E-mail, Fax, or Print a Report as a PDF

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Expand/Collapse item  Overview

You can electronically deliver and save PDFs for reports. When you set up Paperless Office, you can define electronic delivery and storage options for individual reports, or for all reports in a particular module or company.

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

When you e-mail a report, the report is attached to the e-mail as a PDF. One PDF is attached to each e-mail. When you fax a report, the report is sent with a cover letter. You can select the cover letter template to use in Company Maintenance.

Note Custom reports can use Paperless Office functionality only if they are added to the Reports menu.

Expand/Collapse item  Before You Begin

  • Electronic delivery and PDF storage must be enabled for reports in the Paperless Office Options window. For more information, see Set Up Paperless Office.

  • Report PDF storage options must be set up in the Paperless Office Report Maintenance window. For more information, see Report Maintenance.

Note PDF settings are set up in Report Maintenance. Multiple settings can be defined for a single report. For example, one setting can be defined for all reports in all companies and all modules, and another setting can defined for a specific report in a specific company and module. Settings defined for a specific company, module, document type, and/or document override settings defined for all companies, modules, document types, and reports. For more information about the specific setting hierarchy, see PDF and Electronic Delivery Option Hierarchy.

 

Use one of the following methods to e-mail, fax, or print a PDF:

To e-mail, fax, or print a report as a PDF in the Accounts Payable, Accounts Receivable, Bank Reconciliation, Bill of Materials, General Ledger, Inventory Management, Purchase Order, Return Merchandise Authorization, and Sales Order modules

To e-mail, fax, or print a report in all other modules

 

To e-mail, fax, or print a report as a PDF in the Accounts Payable, Accounts Receivable, Bank Reconciliation, Bill of Materials, General Ledger, Inventory Management, Purchase Order, Return Merchandise Authorization, and Sales Order modules

  1. In the report printing task, enter the appropriate selections.

  2. In the Printer/Output field in the lower-left corner of the window, select Paperless Office.

  3. Click Print.

  4. In the Paperless Office Selection window, select whether to store, e-mail, and/or fax the report. Enter the appropriate e-mail and fax information if needed. For more information, see Paperless Office Selection - Fields.

  5. To use the message defined for this report 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 and recipient information for the e-mails and/or faxes.

  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.

  1. Click Proceed.

  2. If Prompt is selected in the Password Protect field in the Report Maintenance window for this report, the PDF Password window appears. Type the password for opening the PDF document when it is created, and then click OK.

The report is saved and/or sent as a PDF. If you stored the PDF, you can view it in the Report Viewer task.

 

To e-mail, fax, or print a report in all other modules

  1. In the report printing task, enter the appropriate selections.

  2. Click Printer Setup. In the Printer Setup window, select the Paperless Office option. For more information, see Printer Setup - Fields.

  3. Click OK. In the printing task, click Print.

  4. In the Paperless Office Selection window, select whether to store, e-mail, and/or fax the report. Enter the appropriate e-mail and fax information if needed. For more information, see Paperless Office Selection - Fields.

  5. To use the message defined for this report 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 and recipient information for the e-mails and/or faxes.

  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 Proceed.

  9. If Prompt is selected in the Password Protect field in the Report Maintenance window for this report, the PDF Password window appears. Type the password for opening the PDF document when it is created, and then click OK.

The report is saved and/or sent as a PDF. If you stored the PDF, you can view it in the Report Viewer task.