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 Overview

You can electronically deliver and save PDFs for forms such as invoices, statements, sales orders, purchase orders, return orders, and direct deposit stubs. When you set up Paperless Office, you can define electronic delivery and storage options for individual forms or multiple forms, as well as for individual customers, vendors, and employees.

After your options are defined, you can e-mail, fax, or save a form as PDF from any task where you would normally print the form.

When you e-mail a form, the form is attached to the e-mail as a PDF. One PDF is attached to each e-mail, regardless of the number of PDF documents selected for delivery. For example, if you select two invoices in Customer Viewer to send to the same customer, a separate e-mail is sent for each invoice. When you fax a form, the form is sent with a cover letter. You can select the cover letter template to use in Company Maintenance.

 Before You Begin

• Electronic delivery for the form must be enabled and set up before you can e-mail or fax a form. Customer, vendor, and/or employee delivery options must also be set up. For more information, see Set Up Paperless Office.

Note PDF and electronic delivery settings are defined in Form Maintenance. Multiple settings can be defined for a single form. For example, one setting can be defined for all forms in all companies and all modules, and another setting can defined for a specific form in a specific company and module. For more information about the specific setting hierarchy, see PDF and Electronic Delivery Option Hierarchy.

• You can set up default e-mail or fax messages in the Electronic Delivery Message Maintenance task to use when sending forms. For more information, see Create a Default Message for Sending PDF Documents.

• After a PDF is created for a form, you can also e-mail and fax the form from within the appropriate Paperless Office viewer task. For example, to e-mail an Accounts Receivable invoice to a customer, you would access Customer Viewer. For more information, see E-mail or Fax PDF Documents.

 

To e-mail, fax, or store a form as a PDF

1. In the form printing window, enter form selection information in the appropriate fields.

2. In the Paperless Office Output field, select the appropriate option for printing, saving, or electronically delivering the form. The results of your selection depend on whether the Print, E-mail, and/or Fax check boxes are selected for each customer, vendor, or employee in the Paperless Office Delivery Options window.

Paperless Office Output field selection	Results for each check box selected in Paperless Office Delivery Options
	E-mail and/or Fax check box	Print check box	None
Print All	Hard copies are printed of all selected forms.	Hard copies are printed of all selected forms.	Hard copies are printed of all selected forms.
Electronically Deliver Only	The selected forms are saved as PDF, and sent by e-mail and/or fax.	Nothing	Nothing
Print/PDF for Print Delivery Option	Nothing	The selected forms are saved as PDF and printed as hard copies.	The selected forms are saved as PDF and printed as hard copies.
Print/PDF All and Electronically Deliver	The selected forms are saved as PDF, printed as hard copies, and sent by e-mail and/or fax.	The selected forms are saved as PDF and printed as hard copies.	The selected forms are saved as PDF and printed as hard copies.
Print/PDF or Electronically Deliver	The selected forms are saved as PDF, and sent by e-mail and/or fax.	The selected forms are saved as PDF and printed as hard copies.	The selected forms are saved as PDF and printed as hard copies.
Print/PDF All	The selected forms are saved as PDF and printed as hard copies.	The selected forms are saved as PDF and printed as hard copies.	The selected forms are saved as PDF and printed as hard copies.
PDF All	The selected forms are saved as PDF.	The selected forms are saved as PDF.	The selected forms are saved as PDF.

 

3. If you selected any option that includes electronic delivery, click the Electronic Delivery button next to the Paperless Office Output field.

Note Settings on this screen will not be retained when using the STANDARD form. If you want to retain the settings, create a new form code.

4. In the Electronic Delivery for Forms window, select the E-mail check box to e-mail the selected forms, and/or the Fax check box to fax the selected forms. For more information, see Electronic Delivery for Forms - Fields.

5. To use the message defined for this form in Electronic Delivery Message Maintenance, select the Use E-mail Message or Use Fax Message check boxes. To send a subject line that is different from the message defined for this form, clear the Use E-mail Message or Use Fax Message check box and type a subject line in the Subject field. For more information about the message that is used, see Default Messages in Paperless Office.

6. Enter the appropriate sender information for the e-mails and/or faxes.

Note You can define e-mail or fax recipients in this window only if you are printing historical invoices. Otherwise, each form is automatically sent to the e-mail or fax recipients entered for the customer, vendor, or employee in Paperless Office Delivery Options.

7. To send a test e-mail before sending the actual forms, click Test E-mail. To send a test fax, click Test Fax. For more information, see Test E-mail or Test Fax.

8. Click OK. In the form printing task, click Print.

Note If you selected an electronic delivery option in the Paperless Office Output field, the Print button is enabled only if e-mail or fax options are selected and the sender e-mail address is entered. The default sender address can be entered in Paperless Office Options or Company Maintenance, and can be changed in Electronic Delivery for Forms.

The selected forms are saved and sent as PDFs. If you sent the form by e-mail or fax, the Results of Electronic Delivery window appears, displaying the number of e-mails and faxes sent. For more information, see Results of Electronic Delivery.