New features added, version 7.5.3,7.5.4, 8.4
Reports for sales orders and purchase orders can be printed to fax or email and automatically sent to the desired party. For faxing, you must work with a 3rd party faxing service. Faxes are sent to the 3rd party as an email and are then faxed from the 3rd party to the customer or vendor.
Reports can also be sent to a specific email address from the jobstream set in program MUJM, Menu and Job Parameter Maintenance. For more information, see Emailing Reports from the Jobstream.
The subject of the email or fax is what has been entered in the Subject field for the report class in program MURC, Report Class Definitions for that specific type. If no entry is made there, the subject will default to "See attached PDF". The text of the email is what has been emtered in the Body Text field for the report class in program MURC, Report Class Definitions. If no entry is made in program MURC, Report Class Definitions, the body text defaults to 'See attached file'.
The value for the "from" email address is determined as follows:
The From value entered for the report class in program MURC, Report Class Definitions.
If there is no From value for the report class, the employee's email address is used.
If there is no employee email address, the email address in the MAIL_FROM parameter in program MURM, Initialization Parameter Maintenance, will be used.
Emailing Reports from the Jobstream
Faxing and Emailing Reports Setup
Printing Reports for Customers to Email
Printing Reports for Customers to Fax
Printing Reports for Vendors to Email
Printing Reports for Vendors to Fax
Batch Faxing and Emailing Reports
Emailing & Faxing Reports On Demand
Fax Cover Comments for Sales Order Acknowledgements
Fax / Email Override
Reports can be emailed to a specific email address from jobstreams. The following rules apply.
1. Job emails are only applicable for reports.
2. On the Program Definitions tab, the Typ field must be 5, 6, or 20.
3. You must have report class called 'GENERIC' in program MURC, Report Class Definitions, to handle the reports that do not have a report class. This report class must be assigned to the job definition for the report on the Job Definitions tab for the jobstream from which the report will be emailed.
4. The report can be run from the menu or run from a drill down. If the report is run from a drill down, the drill down parameters will take precedence over the job arguments assigned to the job stream.
5. If the drill down mode is report instead of transmit, it will behave as if transmitting if there is an email assigned to the job definition.
6. If the report is an order entry or purchasing report, the jobstream email overrides the send to information attached to the order/customer/vendor.
7. If the report has a required parameter and you do not provide the required parameter, the report will fail and no pdf will be generated.
Generally if you don't get a pdf then check the reports.log file in the same directory your pdfs are being written to see if there was a fatal error.
8. In program UTFH, Email/Fax History Inquiry/Purge, for job emails, the Cust/Vendor field will display the jobstream/job sequence/sequence name. For example, you might see ARIPX / 5 / ARIP, which indicates that the ARIPX jobstream was run, the report was generated for the 5th sequence, and the sequence name was ARIP.
Define the parameters by which the NDS fax generator creates addressing information for the fax server. This program is very specific to your fax server and mail software.
Enter the sequence number for the report classes. Assign reports that will be emailed or faxed to a report class. Press the [Mail / Fax] button to define the subject and body text for emailed and faxed reports. Verify that a GENERIC report class exists.
Set the Type pop-list to Fax or Mail. This will determine whether the entered subject and body text will be used for faxed reports or emailed reports.
In the Subject field, enter the subject line for the email or fax. Otherwise, if the reports are emailed or faxed, the subject line will See attached PDF.
In the Body of message field, enter the body text for the email or fax in the Body Text field.
If no entry is made here, the body text for emails and faxes will contain the words 'See Attached File.'
You can use advanced features of your fax server, such as attaching cover sheets or documents, by entering the parameters in the Body Text field. For more information, see your fax server documentation.
In the From field, enter the default email address from which the email will be sent. When reports are emailed, this value will be used first. If this value is null, then the employee's email will be used. If no employee email is available, the email in the MAIL_FROM parameter in program MURM, Initialization Parameter Maintenance, will be used.
Email and fax variables should generally be set up for the COMMON user. Enter a record for each of the following keys.
OE_SEND_TO_MAX_SEQ: The first report class sequence number for which send to records will not be entered on sales orders. Send to records associated with report classes with sequence numbers that are less than this value are entered on the sales orders.
REPORT_SERVER: rep60_ndsi0, for example.
REP_TEMP: the reports temporary directory output for fax and email reports.
MAIL_FROM: This is the mail signer for mail from the server. For example, service@ndsapps.com.
MAIL_GATEWAY: This is the address of the NDS mail servlet. The NDS mail servlet lives on the middle tier, i.e. the same computer as the Forms and Reports servers. For example, http://host.domain.tld/ndsmail/send where host.domain.tld is the internet address of the server running the ndsmail application.
MAIL_HOST: This is the mail system server name. For example, mail.ndsapps.com.
For reports that will be emailed from the jobstream, enter the email address in the Rpt Email field on the Job Definitions tab. If the job definition does not have a report class assigned, assign the appropriate report class or use GENERIC.
Set up customer email and fax information for customers and their ship to codes.
1. After you have entered your customer information, select the Mail/Fax Tab.
2. In the Document field, enter the report class for which this information is being entered.
Some report classes come with the system. For more information on report classes, see program MURC, Report Class Definitions.
For example, to print invoices to email for the customer, select the report class ARINVOICE, which is set up in program MURC, Report Class Definitions, to include program ARIP, Invoice Print.
The subject and body text of the email is taken from the entries for the report class in program MURC, Report Class Definitions.
3. Set the Show Mail Form flag to the desired setting.
If this flag is set to on, when the report is printed, the program will open the email before it is sent so that you can enter a message to the recipient.
If this flag is set to off, the program will not open the email, it will simply be sent with the report attached.
4. To print the report to email, set the pop-list to e-mail.
5. Enter the email address to which you wish the report sent. You can enter a copy email address as well.
The two billing fields are not for use with the Email Reports feature.
1. After you have entered your customer information, select the Mail/Fax Tab.
2. In the Document field, enter the report class for which this information is being entered.
Some report classes come with the system. For more information on report classes, see program MURC, Report Class Definitions.
For example, to print invoices to fax for the customer, select the report class ARINVOICE, which is set up in program MURC, Report Class Definitions, to include program ARIP, Invoice Print.
The subject and body text of the fax is taken from the entries for the report class in program MURC, Report Class Definitions.
You can use advanced features of your fax server by entering the parameters in the Body Text field in program MURC, Report Class Definitions.
3. The Show Mail Form flag is not used when faxing reports.
4. To print the report to the fax, set the pop-list to Fax.
5. Enter the fax telephone number to which you wish the report sent. The CC: field is ignored for faxing reports.
6. Enter the billing codes in the two billing fields. These are sent to the fax server and are standard when transmitting with IETF fax software.
Set up vendor email and fax information. When reports that are assigned to report class POP are transmitted, a comment is written to the purchase order regarding who, how and when the purchase order was transmitted.
1. After you have entered your Vendor information, press the [Mail/Fax Setup] button.
2. In the Document field, enter the report class for which this information is being entered.
Some report classes come with the system. For more information on report classes, see program MURC, Report Class Definitions.
For example, to print vendor expedite reports to email for the vendor, select the report class VENDEXPD, which is set up in program MURC, Report Class Definitions, to include program VEXR, PO Expedite Report.
The subject and body text of the email is taken from the entries for the report class in program MURC, Report Class Definitions.
3. Set the Show Mail Form flag to the desired setting.
If this flag is set to on, when the report is printed, the program will open the email before it is sent so that you can enter a message to the recipient.
If this flag is set to off, the program will not open the email, it will simply be sent with the report attached.
4. To print the report to email, set the pop-list to e-mail.
5. Enter the email address to which you wish the report sent. You can enter a copy email address as well.
The two billing fields are not for use with the Email Reports feature.
1. After you have entered your vendor information, press the [Mail/Fax Setup] button.
2. In the Document field, enter the report class for which this information is being entered.
Some report classes come with the system. For more information on report classes, see program MURC, Report Class Definitions.
For example, to print vendor expedite reports to email for the vendor, select the report class VENDEXPD, which is set up in program MURC, Report Class Definitions, to include program VEXR, PO Expedite Report.
The subject and body text of the fax is taken from the entries for the report class in program MURC, Report Class Definitions.
You can use advanced features of your fax server by entering the parameters in the Body Text field in program MURC, Report Class Definitions.
3. The Show Mail Form flag is not used when faxing reports.
4. To print the report to the fax, set the pop-list to Fax.
5. Enter the fax telephone number to which you wish the report sent. The CC: field is ignored for faxing reports.
6. Enter the billing codes in the two billing fields. These are sent to the fax server and are standard when transmitting with IETF fax software.
Go to the program from which you will be printing the report.
For example, if you were printing an invoice, you would go to program OESC, Shipping Confirmation, or program ARIE, One Step Invoice Entry. If you were printing an order acknowledgement, you would go to OEOE, Sales Order Entry Maintenance.
1. Press the Drill Down button on the button bar.
2. Press the [Maintain] button. The Drill Down Destinations screen will open.
3. In the To Program field, enter the report's program name.
For faxing reports, this should be a bitmapped report. Character mode reports cannot be transmitted by fax.
4. In the To Program Mode field, select Transmit.
5. You can print reports by customer or order number.
6. The person to whom the report is emailed or faxed is determined as follows for send type O, S, or C:
If report class is OEACK, OEQUOTE, the use sold to attention is used.
If report class is OEPACK, the ship to attention is used.
For these two, drill down key 1 must be set as the order number, and drill down key 2 must be set as the order suffix.
If report class is ARINVOICE, the invoice to attention is used.
For this one, drill down key 1 must be set as the invoice number.
If the person name has not been entered from one of the above, the Addressee from the customer record will be used.
1. In the key fields, enter the keys by which the report is run. This is usually Order No and Suffix or Invoice No. You can use the list of values to select the block and field in the program in which this information in contained.
2. In the fourth key field, enter quote C quote for customer, i.e. 'C'.
The fax number and/or email address will be taken from the send to records on the Mail/Fax tab in program CMMM, Customer Master Maintenance. If no send to information is found, the report is sent to the printer.
3. In the fifth key field, enter the block and field from which the customer number is obtained. You can use the list of values.
4. Press [Commit].
5. Press [Return].
6. On the Drill Down Destinations screen, double-click on the record that you just entered.
7. The report will print using the information from the send to records in program CMMM, Customer Master Maintenance, for the customer. If you had the Show Mail Form flag set to on, the email will pop-up on your screen for review.
1. In the fourth key field, enter quote O quote for sales order, i.e. 'O'.
The fax number and/or email address will be taken from the sales order Mail/Fax information under the [Address] button. If no send to information is found, the report is sent to the printer.
2. In the first key field, enter the block and field from which the order number is obtained. You can use the list of values to select the block and field in the program in which this information in contained.
3. In the second key field, enter the block and field from which the suffix number is obtained. You can use the list of values.
4. Press [Commit].
5. Press [Return].
6. On the Drill Down Destinations screen, double-click on the record that you just entered.
7. The report will print. If you had the Show Mail Form flag set to on, the email will pop-up on your screen for review.
1. In the fourth key field, enter quote S quote for ship to code, i.e. 'S'.
The fax number and/or email address will be taken from the send to records on the Mail/Fax tab for the Ship To code in program CMMM, Customer Master Maintenance. If no send to information is found, the report is sent to the printer.
2. In the first key field, enter the block and field from which the order number is obtained. You can use the list of values to select the block and field in the program in which this information in contained.
3. In the second key field, enter the block and field from which the suffix number is obtained. You can use the list of values.
4. Press [Commit].
5. Press [Return].
6. On the Drill Down Destinations screen, double-click on the record that you just entered.
7. The report will print. If you had the Show Mail Form flag set to on, the email will pop-up on your screen for review.
Go to the program from which you will be printing the report.
For example, if you were printing a purchase order, you would go to program POEM, P.O. Entry/Maintenance.
1. Press the Drill Down button on the button bar.
2. Press the [Maintain] button. The Drill Down Destinations screen will open.
3. In the To Program field, enter the report's program name.
For faxing reports, this should be a bitmapped report. Character mode reports cannot be transmitted by fax.
4. In the To Program Mode field, select Transmit.
5. In the first key field, enter the key by which the report is run. You can use the list of values to select the block and field in the program in which this information in contained.
6. In the fourth key field, enter quote V quote for Vendor, i.e. 'V'.
7. In the fifth key field, enter the block and field from which the vendor number is obtained. You can use the list of values.
8. Press [Commit].
9. Press [Return].
10. On the Drill Down Destinations screen, double-click on the record that you just entered.
11. The report will print. If you had the Show Mail Form flag set to on, the email will pop-up on your screen for review.
12. The send to person is determined as follows when the send type is V:
If report class is POP, POR, VENDEXPD, the purchase order header contact is used.
For this one, drill down key 1 must be set as the purchase order number.
If no contact name is entered, the Addressee from the vendor record is used.
View and purge transmitted documents.
Many reports can be faxed or emailed in batches to customers and vendors. All of the set up for faxing and emailing reports must be completed first.
Go through the selection process for the customers for which you wish to transmit statements. On the Current Selection tab, press the Transmit Customer Statements button to send the statements for the selected customers.
Set the Print flag to on for all invoices that you wish to email or fax to a customer. Press the [Transmit Selected Orders] button to transmit the invoices.
Set the Print flag to on for all sales quotations that you wish to email or fax to a customer. Press the [Transmit Selected Quotes] button to transmit the sales quotation acknowledgements.
Set the Print flag to on for all sales orders that you wish to email or fax to a customer. Press the [Transmit Selected Orders] button to transmit the sales order acknowledgements.
Set the Print flag to on for all purchase orders that you wish to email or fax to a vendor. Press the [Transmit Selected Purchase Orders] button to transmit the purchase orders.
Set up any report to transmit on demand.
View and purge transmitted documents.