eAdvice Remittance window) to access the Reports main window. Double click the Advice: Accounts Payable folder, double click the Remittance folder and then

double click on the Remittance Advice icon and make the following entries. Field Description Print Preview Run If remittances are

to be… Reviewed before they are printed Printed without any review

Then… Check this box Leave this box unchecked and go to the next step

Printed Status If remittances … Need to be re-printed Are to be printed for the first time

Then… Select the Printed option Select the Unprinted option


Field Description Control Number Enter or select the first and last control

numbers to be printed. These fields are not mandatory and may be left blank. If left blank, care should be taken if only entering a Vendor Code or Document Date, there may be a number of transactions that are not required for the current process.

EFT Batch Code Enter or select the first and last EFT batch codes to be printed for this process. The EFT code is displayed at the end of the EFT processing. If you require further assistance please refer to the AP / EFT documentation.

Vendor Code Enter or select the first and last vendor code to be included in this process. Care should be taken if only entering a vendor code as a single vendor could have a number of remittance advices over a period of time (some of which may be invalid for this process). It is recommended that the Vendor Code is used in conjunction with either the Control Number or the EFT Batch Code.

Document Date Enter or select the first and last payment date to be included in this process. Care should be taken when only dates are entered as a number of remittance advises could be selected within the date range and all may not be valid for this process. It is recommended that the Document Date be used in conjunction with the Control Number or EFT Batch Code.

Posted Status If remittances are… Unposted Posted

Then… Select the unposted option Select the posted option

Process Sort Order Select the order that the forms are to be processed / output. The process order default may be altered of required. Please see Maintain Advice Forms on page 19 for additional information.

Note: If a process is started without a control number being entered a warning message will be displayed advising that a control number has not been entered. This warning will not halt the process however all values entered in the print selection criteria should be reviewed.


Task 2: Printing Purchase Orders Introduction Purchase Orders can be previewed before they are printed to your fax or

email device and a range of Purchase Orders can be printed at any one time. Purchase Orders will be previewed in PDF file format and can be printed to a paper printer from within PDF if required.

To Print Click the Reports icon on the toolbar (left side of eAdvice Purchase window) to access the Reports main window. Double click the Orders: Accounts Payable folder, double click the Purchase Order folder and

then double click on the Purchase Order icon and make the following entries. Field Description Print Preview Run

If purchase orders are to be… Reviewed before they are printed Printed without any review


Printed Status If purchase orders … Need to be re-printed Are to be printed for the first time



Field Description PO Number Enter or select the first and last purchase order

numbers to be printed. These fields are not mandatory and may be left blank. If left blank, care should be taken if only entering a Ship to Location or Vendor Code, as there may be a number of transactions that are not required for the current process.

Ship to Location Enter or select the first and last Ship to Location codes to be printed for this process. This field may be left blank.

Vendor Code Enter or select the first and last vendor code to be included in this process. Care should be taken if only entering a vendor code as a single vendor could have a number of purchase orders over a period of time (some of which may be invalid for this process). It is recommended that the Vendor Code is used in conjunction with either the PO Number or the Ship to Location.

PO Type Enter the first and last Purchase Order types to be printed for this process. This field may be left blank.

Process Sort Order

Select the order that the forms are to be processed / output. The process order default may be altered of required. Please see Maintain Advice Forms on page 19 for additional information.

Note: If a process is started without a purchase order number being entered a warning message will be displayed. This warning will not halt the process however all values entered in the print selection criteria should be reviewed.


Accounts Receivable Reports Overview Introduction Some of the functions of the AR Reports are dependant on certain

configuration options being setup. For information on setting up the options see Chapter 1: eAdvice Utilities on page 4.

AR Reports are also dependant on the Statements being created and / or the Invoices being raised. See the required User Guide for further information. The AR Reports screen is where the reports are selected for ‘printing’.

Once the report selection criteria has been entered and the OK button clicked, the reports will automatically commence faxing / emailing to the recipients.

In this section This section contains information on performing the following tasks:

Topic Page Task 1: Printing Sales Order Acknowledgements 44 Task 2: Printing AR Credits 46 Task 3: Printing AR Invoices 49 Task 4: Printing Distribution Credits 52 Task 5: Printing Distribution Invoices 54 Task 6: Printing Statements 56 Task 7: Printing Customer Aging Report 57


Task 1: Printing Sales Order Acknowledgements Introduction Sales Order Acknowledgements can be previewed before they are

printed to your fax or email device and a range of Acknowledgements can be printed at any one time. Acknowledgements will be previewed in PDF file format and can be printed to a paper printer from within PDF if required.

To Print Click the Reports icon on the toolbar (left side of eAdvice Sales Order window) to access the Reports main window. Double click the Acknowledgement: Accounts Receivable folder, double click on the Customer Service folder

then double click on the Sales Order Acknowledgement icon and make the following entries. Field Description Print Preview Run

If acknowledgements are to be… Reviewed before they are printed Printed without any review



Sales Order No Enter or select the first and last sales order numbers to be printed. These fields are not mandatory and may be left blank. If left blank, care should be taken if only entering a Customer as there may be a number of transactions that are not required for the current process.

Field Description Customer Code Enter or select the first and last customer code

to be included in this process. Care should be taken if only entering a customer code as a single customer could have a number of sales orders over a period of time (some of which may be invalid for this process).

Date Entered Enter or select a date range for which Acknowledgements are to be printed.

Process Sort Order


Note: If a process is started without a sales order number being entered a warning message will be displayed. This warning will not halt the process however all values entered in the print selection criteria should be reviewed.


Task 2: Printing AR Credits Introduction Credits can be previewed before they are printed to your fax or email

device and a range of Credits can be printed at any one time. Credits will be previewed in PDF file format and can be printed to a paper printer from within PDF if required.

To Print Click the Reports icon on the toolbar (left side of eAdvice AR Credits window) to access the Reports main window. Double click the

Accounts Receivable folder, double click on the Invoice\Credit folder then double click on the AR Credits icon and make the following entries. Field Description Print Preview Run

If credits are to be… Reviewed before they are printed Printed without any review


Printed Status If credits … Need to be re-printed Are to be printed for the first time



Field Description

Print “Copy” on Reprints

If reprinted credits are … To have Copy printed on them Not to have Copy printed on them

Then… Check this box Leave this box unchecked

Transaction Number

Enter or select the first and last transaction numbers to be printed. These fields are not mandatory and may be left blank. If left blank, care should be taken if only entering a Customer, there may be a number of transactions that are not required for the current process.

Document Number

Enter or select the first and last document numbers to be printed. These fields are not mandatory and may be left blank.

Batch Number Enter or select the first and last batch numbers to be printed. These fields are not mandatory and may be left blank.

Customer Code Enter or select the first and last customer code to be included in this process. Care should be taken if only entering a customer code as a single customer could have a number of credits over a period of time (some of which may be invalid for this process). It is recommended that the customer code is used in conjunction with either Transaction, Document or Batch numbers.

Document Date Enter the first and last document dates to be printed. These fields are not mandatory and may be left blank.

Posted Status If credits are… Unposted Posted



Field Description

Process Sort Order


Note: If a process is started without a transaction or document number being entered a warning message will be displayed. This warning will not halt the process however all values entered in the print selection criteria should be reviewed.


Task 3: Printing AR Invoices Introduction Invoices can be previewed before they are printed to your fax or email

device and a range of Invoices can be printed at any one time. Invoices will be previewed in PDF file format and can be printed to a paper printer from within PDF if required.

To Print Click the Reports icon on the toolbar (left side of eAdvice AR Invoices: window) to access the Reports main window. Double click the

Accounts Receivable folder, double click on the Invoice\Credit folder then double click on the AR Invoice icon and make the following entries. Field Description Print Preview Run If invoices are to

be… Reviewed before they are printed Printed without any review


Printed Status If invoices … Need to be re-printed Are to be printed for the first time



Field Description Print “Copy” on Reprints

If reprinted invoices are … To have Copy printed on them Not to have Copy printed on them

Then… Check this box Leave this box unchecked

Transaction Number

Enter or select the first and last transaction numbers to be printed. These fields are not mandatory and may be left blank. If left blank, care should be taken if only entering a Customer, there may be a number of transactions that are not required for the current process.

Document Number Enter or select the first and last document numbers to be printed. These fields are not mandatory and may be left blank.

Batch Number Enter or select the first and last batch numbers to be printed. These fields are not mandatory and may be left blank.

Customer Code Enter or select the first and last customer code to be included in this process. Care should be taken if only entering a customer code as a single customer could have a number of invoices over a period of time (some of which may be invalid for this process). It is recommended that the customer code is used in conjunction with either Transaction, Document or Batch numbers.

Document Date Enter the first and last document dates to be printed. These fields are not mandatory and may be left blank.

Posted Status If invoices are … Unposted Posted



Field Description Process Sort Order Select the order that the forms are to be

processed / output. The process order default may be altered of required. Please see Maintain Advice Forms on page 19 for additional information.

Note: If a process is started without a transaction or document number being entered a warning message will be displayed. This warning will not halt the process however all values entered in the print selection criteria should be reviewed.


Task 4: Printing Distribution Credits Introduction Credits can be previewed before they are printed to your fax or email

device and a range of Credits can be printed at any one time. Credits will be previewed in PDF file format and can be printed to a paper printer from within PDF if required.

To Print Click the Reports icon on the toolbar (left side of eAdvice Distribution window) to access the Reports main window. Double click the Credits: Accounts Receivable folder, double click on the Invoice\Credit folder

then double click on the Distribution Credit icon and make the following entries. Field Description Print Preview Run If credits are to



Printed Status If credits … Need to be re-printed Are to be printed for the first time



Field Description Sales Order No Enter or select the first and last sales order

numbers to be printed. These fields are not mandatory and may be left blank. If left blank care should be taken if only entering a Customer and Location Code, there may be a number of transactions that are not required for the current process.

Customer Code Enter or select the first and last customer code to be included in this process. Care should be taken if only entering a customer code as a single customer could have a number of sales order credits over a period of time (some of which may be invalid for this process). It is recommended that the customer code is used in conjunction with either the Sales Order Number or the Location.

Location Code Enter or select the first and last Location codes to be printed for this process. This field may be left blank.

Date Shipped Enter the date range of orders that have been shipped and that require an invoice to be printed or reprinted. This field may be left blank.

Invoice No Enter the Invoice number range to be printed. This field may be left blank.




Task 5: Printing Distribution Invoices Introduction Invoices can be previewed before they are printed to your fax or email

device and a range of Sales Orders can be printed at any one time. Invoices will be previewed in PDF file format and can be printed to a paper printer from within PDF if required.

To Print Click the Reports icon on the toolbar (left side of eAdvice Distribution window) to access the Reports main window. Double click the Invoices: Accounts Receivable folder, double click on the Invoice\Credit folder

then double click on the Distribution Invoice icon and make the following entries. Field Description Print Preview Run If invoices are to



Printed Status If invoices … Need to be re-printed Are to be printed for the first time



Field Description Sales Order No Enter or select the first and last sales order

numbers to be printed. These fields are not mandatory and may be left blank. If left blank care should be taken if only entering a Customer and Location Code, there may be a number of transactions that are not required for the current process.

Customer Code Enter or select the first and last customer code to be included in this process. Care should be taken if only entering a customer code as a single customer could have a number of sales orders over a period of time (some of which may be invalid for this process). It is recommended that the customer code is used in conjunction with either the Sales Order Number or the Location.

Location Code Enter or select the first and last Location codes to be printed for this process. This field may be left blank.

Date Shipped Enter the date range of orders that have been shipped and that require an invoice to be printed or reprinted. This field may be left blank.

Invoice No Enter the Invoice number range to be printed. This field may be left blank.




Task 6: Printing Statements Introduction Statements can be previewed before they are printed to your fax or email

device and will be previewed in PDF file format and can be printed to a printer from within PDF if required.

To Print Click the Reports icon on the toolbar (left side of eAdvice Customer window) to access the Reports main window. Double click the Statements: Accounts Receivable folder, then double click on the Customer

Statements folder and double click the Customer Statement icon, then make the following entries. Field Description Print Preview Run If statements are to



Customer Code Enter or select the first and last customer code to be included in this process. This field may be left blank.

Statement Code Enter or select the first and last statement code to be printed for this process. This field may be left blank.


Balance Over Enter or select the dollar value which will be the minimum amount overdue before the statement will be selected for printing. If all statements are to be printed irrespective of the overdue amount, leave this field blank.

Field Description Date This is a mandatory field and a date range

must be entered. Enter or select the date range for which the statements are to be printed.


Task 7: Printing Customer Aging Report Introduction Customer Aging Reports can be previewed before they are printed to

your fax or email device and will be previewed in PDF file format and can be printed to a printer from within PDF if required. Sent to Salesperson contact type (SP).

To Print Click the Reports icon on the toolbar (left side of eAdvice Customer Aging window) to access the Reports main window. Double click the Report: Accounts Receivable folder, then double click on the Customer

Statements folder and double click the Customer Aging Report icon, then make the following entries.


Field Description Print Preview Run If reports are to



Salesperson Code Select Salesperson range you want to generate reports for.

Customer Code Enter or select the first and last customer code to be included in this process. This field may be left blank.

Price Class Enter or select the first and last price class code to be printed for this process. This field may be left blank.

Territory Code Enter or select the first and last territory code to be printed for this process. This field may be left blank.

Transaction Aging Date

Choose the appropriate radio button.


Chapter 3: eAdvice Security Overview Introduction This chapter explains how to grant user access to eAdvice forms and

reports. In this chapter This chapter contains the following topics:

Topic Page Maintain Users 59 Maintain User Access 60

Maintain Users Description The Maintain Users screen is used to create a list of eAdvice users. Any

valid database user can be added to the list. A user can be granted unlimited access to eAdvice forms and reports by checking ON the ‘Super User’ checkbox. Alternatively a user can be granted access to only certain forms and reports by using the Maintain User Access screen.


Maintain User Access Description The Maintain User Access screen is used to grant a user access to certain

forms and reports. Choose a user name from the drop down box. To add all modules at once use the ‘Add All’ button. To add a single module, double click on the available module code. To assign appropriate access level to a module, use the ‘Access’ drop down box. To remove a single module from the list, use ‘Delete’ menu icon. To remove all the modules use ‘Remove All’ button.


Appendix 1 Overview Introduction This chapter contains additional information that is related to the

eAdvice module. In this chapter This chapter contains the following topics:

Topic Page Maintaining Contacts & Distribution 62 Additional Information for Subject and Message 63


Maintaining Contacts & Distribution Overview Introduction There are a number of options associated with the Maintain Contact

Screens, dependant on the options you choose when installing eAdvice, and to some degree whether you have the Distribution module installed.

The contact screens can be maintained either in eAdvice or the Distribution module. If there are any existing contacts in the Distribution module they will be displayed in the maintenance screen however they will not be available to be used in eAdvice unless the Contact Code is one of the following (or any other contact codes that have been added by the business):

Alternatively, the Contact screens may be populated from the AR or AP master tables however this limits the contacts to one per customer / vendor. This may be restrictive if, for example, Purchase Orders are sent to one department but the payments are sent to another or if Customer Invoices are sent to one person while Statements are sent to the Accountant.


Additional Information for Subject and Message Overview Introduction The subject and message of a communication to your client or vendor

may need additional information apart from the contact name. Listed below are the additional fields that can be included in either the subject or message.

eAdvice Code Data Representation The contact name as established in

eAdvice Contact Maintenance.

The customer or vendor code for the communication.

The transaction control number for the communication.

The email address or fax number of the recipient.

This code is used for faxing where the hash (#) and fax number is required to be in the subject or message body. This may be required for faxing software other than Winfax. Please refer to the documentation of your faxing software.

If this code is used, the fax number from the contacts table will always be inserted into the communication regardless of the delivery method selected.

If this code is used, the email address from the contacts table will always be inserted into the communication regardless of the delivery method selected.

Invoice Number or Credit Return Number. Applies to Invoice and Credit Return forms.

Please refer to the example below. You can use the above codes in both Subject and Message predefined texts. The codes will be substituted with the actual values when e-mailing.

eadvice - star system solutions · maintain advice forms _____ 19 contacts bulk maintenance _____...

Documents

eadvice - star system solutions · maintain advice forms _ 19 contacts bulk maintenance _...