Form Maintenance - Fields Home | FAQs & Troubleshooting

 

Form Maintenance

Company Code

Enter the company code to define form PDF settings for, or click the Lookup button to view all companies. Type ALL to define PDF settings for all companies.

 

Company Name

This field displays the name of the company selected in the Company Code field and can only be viewed.

 

Module Code

Enter the module code to define form PDF settings for, or click the Lookup button to view all modules set up for the company entered in the Company Code field. Only modules that have forms associated with them can be selected. Type ALL to define PDF settings for all modules in the selected company.

 

Document

Select the form to define PDF settings for. This field displays all forms for the company and module selected. Select All Documents to define PDF settings for all forms in the selected company and module. If you select ALL in the Module Code field and then select a form for a specific module, the Module Code selection will be changed to reflect that specific module.

 

1. Main

 

Enable Electronic Delivery

Select this check box to enable electronic delivery for the selected form. A form cannot be e-mailed or faxed unless this check box is selected for the form. Clear this check box to disable electronic delivery for the form.

The selection in this check box determines whether you can set up delivery options for individual customers, vendors, and employees. You must select this check box for at least one customer form to access Paperless Office Delivery Options from Customer Maintenance. Paperless Office Delivery Options allows you to define how to deliver the form, the PDF document password, and the recipients of the e-mail or fax. Likewise, you must select this check box for at least one vendor form to set up delivery options for individual vendors, and you must select this check box for direct deposit stubs to set up delivery options for employees. For more information, see Paperless Office Delivery Options (Customer/Vendor Maintenance) and Paperless Office Delivery Options (Employee Maintenance).

Note Payroll direct deposit stubs cannot be faxed.

 

From E-mail Address

Type the e-mail address to use as the "from" e-mail address when e-mailing the form. If a company is selected in the Company Code field, this field displays the e-mail address entered in Company Maintenance. You can change this e-mail address when e-mailing the form from the printing task. This field is available only if the Enable Electronic Delivery check box is selected.

 

PDF File Name

Select an option for the name of the PDF file that will be attached in the email.

• If you select Document No. the document number is used as the file name.
• If you select Full Description, the file name will vary based on the form type. For example, the file name for an Accounts Receivable invoice includes the division number (if divisions are used), the customer number, the module code, the invoice number, the invoice date, and the sequence number: 01ABF_AR_0100058IN_20181128_000.PDF

Note If you select Document No. the full description is still used for the PDF file that is saved in the PDF directory.

 

PDF Directory

Enter the full path of the folder to use for storing the form in PDF format, or click the Browse Directory button to browse to the folder.

 

Keep Only Last Copy

Select this check box to save only the most recent copy of the PDF document created for this form. If this check box is selected, reprinting a form as a PDF document will overwrite the existing PDF document. Clear this check box to create a new PDF document each time the form is stored as a PDF document. This field is available only for statements, sales orders, purchase orders, and customer RMAs. For forms that are updated, such as invoices, return orders, and direct deposit stubs, this check box is selected and can only be viewed.

Warning Only one PDF document is produced for each form printed, regardless of whether the form is printed multiple times using different saved settings. If the same form is printed using different saved settings, and this check box is selected, only the last version of the form is retained.

 

Override Password

Type the override password for viewing the PDF documents created for this form. You can type up to 32 characters. If a PDF password is entered for the customer, vendor, or employee in Paperless Office Delivery Options, this field provides a second password to open PDF documents. For more information, see Paperless Office Delivery Options (Customer/Vendor Maintenance) and Paperless Office Delivery Options (Employee Maintenance).

Note PDF documents that have passwords can be faxed. The password is removed from the PDF during faxing, and added back to the PDF afterwards.

 

Confirm Password

Re-type the password entered in the Override Password field.

 

2. Additional

 

(Accounts Payable) Deliver During Check Register Update

Select whether to deliver a PDF document during the Accounts Payable Check Register update.

• Select No to use the Vendor Viewer to deliver the PDF documents.

• Select Only Electronic Payment Remittance Advices to electronically deliver PDF documents only for electronic payment remittance advices during the Accounts Payable Check Register update. This option is available only if the Enable ACH Electronic Payments check box is selected in Accounts Payable Options.

• Select Yes to electronically deliver PDF documents during the Accounts Payable Check Register update for checks, extended stubs and, if applicable, electronic payment remittance advices. Checks and their associated extended stub will be delivered as one PDF.

 

(Accounts Payable) Watermark for Valid Check

Type the text to display as a watermark across a PDF Accounts Payable check (for example, Non-Negotiable).

 

(Payroll) Deliver During Check Register Update

Select this check box to e-mail checks and direct deposit stubs to employees during the Payroll Check Register update. Clear this check box if you do not want to e-mail checks and direct deposit stubs to employees during the update.

If this check box is cleared, you must access Employee Viewer to manually e-mail checks and direct deposit stubs to employees.

This field is available only if the Enable Electronic Delivery check box is selected.

Note Employee checks and direct deposit stubs cannot be faxed.

 

(Payroll) Print Stubs if No Employee E-mail Address

Select this check box to print direct deposit stubs as hard copies if no e-mail address is entered for the employee in Paperless Office Delivery Options or Employee Self Service. For employees that have an e-mail address entered, the stubs are electronically delivered.

This field is available only if the Enable Electronic Delivery check box is selected.

 

(Payroll) Default Employee Password

Select the default password type to assign to all employees. Employee passwords can be changed for individual employees in Paperless Office Delivery Options and Employee Self Service.

• Select Social Security Number to assign the employee's Social Security number as the default password. Click Generate Passwords to automatically generate employee passwords using this method. Passwords are generated for all employees with a blank password. This button is available only if a single company is selected in the Company Code field.

• Select Random to randomly generate case-sensitive passwords that are between 6 and 10 characters, and contain at least 1 number and 1 character. Click Generate Passwords to automatically generate employee passwords using this method. Passwords are generated for all employees with a blank password. This button is available only if a single company is selected in the Company Code field.

• Select Blank to allow passwords to be manually entered as new employees are created and modified in Employee Maintenance.

This field is available only for direct deposit stubs.

 

(Payroll) Watermark for Valid Check

Type the text to display as a watermark across a PDF Payroll check (for example, Non-Negotiable).