Set Up Batch Faxing

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Fax Multiple Forms in Batches

Set Up Batch Faxing

Select the Forms for Batch Faxing

Perform Batch Faxing

Expand/Collapse item  Overview

For each form to use with batch faxing, you must set up the associated form code to print to the Microsoft Fax Services or WinFax printer. You can fax forms in batches only if the fax-enabled form code is selected.

Use this procedure to set up batch faxing.

Note The batch faxing feature is available only for the Accounts Receivable, Purchase Order, Return Merchandise Authorization, and Sales Order modules.

Note Form codes set up for batch faxing cannot be used with Paperless Office.

Expand/Collapse item  Before You Begin

  • Microsoft Fax Services or WinFax must already be installed on your system. If WinFax is installed, verify the WinFax driver is named WinFax.

  • In the Options window for each applicable module, verify the Batch Processing or Allow Batch Entry check box is selected for the data entry task to use with batch faxing.

 

Use one of the following methods to set up batch faxing:

 

To set up batch faxing for Accounts Receivable, Return Merchandise Authorization, and Sales Order forms

  1. Select Library Master Setup menu > Report Manager.

  2. Select the form to use for batch faxing, and then click the Maintain button. For more information, see Report Manager - Fields.

Expand or collapse item If the Add New Format window appears

If the form has not been added to the Maintain window, the Add New Format window appears.

  1. In the Form Code field, enter the form code to enable batch faxing for, or select the All Codes check box to enable batch faxing for all forms codes associated with the form selected. For more information, see Add New Format - Fields.

  2. In the Description field, type a description to identify the fax-enabled form code(s).

  3. In the Company field, enter the Company for the form code to be fax-enabled for, or select the All Companies check box to allow the form code to be fax-enabled for all companies.

  4. Click Proceed.

  1. Select the form code and click the Maintain Fax Options button. The form code selected is required to fax the forms during form printing. For more information, see Maintain - Fields.

Note The Maintain Fax Options button is available only if the form selected is available for batch faxing. For information on forms that support batch faxing, see Batch Faxing FAQs.

  1. In the Batch Fax Options window, select the Enable Batch Faxing check box. For more information, see Batch Fax Options - Fields.

  2. In the Fax Printer field, select the Microsoft Fax Services or WinFax printer.

  3. Enter the remaining fields as applicable, and then click Accept.

  4. In the Maintain window, click OK.

  5. Repeat steps 2-7 for each additional form to use batch faxing with.

  6. Verify fax numbers are set up for customers.

  1. Select Accounts Receivable Main menu > Customer Maintenance.

  2. In the Customer No. field, enter the customer to send faxes to. For more information, see Customer Maintenance - Fields.

  3. In the Fax field, verify or enter the customer fax number.

Note During data entry (for example, Accounts Receivable Invoice Data Entry or Sales Order Entry), the fax number entered in Customer Maintenance is used as the default; however, the fax number can be changed in the data entry window.

  1. Click Accept.

  2. Repeat steps a-d for each additional customers to fax to.  

Batch faxing is set up.

 

To set up batch faxing for Purchase Order forms

  1. Select Library Master Setup menu > Fax Form Definition.

  2. In the Application field, select Purchase Order. For more information, see Fax Form Definition - Fields.

  3. In the Form Name field, select P/O Purchase Order.

  4. Click <create new form> to create a new fax setting for the form.

  5. In the New Form Definition window, type a form code to identify the fax-enabled form code, and then press TAB or ENTER. The form code entered is required to fax the purchase orders during purchase order printing.

  6. Enter the user and company codes to apply the form settings for, and enter the Form Description field. For more information, see New Form Definition- Fields.

  7. Click Accept.

  8. In the Form Template Selection window, select the form template to use for faxing, and then click OK.

Note Marbled forms are not recommended for faxing.

  1. In the Fax Form Definition window, select the Fax Enable check box and complete the remaining fields as applicable.

  2. Click Accept.

  3. Verify fax numbers are set up for vendors.

  1. Select Accounts Payable Main menu > Vendor Maintenance.

  2. In the Vendor No. field, enter the vendor to send faxes to. For more information, see Vendor Maintenance - Fields.

  3. In the Fax field, verify or enter the vendor fax number.

Note During data entry (for example, Purchase Order Entry), the fax number entered in Vendor Maintenance is used as the default; however, the fax number can be changed in the data entry window.

  1. Click Accept.

  2. Repeat steps a-d for each additional vendors to fax to.  

Batch faxing is set up.