Sage 100 Paperless Office: How to – Part 1 Paperless office is one of the Sage 100 modules that we here in support get a lot of calls about. In Part 1 of 3, we will show you how to do things like how print forms to PDF in Paperless Office and how to e-mail customer and vendor forms in Paperless Office. Now here are some of the most common how-to tips that people have called in and asked about: How to print forms to PDF using Paperless Office Before you can print any forms to PDF using Paperless Office, you first need to set its preferences: Expand Paperless Office and Setup. Double-click Paperless Office Options. In the Enable Electronic Delivery and PDF Storage area, click the Forms check box, and click Accept. In Setup, double-click Form Maintenance. Fill-in the following fields: Company Code = The desired company code (or All). Module Codes = The desired module (or All) Documents = The desired form (or All Documents) Enable Electronic Delivery = Select this check box if the form will be sent by e-mail. From E-mail Address = The default e-mail address that the forms will be sent from. PDF Directory = The directory to store the PDF files. Note: This should be accessible from all workstations that should have access. Override Password / Confirm Password = Any password of your choosing. Click Accept. To print a form to PDF: Open the form printing task (for example: Sales Order Printing). At the Paperless Office Output field, select PDF All. Select any options and click Print. To view the PDF in the Viewer: Expand Paperless Office and Main. Double-click Customer Viewer or Vendor Viewer (depending on the form type). Select the company code. Select the form type printed above (for example: Order). Double-click the form printed above to view the PDF. Note: Reports can be printed, emailed, or faxed for this task. How to e-mail customer and vendor forms in Paperless Office The first step is to set the system preferences for Paperless Office Expand Paperless Office and Setup. Double-click Paperless Office Options. In the Enable Electronic Delivery and PDF Storage area, select the Forms check box, and then click Accept. Expand Paperless Office and Setup. Double-click Form Maintenance. In the Company Code field, select the desired company. In the Module Code and Document fields, select all. Note: Select all modules and all documents to set a default location to save the documents in .pdf format. To set up specific combinations, select a certain module code, document, and location. The settings for a specific combination take precedence over the all settings. Select the Enable Electronic Delivery check box to specify a default e-mail address. In the PDF Storage area, enter a valid directory that is accessible to all workstations. In the Override Password and Confirm Password fields, enter the password, and then click Accept. Then set up the customer or vendor specific forms for Electronic Delivery (this example uses Accounts Receivable) Expand Accounts Receivable and Main. Double-click Customer Maintenance. Select the desired customer Click the Main tab, and specify the primary e-mail address. Click the Paperless button. In the Document list, select a document (for example, A/R Invoice). In the PDF Delivery Options area, select E-mail (Print and Fax, if necessary). Click the E-mail tab. Select the Use Customer E-mail Address check box to use the primary e-mail address on the customer account. In the To Custom Contacts area, select a primary contact code to use when e-mailing this customer. Click Accept, and repeat the steps above for each document (if all documents was not selected). How-to e-mail the form using the printing task (this example uses Sales Order Printing) Expand Sales Order and Main. Double-click Sales Order Printing. In the Paperless Office Output list, select Electronic Delivery Only, and click the E-mail button. Verify the e-mail settings are correct, and then click OK. In the Selections area, select the following on the Order Number row: Operand = Equal to Value = enter a sales order number to print Click the Print button, and the sales order form prints as a .pdf file or electronically delivered depending on the delivery option selections. Note: If the document is not electronically delivered or printed as a .pdf file according to the delivery options defined in the printing window, review the document setup in Customer Maintenance (or Vendor Maintenance).   Article Courtesy of Sage

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Sage 100 Paperless Office: How to – Part 2 In Part One, we showed you how to do some of the following in Paperless Office: How to print forms to PDF How to e-mail customer and vendor forms But wait there is more. In Part two, we want to share more How-to’s, particularly around how to use Paperless Office for direct deposit stubs. How to e-mail payroll direct deposit stubs using Paperless Office For this, you will need advanced knowledge of your network. If you have any questions, we encourage you to contact your system administrator for assistance. The first step is to setup e-mail for the company for which you want to e-mail payroll direct deposit stubs. To do so: Expand Library Master, Main, Company Maintenance Select the desired Company Code (in our example it is ABC) then click on the E-mail tab Enter your Mail Server’s IP or Physical address Choose Authentication options like SSL or none. Then enter in the Username/Password/Domain (if applicable) Once you have completed that step, you will then want to setup Paperless Office. Some of it has been covered in Part One so we will just cover the steps you will need in order to email payroll direct deposit stubs: After you setup your Paperless Office options and after completing all the fields in Form Maintenance, you will want to click on the Additional tab in Form Maintenance and then select Delivery During Check Register Update. Change the option to Yes. This will send Direct Deposit Stubs during Electronic Delivery in Payroll Check Printing If you did not select Delivery During Check Register Update, you are still able to email the direct deposit stubs by going to Payroll, Direct Deposit, Paperless Office Stub Viewer (aka Direct Deposit Stub Viewer). Use the SHIFT or CTRL keys to Multi-select documents then select the Envelope icon to email them. How to reprint or resend direct deposit stubs when using Paperless OfficeIf you ever need to reprint direct deposit stubs when using Paperless Office, then follow these steps: Expand Payroll and Direct Deposit. Double-click Paperless Office Stub Viewer. In the Direct Deposit Stub Viewer window, highlight the affected Payroll check. On the right side, click the Envelope button to electronically deliver. In the From E-mail Address field, enter a valid e-mail address. Click Send. Review the results in the Results of Electronic Delivery window that shows the total number of attempted and successful e-mails. Note: The e-mail will be sent to the e-mail address defined in the employee’s Paperless Office Delivery Options Article Courtesy of Sage

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Paper Jam: Troubleshooting Paperless Office Now that you know how to setup various areas and functions of Paperless Office, it’s now time that we take a look at how to troubleshoot common issues. (Review info in Part One and Part Two) Printing One of the issues that occurs in Paperless Office is that it stops responding when printing with the following errors seen: • “Printer Not Activated, Error Code -41″ • “Printer Not Activated, Error Code -30″ • “Printer Not Activated, Error Code -20″ This error could be due to the Sage PDF Converter or the components associated with the converter including the Printer Object itself (in Windows), the Windows Registry components, and .dll files that control it. We recommend that you reinstall Workstation Setup to create the Sage PDF Converter and appropriate .dll files on the workstation. This PDF has more details on this error including steps on how to troubleshoot it. Windows 7 If you are using a Windows 7 machine, printing to Paperless Office has been known to hang or not complete or respond. Troubleshooting this issue requires advanced knowledge of your computer’s operating system. We recommend that you contact your system administrator for assistance as modifying your Windows Registry incorrectly can severely affect system operations. Here are the steps to resolve the issue: 1. Shut off Windows UAC and reboot the computer. • It is not required to leave UAC off when using Sage 100 2. Uninstall the Sage 100 workstation setup 3. Re-install Sage 100 workstation setup 4. Go to the Start Menu, Devices and Printers in Windows and Right click on the “Sage PDF Converter” 5. Select “Printer Properties” 6. Navigate to the Ports tab 7. Click “Add Port and Create a New Local Port called Sage or SagePDF 8. Click Apply. The new Port should now appear on the list: NOTE: If you receive an error adding a port, it means that you’re in a high security environment 9. Navigate to the Security tab and select the Everyone group. Select Manage This Printer and Manage Documents and check off “Allow” under the Permissions box. 10. Click Apply 11. And finally in the about Tab in Sage PDF Converter Properties, make sure the version of the PDF Converter is Version 3.03: Accept all changes and test Paperless printing. This PDF contains more details if you were unable to add a Port in the steps above. E-mail Another issue that people have encountered is that Paperless Office email works in one company but not others. We believe the reason is because the “Company” settings for email differ for each company. The settings need to be corrected for the company email that does not work. For additional information on setting up Paperless Office settings, refer to Sage 100 ERP Help under Paperless Office. Another possible cause is that if you have “Use as Default Company for Server Settings” selected or checked off this does not apply the email settings for the selected company to all other companies. To resolve the issue, follow these steps: 1. Note the settings on Library Master, Main, Company Maintenance, on the E-mail tab for the working company as well as companies that are not working properly 2. Correct the settings on Company Maintenance on the E-mail tab for the companies that are having Paperless Office Email sending issues to match the working company 3. Use the Test E-mail button to test the E-mail settings for each company that had settings changed

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How to e-mail Payroll direct deposit stubs using Paperless Office Setup Email for the Company Expand Library Master, Main, Company Maintenance Select the desired Company Code and Navigate to the Email tab Enter your Mail Server’s IPor Physical Address Choose Authentication Options including method (TLS, SSL, or none) and Username/Password/Domain (if applicable) Click Test Email button to verify that the Email test works here. Click Accept Note: Each Mail Server will have unique settings and authentication options. TLS and SSL options are only available on Sage 100 ERP 2013 and higher. Sage Software Support cannot assist with configuring your Email Server. For External email servers without a TLS or SSL option, Relay will be required on the Server side in order to mail to succeed   Setup for Paperless Office: Expand Paperless Office, Setup,Paperless Office Options. In the Enable Electronic Delivery and PDF Storage area, select the Forms check box, and click Accept. Open  Paperless Office, Setup, Form Maintenance Select the Flashlight (Detail) lookup to verify if records exist that apply to the current Company code. Select applicable Company Code and Module from lookups On the Main tab, select the Electronic Delivery checkbox Enter a valid From email address. Note: It is likely this address will need to match the email address entered in Form Maintenance but this depends on email Server settings. In Storage Locationfield, specify an UNC path (i.e. \\server name\mas90) for Direct Deposit PDFs to be saved. Enter an Override Password Click on the Additional tab, select Delivery During Check Register Update(if desired) Select Delivery During Check register Update to send Direct Deposit Stubs during Electronic Delivery in Payroll Check Printing If you do not select Deliver during Check Register Updateoption, the direct deposit stubs can be emailed from the Direct Deposit Stubs viewer under Payroll, Direct Deposit, Direct Deposit Stub Viewer. Use theSHIFT or CTRL keys to Multi-select documents then select the Envelope icon to email them. Select a Default Employee passwordthat will be used during Employee Setup (None, Social Security or Random) For more information see related article below, How to Generate passwords for direct deposits stubs using Paperless Office Click Accept   Setup for Employees: Expand Payroll, Main, Employee Maintenance Select an Employee No from lookup, on the Main tab, click Direct Deposit button Click the Paperless Button Specify a valid Email Address and Password for the Employee Note: The password assigned when this window opens will be the one specified in Form Maintenance (None, Social Security or Random) Click Accept.   Print the Direct Deposit Stubs: Expand Payroll, Main, Payroll Data Entry Enter the Payroll run for the Direct Deposit Employee(s) After accepting in the Payroll Data Entry window, run the Payroll Tax Calculation Print all appliable Payroll reports for this payroll run, as usual Expand Payroll, Main, Check Printing Select the Direct Deposit Stubs button If  there are Payroll Checks to print, print payroll checks first, after check printing is complete the Direct Deposit Stub Printing window will automatically open Select a Paperless Delivery Option that includes “Electronic Delivery” from the drop down and click Print If no “Electronic Delivery” options appear, “Deliver During Check Register” update was not selected in Form Maintenance. The stubs will need to be emailed from the viewer after the update.   Electronically Deliver the Stubs: Click Yes to the prompt “Do you want to Print the Check Register?” Print the Check Register and review and Click Yesto the prompt “Do you want to Update the Check Register?” Depending on Form Maintenance option, do one of the following: If “Delivery During Check register Update”was selected in Form Maintenance, an Electronic Delivery window will appear as part of the update to confirm and click Accept If “Deliver during Check Register Update”was not selected in Form Maintenance, the stubs can be emailed from the Direct Deposit Stubs viewer under Payroll, Direct Deposit, Direct Deposit Stub Viewer.Use the SHIFT or CTRL keys to Multi-select documents then select the Envelope icon to email them. Note: The Payroll check register must be updated in order to email stubs from the Direct Deposit Stub Viewer.

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Unable to process the Lockfile: Crystal Reports ActiveX Designer – <report or form name>. Processing cancelled” when printing to Paperless Office PDF Products Sage 100 Description Error: “Unable to process the Lockfile: Crystal Reports ActiveX Designer – <report or form name>. Processing cancelled” when printing to Paperless Office PDF in Sage 100 ERPExample: Unable to process the Lockfile: “Crystal Reports – Invoice History Printing” Processing cancelled. Disclaimer Operating System Warning This solution requires advanced knowledge of your computer’s operating system. Contact your system administrator for assistance. Modifying your Windows Registry incorrectly can severely affect system operations. Sage is not responsible for operation issues caused by incorrectly modifying your Windows Registry. Always create a backup of your data before proceeding with advanced solutions. Resolution Delete any Jobs and Locks folders under the Sage PDF Converter key in the Windows registry.Note: For Sage 100 ERP version 2013, Product Update 8, or for version 2014, Product Update 4 or higher, the name has changed to Sage 100 PDF ConverterNote: It is only necessary to delete the Jobs and Locks keys in “HKEY_CURRENT_CONFIG\Software\Sage PDF Converter”: 1.     From the Windows Desktop, click Start, Run o Note: For Windows 7, click Start, and use the Search Programs and Folders field 2.     Enter regedit 3.     Click OK (if available) or press the Enter key 4.     Expand HKEY_CURRENT_CONFIG key 5.     Expand Software Key 6.     Expand Sage PDF Converter key 7.     Locate the following folders (if they exist): o    Jobs o    Locks 8.     Expand the Jobs key, and delete any subfolders o    Note: Subfolders may prevent the Jobs folder from being deleted. 9.     Expand the Locks key, and delete any subfolders o    Note: Subfolders may prevent the Locks folder from being deleted. 10.   Delete the Jobs and Locks keys NOTE: If the Registry key cannot be located here, reinstall the Sage PDF Converter using Paperless Office Advanced Options. If the Registry key is still not present after reinstalling the Converter, contact Sage Customer Support to provide a copy of it for you, or export it from a working workstation under the same location (HKCC/Software) then import it onto the affected machine. For Terminal Server and Multi-User Systems: 1.     Go to Devices and Printers in Windows 2.     Remove any “Redirected” Sage PDF Converters. These will normally say something to the effect of Sage PDF Converter (Redirected) or Sage PDF Converter (From Session 9) 3.     Ensure there is only one Sage PDF Converter located in Printers and Faxes, and make sure it is not redirected. 1.     On the Windows Start menu, click Run. 2.     In the Open field, enter Regedit and click OK. 3.     Expand HOTKEY CURRENT CONFIG key using the Plus symbol 4.     Expand Software Key 5.     Ensure that the Sage PDF Converter key is present and has 39 values associated with it. If there are no values or if there is only one value that shows “REG_SZ”, Uninstall then Reinstall the Sage PDF Converter on the Terminal Server. 6.     If the Registry key is still not present after reinstalling the Converter, contact Sage Customer Support to provide a copy of it for you, or export it from a working workstation under the same location (HKCC/Software) then import it onto the Terminal Server If the issue persists after processing these steps, there is a possibility that the system does not like the target directory specified in the Paperless Office Maintenance Task. Verify that the Storage Location for the PDF Document(s) being printed is a location on the Sage 100 Application Server. If the issue persists, try pointing the PDF Directory to a folder within the MAS90 folder. Network permissions (especially with Sage 100 Advanced) can play a role in causing this issue.

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A new enterprise resource planning software can be costly, but there are alternatives your company can use to cut cost and make up the difference. One of those options is to implement a paperless ERP solution. Here, are the benefits of doing just that: It cuts time Using your ERP system for your company’s financial processes can be time-consuming. Instituting paperless technology, however, can help your business save time in the long run. The extended waiting period for invoices to arrive would no longer be an issue since they would come digitally. Automatic input can help your employees move their tasks quicker and with more efficiency. It’s green This one is a no-brainer. Fewer paper documents floating around can make your company more environmentally friendly, according to Manufacturing Business Technology magazine. Automatic storage of information will save your company time, money and resources. In addition, less paper would be wasted every year, cutting down on the money spent on paper documents. It attracts more customers Implementing a paperless ERP solution could increase the amount of clients your business brings in. A Nielsen study found that 55 percent of global consumers across 60 countries are willing to pay more for products when the company providing them is committed to being socially and environmentally aware. By cutting down on practices that don’t benefit society, your business can increase its market and encourage more customers to purchase the goods and services you offer. It increases efficiency Your employees’ speed could be increased with the switch to a paperless ERP platform. Not only will they have all their necessary documents at their fingertips, but also you will be able to monitor their progress. With digital documents and processes, you can see every step as it happens and watch a project’s completion from start to finish. Records can be better managed, and you can provide greater service to your clients. Sage 100’s Paperless Office module offers many advantages to your company while also saving you valuable time and money. Although the implementation could take some getting used to, the successful execution will make your organization more environmentally aware.   Article Courtesy of Sage  

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