Customer Document Queuing
You use the customer document queuing feature to route customer documents to a staging queue to be batch printed, emailed, or faxed at a date and time specified by e-agent tasks.
Normally customer documents are delivered via the specified method (print, email, or fax) at the time they are generated in e-automate. However, you can configure the document queuing functionality to queue documents to be delivered in batch at a specified time. Documents intended for print or email can be done either immediately or at a specified date and time. However, faxes cannot be sent immediately; they must be queued for sending at a later time. If you decide to send documents via fax, you must use one of the fax programs that can communicate with e-agent. These programs are Microsoft Fax, WinFax, VSI fax, and GoldFax. Your system administrator can assist you with these fax-capable programs.
By default, e-automate does not automatically queue documents. If you do not activate document queuing, e-automate immediately sends the documents to the printer or the customer via email. In order to fax customer documents you must activate document queuing. You must turn on the document queuing feature in e-automate in order to queue documents to be printed, faxed, or emailed at the specified date and time. If you are using document queuing, the documents are stored until the e-agent Auto Send Customer Documents task sends the documents. After you have configured e-automate to queue customer documents, you must then set up the Auto Send Customer Documents task in e-agent to send documents automatically.
Only customer documents that are approved for delivery can be sent by e-agent. You can determine whether or not you want queued documents to be automatically approved or manually approved before they can be sent.
You can configure your system to queue the following customer document types and specify the number of copies of each:
Sales invoices
Service invoices
Contract invoices
Misc. charge invoices
You can also configure e-automate to place customer statements in the document queue using the Auto Queue Customer Statements e-agent task.
Customer SetupCustomer Setup
In order to configure customers for customer document queuing, each customer to whom you intend to automatically deliver customer documents must have a default AR Contract identified, invoice method identified, and must be enabled to receive statements. If you intend to deliver them via a printed document, an AR contact is not required. The invoice method identified on the customer record is used by e-automate when sending customer statements and the method identified on the accounts receivable contact record is ignored. When identifying a contact and an invoice method, verify that the method value is displayed adjacent to the Invoice method field. For example, if you selected Fax, e-automate displays the fax number if there is one. If there is not a fax number, e-automate displays a question mark. Method values must be listed with a valid value before automated statements can be sent to the customer. In order to send automated customer statements, you must have an accounts receivable contact for all customers to which you intend to send statements.
Identifying a Default AR Contact and Invoice MethodIdentifying a Default AR Contact and Invoice Method
To identify a default AR contact and invoice method do the following:
From the e-automate toolbar, click [Customers] to open the Customers list window.
From the Customer list, select the customer for which you want to identify a default AR contact and click [Edit].
In the Edit Customer window, click the Contacts tab to bring it forward.
If the contact to be identified as the AR contact is already displayed in the Contacts list, skip to step 7; otherwise, continue to step 5.
Enter a new contact by completing the following:
In the Add contact field, use the drop-down menu to select New. The New Contact window displays.
Complete the following fields as appropriate:
First name: First name of the contact.
Middle name: Middle name or initial of the contact.
Last name: Last name of the contact.
Preferred full name: Name the contact wishes to go by.
Attention: Contact name.
Address: Contact street address.
City: City in which the contact address is located.
State: State or province in which the contact address is located.
Zip: Contact postal or zip code.
Country: Country in which the contact is located.
Sales rep: Person within your company responsible for selling to this contact.
Phone 1: Contact primary phone number.
Phone 2: Contact secondary phone number.
Fax: Contact fax number.
Email: Contact email address.
Web password: Contact web password.
In the Preferred Contact Method region, select the method you would typically use to communicate with this contact. While e-automate uses the invoice method specified on the customer record to determine which format to send invoices and statements, e-automate also requires that you select a preferred method on the contact record. You must populate a value for the method you intend to use as the invoice method. For example, if you will send invoices and statements to the customer via email, be sure to identify an email address on the contact record.
Click the Customers tab to bring it forward.
In the Customer field, the customer name displays.
In the Job title field, use the lookup to select Accounts Receivable.
Click [QuickAdd] to add the new AR contact to the list.
Click [OK] to save your new contact and return to the Edit Customer window.
Back in the Edit Customer window, click [QuickAdd] to associate this contact with the selected job title with this customer.
In the Accounts receivable contact field, use the lookup to select the contact to which you intend to send invoices and customer statements.
In the Invoice method field, use the drop-down menu to select an invoice method. This method is also used by e-automate to send customer statements.
In the Accounts receivable contact field, use the drop-down menu to select Edit. The Edit Contact window displays.
Add a value to the appropriate Phone1, Fax, or Email field.
Click [OK] to return to the Edit Customer window. Acknowledge the change in the Attention Required window by clicking [Yes].
Click [OK] to save the changes made on the customer record.
Repeat the above steps for all customers for which you must identify a default accounts receivable contact.
Enabling Customers to Receive StatementsEnabling Customers to Receive Statements
To enable Customers to receive statements, do the following:
From the Tools menu, select Bulk Updates to open the Bulk Updates window.
In the Update list field, use the drop-down menu to select Customers.
To narrow the list of customers who are to be configured to receive statements, use the QuickSearch. For more information on using the QuickSearch functionality, see the Using the QuickSearch topic.
Do one or more of the following to select the customers who are to be configured to receive statements:
To select all the customers listed in the display, click the [Check all] button. The system checks the checkbox at the beginning of the row for each customer, indicating all customers listed in the display are to be configured to receive statements.
To unselect all the customers listed in the display, click the [Uncheck all] button. The system unchecks the checkbox at the beginning of the row for each customer, indicating none of the customers listed in the display are to be configured to receive statements.
To manually select customers from the list, check the checkbox at the beginning of the row for each customer who is to be configured to receive statements.
To manually unselect customers from the list, uncheck the checkbox at the beginning of the row for each customer who is not to be configured to receive statements.
In the Update field (lower left), use the drop-down menu to select Send Statements.
Check the Send Statements checkbox.
With customers identified, and the Send Statements checkbox checked, you are ready to update the checked customers on the list. Click [Update] to update the customer’s Send Statement checkbox.
The Confirm window displays. To make the changes you identified, click [Yes]; otherwise, click [No] and make necessary adjustments.
The Completed window displays notifying you of the number of records that were updated and confirms that you want to refresh the list. Click [Yes] to update the list; click [No] if you want to update another field for the same list.
Click [Close] to close the Bulk Updates window.
Enabling Customer Document Queuing in E-automateEnabling Customer Document Queuing in E-automate
Enabling customer document queuing is done through the Edit Company Settings area of e-automate. In the Customer Invoice Queue Options for Fax, Email, and Print region you must determine what types of invoices you want queued by checking the Using queuing checkbox for the appropriate invoice(s) and entering how many copies you want printed/sent in the Copies field. You must also identify queuing preferences for the different types of invoices. Identifying queuing preferences helps to determine how you want the queuing handled for the types of invoices you have selected for queuing.
The different types of invoices for which you can enable queuing are Sales invoices, Service invoices, Contract invoices, and Miscellaneous charge invoices. You can configure the invoices you select for queuing to be automatically approved and ready for e-agent to send, configure the invoices set for print and email to be automatically sent to the document queue for batch printing and emailing instead of immediate printing or emailing, configure the invoices that are generated for a zero-dollar amount such as service invoices sent to the document queue for sending to customers, and have e-automate send credit memos and debit memos to the queue for appropriate sending.
To enable customer document queuing, do the following:
From the Tools menu, select Options to open the Options window.
In the left-hand pane of the window, double-click on Company.
In the right-hand pane, click [Edit Company Settings] to open the Edit Company Settings window.
Click Report Options to bring the tab forward.
In the Purchase Order Queue Options for fax, Email, Print, etc. and the Customer Invoice Queue Options for Fax, Email, and Print region, do the following:
Activate any of the following invoices for queuing by completing the subsequent directions:
Purchase Orders: Determine if you want additional copies printed when you generate a purchase order and enter the appropriate number in the Copies column. To enable queuing for purchase orders, check the Use queuing checkbox.
Sales invoices: Determine if you want additional copies printed when you generate a sales invoice and enter the appropriate number in the Copies column. To enable queuing for sales invoices, check the Use queuing checkbox.
Service invoices: Determine if you want additional copies printed when you generate a service invoice and enter the appropriate number in the Copies column. To enable queuing for service invoices, check the Use queuing checkbox.
Contract invoices: Determine if you want additional copies printed when you generate contract invoices and enter the appropriate number in the Copies column. To enable queuing for contract invoices, check the Use queuing checkbox.
Misc charge invoices: Determine if you want additional copies printed when you generate a misc charge invoice and enter the appropriate number in the Copies column. To enable queuing for misc charge invoices, check the Use queuing checkbox.
Check any of the following checkboxes:
Auto-approve invoices/orders sent to the document queue: Check this checkbox to have documents sent to the queue automatically approved and ready for e-agent to send.
Send print invoices/orders to the document queue: Check this checkbox to have e-automate send invoices or purchase orders that are generated for printing to the document queue for batch printing instead of printing immediately.
Send email invoices/orders to the document queue: Check this checkbox to send invoices or purchase orders configured to be delivered via email to the document queue for batch sending instead of immediately sending the invoice via email.
Send export orders to the document queue: Check this checkbox to save all orders in the document queue for export.
Queue zero dollar invoices/orders: Check this checkbox to have invoices or purchase orders that are generated for a zero-dollar amount sent to the document queue for sending to customers.
Queue credit/debit memos/orders: Check this checkbox to have e-automate send credit memos and debit memos to the queue for appropriate sending.
Click [OK] to save your company settings and exit the Edit Company Settings window.
Click [OK] to save your changes and to close the Options window.
Click [OK] to acknowledge the message.
Restart e-automate so that these changes will take effect.
If you are running e-agent, restart e-agent as well.
Configuring E-agentConfiguring E-agent
To automatically send purchase orders via print, email, or fax, you use e-agent, a companion product that ships with e-automate. Its purpose is to run various automation tasks at scheduled times. If this is your first time using e-agent, you must first set up the options associated with e-agent. These options allow you to identify the email server and appropriate login credentials on the email server. If you do not identify appropriate credentials, e-agent cannot email information from e-agent.
To set up e-agent options, do the following.
From the e-automate Tools menu, select E-agent. The system displays the E-agent - Tasks window.
From the e-agent menu, select Options. The system displays the window.
Click the Email Settings tab to bring it forward.
In the SMTP Server field, enter the address or name for your mail server.
In the SMTP Port field, identify the port you use for mail. The typical mail port is 25, change the port as necessary.
If your server requires an encrypted connection (secure socket layer), check the This server requires an encrypted connection (SSL) checkbox.
If you are required to use SMTP authentication with your SMTP server, check the Use SMTP authentication checkbox.
If you are using SMTP authentication, populate the User name and Password fields as appropriate.
If you want to use secure password authentication, check the Use secure password authentication checkbox.
In the Sender Address field, enter the return address for emails delivered from e-agent.
Click the [Send test email...] button to ensure your settings are correct and that the email service is functioning correctly.
Click [OK] to save your options.
Setting Up E-agent TasksSetting Up E-agent Tasks
For documents to be printed or sent automatically that you have configured for queuing, you must create and configure an e-agent task to do so. Because you will most likely have some vendors that want to receive purchase orders by different methods (email, fax, and print), you can set up as many tasks as necessary.
There are two steps involved in setting up the e-agent task to automatically send customer documents. You must first configure the task itself with the method by which you want customer documents sent (printed document, email, fax, or export), and then you must configure a schedule that best fits your business needs on which you want the task to run. Each task must have its own schedule. Below are configuration instructions for each of the different delivery methods available.
If you are sending customer documents via fax using Microsoft Fax, WinFax, or VSI-Fax, you must have e-agent installed on a computer with a phone modem and access to fax telephone lines. If you are using GoldFax you do not need to have e-agent installed on a computer with a phone modem and access to fax telephone lines as GoldFax is an Internet-based faxing application.
E-agent Task – Auto Queue Customer StatementsE-agent Task – Auto Queue Customer Statements
Log on to the computer on which e-agent is installed and running.
From the e-automate Tools menu, select E-agent. The system displays the E-agent - Tasks window.
From the e-agent toolbar, click [New] to open the E-agent - New Task window.
In the Type field, select Auto queue customer documents.
Click [OK] to open the E-agent - Edit Task (Auto Queue Customer Documents) window.
Enter the appropriate information in the following fields:
Task name: The name of this e-agent task. This field is auto-populated by e-agent. You can change the name as necessary.
Automatically approve: When checked, e-agent submits statements that have been pre-approved for sending to the document queue. If you choose not to pre-approve, an employee will have to log into e-automate and approve statements in the document queue before they can be sent.
Minimum balance: When checked, you can identify a minimum cut-off amount for a statement. This feature allows you to not queue statements below your minimum threshold.
Minimum days past due: When checked, you can specify a minimum days past due for statements you want to queue. For example, you could configure this task to not queue a statement unless the customer has an invoice that is 45 days past due.
Include zero balances: When checked, this task queues statements for customers that have zero account balances.
Include credit balances: When checked, this task includes credit memos in the statements queued.
Include debit balances: When checked, this task includes debit memos in the statements queued.
Queue statements for customers configured to not receive statements: When checked, e-agent creates statements for customers not configured on their customer record to receive statements.
To send statements to all customers, leave the Include all customers checkbox checked.
To select specific customers to whom you want to send statements, uncheck the Include all customers checkbox and do one of the following:
To send to one specific customer, use the lookup icon in the field to select the customer.
To create a QuickSearch filter to send to multiple customers that meet your filter criteria, do the following:
Check the Use advanced filter checkbox.
Click [Advanced Filter]. The Customer window displays.
In the QuickSearch field, use the drop-down menu to select the field that allows you to select only customers to be configured to receive statements with this task.
In the field to the right of the QuickSearch field, use the drop-down menu to select the appropriate operator.
In the value field, enter the value that allows you to identify the appropriate list.
Click [Go] to display the filtered list.
To further narrow the list, use the drop-down menu to select And or Or as appropriate, and then repeat Steps c through f to generate your desired list.
Click [OK] to save your configured QuickSearch and return to the Customer Statements window.
In the Email field, enter the email address to be notified of the number of statements that e-agent queues.
Click [OK] to save your Customer Statement task.
Now that your task is created, you can do one of the following:
Manually run the e-agent task:
Select the task to run.
Click [Run]. The task runs now.
Configure the task to run on a schedule:
Select the task to schedule.
Click [Schedule] to open the Schedule Auto Queue Customer Statements window.
In the Recurrence pattern region, select the time pattern for this recurring task, or select No recurrence.
If you selected a recurrence pattern, in the Start recurrence field, enter the date and time you want the task to begin recurrence.
In the End recurrence region, identify when you want the task to end. You can end after a specified number of occurrences, on a specified date, or specify no end.
Click [OK] to save the schedule.
E-agent Task – Send Customer Documents from Document Queue PrintE-agent Task – Send Customer Documents from Document Queue Print
Complete these steps to automatically send documents to the printer. If you are not automating the sending of documents, invoices, and statements to the printer, you do not need to complete these steps.
From the e-automate Tools menu, select E-agent. The system displays the E-agent - Tasks window.
From the e-agent toolbar, click [New] to open the E-agent - New Task window.
In the Type field, select Auto send customer documents.
Click [OK] to open the E-agent - Edit Task (Auto Send Customer Documents) window.
In the Name field, append Print to the end of the name.
In the Request method region, select Print.
Click the Filters tab to bring it forward. Enter the appropriate information in the following fields:
Sales invoices: When checked, this e-agent task can print sales invoices that are in the document queue.
Sales quotes: When checked, this e-agent task can print sales quotes that are in the document queue.
Sales orders: When checked, this e-agent task can print sales orders that are in the document queue.
Service invoices: When checked, this e-agent task can print service invoices that are in the document queue.
Show details: When checked, the service invoices will print with details.
Contract invoices/proposals: When checked, this e-agent task can print contract invoices and contract proposals that are in the document queue.
Misc. charge invoices: When checked, this e-agent task can print miscellaneous charge invoices that are in the document queue.
Customer statements: When checked, this e-agent task can print customer statements that are in the document queue.
Show credit limit: When checked, the statements display the customer’s credit limit.
Period length: The period aging length. If you select 30, the statement displays 1-30, 31-60, 61-90, and over 90.
To print all customers’ documents, leave the Include all customers checkbox checked.
To select specific customers for whom you want to print customer documents, uncheck the Include all customers checkbox and do one of the following:
To print for just one specific customer, use the lookup icon in the field to select the customer.
To create a QuickSearch filter to email to multiple customers that meet your filter criteria, do the following:
Check the Use advanced filter checkbox.
Click [Advanced Filter] to open the Customer window.
In the QuickSearch field, use the drop-down menu to select the field that allows you to select only the customers to be configured for printing using this task.
In the field to the right of the QuickSearch field, use the drop-down menu to select the appropriate operator.
In the value field, enter the value that allows you to identify the appropriate list.
Click [Go] to display the filtered list.
To further narrow the list, use the drop-down menu to select And or Or as appropriate, and then repeat Steps c through f to generate your desired list.
Click [OK] to save your configured QuickSearch and return to the Send Documents from Customer Queue window.
To print for all branches, leave the Include all branches checkbox checked.
If you want this task to print only for a specific branch, uncheck Include all branches and use the lookup to select the branch.
Click the Print Settings tab to bring it forward.
In the Printer field, use the drop-down menu to select a printer.
In the Notification e-mail field, enter an email address to which e-agent can send notification of the number of documents printed.
Click [OK] to save the e-agent task.
Now that your task is created, you can do one of the following:
Manually run the e-agent task:
Select the task to run.
Click [Run]. The task runs now.
Configure the task to run on a schedule:
Select the task to schedule.
Click [Schedule] to open the Schedule Auto Queue Customer Statements window.
In the Recurrence pattern region, select the time pattern for this recurring task, or select No recurrence.
If you selected a recurrence pattern, in the Start recurrence field, enter the date and time you want the task to begin recurrence.
In the End recurrence region, identify when you want the task to end. You can end after a specified number of occurrences, on a specified date, or specify no end.
Click [OK] to save the schedule.
E-agent Task – Send Customer Documents from Document Queue EmailE-agent Task – Send Customer Documents from Document Queue Email
Complete these steps to automatically send documents using email. If you are not sending documents, invoices, and statements by email, you do not need to complete these steps.
From the e-automate Tools menu, select E-agent. The system displays the E-agent - Tasks window.
From the e-agent toolbar, click [New] to open the E-agent - New Task window.
In the Type field, select Auto send customer documents.
Click [OK] to open the E-agent - Edit Task (Auto Send Customer Documents) window.
In the Name field, append Email to the end of the current name.
In the Request Method region, select Email.
On the Content tab, complete the following fields as appropriate.
Subject: The subject line that is entered on created email.
Email message: Message inserted into the body of the email.
Click the Filters tab to bring it forward.
Enter the appropriate information.
Sales invoices: When checked, this e-agent task can email sales invoices that are in the document queue.
Sales quotes: When checked, this e-agent task can email sales quotes that are in the document queue.
Sales orders: When checked, this e-agent task can email sales orders that are in the document queue.
Service invoices: When checked, this e-agent task can email service invoices that are in the document queue.
Show details:When checked, the service invoices will print or send with details.
Contract invoices/proposals: When checked, this e-agent task can email contract invoices and contract proposals that are in the document queue.
Misc. charge invoices: When checked, this e-agent task can email miscellaneous charge invoices that are in the document queue.
Customer statements: When checked, this e-agent task can email customer statements that are in the document queue.
Show credit limit: When checked, the statements display the customer’s credit limit.
Period length: The period aging length. If you select 30, the statement displays 1-30, 31-60, 61-90, and over 90.
To send email to all customers, leave the Include all customers checkbox checked.
To send email to one specific customer, uncheck the Include all customers checkbox and do one of the following:
To email to one specific customer, use the lookup in the field to select the customer.
To create a QuickSearch filter to email multiple customers that meet your filter criteria, do the following:
Check the Use advanced filter checkbox.
Click [Advanced Filter]. The Customer window displays.
In the QuickSearch field, use the drop-down menu to select the field that allows you to select only customers to be configured to be emailed using this task.
In the field to the right of the QuickSearch field, use the drop-down menu to select the appropriate operator.
In the value field, enter the value that allows you to identify the appropriate list.
Click [Go] to display the filtered list.
To further narrow the list, use the drop-down menu to select And or Or as appropriate, then repeat steps d through g to generate your desired list.
Click [OK] to save your configured QuickSearch and return to the Send Documents From Customer Queue window.
To email for all branches, leave the Include all branches checkbox checked. If you only want this task to email for a specific branch, uncheck Include all branches and use the lookup to select the branch.
Click the Email Settings tab to bring it forward.
In the Email from address field, enter the return email address for emails sent using this email task.
In the Send bcc to field, optionally enter one or more email addresses you want copied on the emails.
To have e-agent wait any period of time between sending emails, check the Wait the following number of second(s) before sending each email checkbox and enter how many seconds you want e-agent to wait in the provided field.
In the Notification E-mail field, enter an email address to which e-agent can send notification of the number of documents emailed.
Click [OK] to save the e-agent task.
Now that your task is created, you can do one of the following:
Manually run the e-agent task:
Select the task to run.
Click [Run]. The task runs now.
Configure the task to run on a schedule:
Select the task to schedule.
Click [Schedule] to open the Schedule Auto Queue Customer Statements window.
In the Recurrence pattern region, select the time pattern for this recurring task, or select No recurrence.
If you selected a recurrence pattern, in the Start recurrence field, enter the date and time you want the task to begin recurrence.
In the End recurrence region, identify when you want the task to end. You can end after a specified number of occurrences, on a specified date, or specify no end.
Click [OK] to save the schedule.
E-agent Task – Send Customer Documents from Document Queue FaxE-agent Task – Send Customer Documents from Document Queue Fax
Complete these steps if you intend to automatically send documents using fax. If you are not sending documents, invoices, and statements by fax, you do not need to complete these steps.
From the e-automate Tools menu, select E-agent. The system displays the E-agent - Tasks window.
From the e-agent toolbar, click [New] to open the E-agent - New Task window.
In the Type field, select Auto send customer documents.
Click [OK] to open the E-agent - Edit Task (Auto Send Customer Documents) window.
In the Name field, append Fax to the end of the current name.
In the Request method region, select Fax.
On the Content tab enter the appropriate information in the following fields.
Subject: The subject line displayed on the fax.
Fax message: The message displayed on the fax.
Click the Filters tab to bring it forward.
If you want e-agent to face purchase orders that are in the document queue, leave the Purchase Orders checkbox checked.
To send faxes to all vendors, leave the Include all vendors checkbox checked.
To select specific vendors for whom you want to fax vendor documents, uncheck the Include all vendors checkbox and do ONE of the following:
To fax to one specific vendor, use the lookup icon in the field to select the vendor.
To create a QuickSearch filter to fax to multiple vendors that meet your filter criteria, do the following:
Check the Use advanced filter checkbox.
Click [Advanced Filter]. The Vendor window displays.
In the QuickSearch field, use the drop-down menu to select the field that allows you to select only vendors to be configured to receive faxes using this task.
In the field to the right of the QuickSearch field, use the drop-down menu to select the appropriate operator.
In the value field, enter the value that allows you to identify the appropriate list.
Click [Go] to display the filtered list.
To further narrow the list, use the drop-down menu to select And or Or as appropriate, and then repeat Steps c through f to generate your desired list.
Click [OK] to save your configured QuickSearch and return to the Send Documents from Vendor Queue window.
To fax for all branches, leave the Include all branches checkbox checked. If you only want this task to fax for a specific branch, uncheck Include all branches and use the lookup to select the branch.
Click the Fax Settings tab to bring it forward.
In the Test fax region, select one of the following radio buttons and follow the instructions.
Use Microsoft Fax: If selected, the Cover pages region displays where you can import your own personal cover page by clicking [Import personal cover pages]. Use the Open window to navigate to your saved cover page file (.cov), select the file, and click [Open]. Select your cover pages as appropriate in the Cover Pages region.
Use WinFax: If selected, in the WinFax Printer field, use the drop-down menu to select the appropriate printer.
Use VSI-Fax: If selected, you must browse your network to select the appropriate file output path.
Use GoldFax: If selected, you must browse your network to select the appropriate file output path.
In the Notification e-mail field, enter an email address to which e-agent can send notification of the number of faxes sent.
Click [OK] to save the e-agent task.
Now that your task is created, you can do one of the following:
Manually run the e-agent task:
Select the task to run.
Click [Run]. The task runs now.
Configure the task to run on a schedule:
Select the task to schedule.
Click [Schedule] to open the Schedule Auto Queue Customer Statements window.
In the Recurrence pattern region, select the time pattern for this recurring task, or select No recurrence.
If you selected a recurrence pattern, in the Start recurrence field, enter the date and time you want the task to begin recurrence.
In the End recurrence region, identify when you want the task to end. You can end after a specified number of occurrences, on a specified date, or specify no end.
Click [OK] to save the schedule.
Approving Documents for DistributionApproving Documents for Distribution
Although you have configured e-automate to send specified customer documents to the document queue and configured e-agent to automatically print or send the documents at a specified time, the customer documents must be approved for distribution before the system can automatically send them. You have the option to enable all specified documents to be automatically approved or you can approve documents manually through the Customer Document Queue before they are scheduled for delivery or print.
Enabling documents to be automatically approved is done through the Edit Company Settings area of e-automate. The automatic approval of customer documents is also covered in the Enabling Customer Document Queuing topic above. If you have already completed the steps in that topic you may have already determined whether or not you want specified customer documents automatically approved.
To manually approve customer documents, do the following.
From the Reports menu, select Customer Document Queue to open the Customer Document Queue window.
On the Current Queue tab, locate the document you want to approve.
Check in the Approved column to approve.
To automatically approve customer documents, do the following.
From the Tools menu select Options to open the Options window.
In the Options region, make sure Company is highlighted. If it’s not, click on it. The company settings display on the right side of the window.
Click [Edit Company Settings] to open the Edit Company Settings window.
Click the Report Options tab to bring it forward.
Under the Purchase Order Queue Options for Fax, Email, Print, etc. region, check the Auto-approve orders sent to the document queue checkbox.
Under the Customer Invoice Queue Options for Fax, Email, and Print region, check the Auto-approve invoices sent to the document queue checkbox.
Click [OK] to save the setting and return to the Options window.
In the Options window, click [OK] to close the Options window.
Managing the Customer Document QueueManaging the Customer Document Queue
Once e-automate has begun sending customer documents to the Customer Document Queue, you can make changes or modifications to the documents in the queue prior to them being sent via e-agent. Your system can be configured to place the following documents in the customer document queue:
Purchase orders
Sales invoices
Service invoices
Contract invoices
Misc charge invoices
Customer statements
Once the documents are sent, they move from the Current Queue tab to the Sent tab. There are two separate document queues, one for customer documents and one for vendor documents. When documents are in the Current Queue, you can modify to whom you are sending the document and the method by which they are receiving the document. You can also remove the document from the document queue.
To Approve DocumentsTo Approve Documents
From the Reports menu, select Customer Document Queue to open the Customer Document Queue window.
Locate the document you want to approve or unapprove.
Check in the Approve column to approve. Uncheck in the Approve column to unapprove.
To Change the Recipient MethodTo Change the Recipient Method
From the Reports menu, select Customer Document Queue to open the Customer Document Queue window.
Locate the document for which you want to change the recipient or method and select it from the list.
In the Contact field, use the lookup to select a different contact if applicable.
In the Method field, use the drop-down menu to select a different method as applicable.
The field adjacent to Method changes based on the method selected. In either the Email address field or the Fax number field, enter the appropriate value.
Click [Update] to update the customer document queue with your changes.
To Remove a Document from the QueueTo Remove a Document from the Queue
From the Reports menu, select Customer Document Queue to open the Customer Document Queue window.
Locate the document you want to remove and select it from the list.
Click [Remove] to remove it from the customer document queue.
To Re-queue Purchase OrdersTo Re-queue Purchase Orders
From the Purchasing menu, select Purchase orders to open the Purchase Orders window.
Locate the purchase order you want to re-queue and select it from the list.
Click [Queue] and e-automate sends the document to the customer document queue.
To Re-queue Sales InvoicesTo Re-queue Sales Invoices
From the Sales menu, select Sales Invoices to open the Sales Invoices window.
Locate the sales invoice you want to re-queue and select it from the list.
Click [Queue] and e-automate sends the document to the customer document queue.
To Re-queue Service InvoicesTo Re-queue Service Invoices
From the Service menu, select Service Invoices to open the Service Invoices window.
Locate the service invoice you want to re-queue and select it from the list.
Click [Queue] and e-automate sends the document to the customer document queue.
To Re-queue Contract InvoicesTo Re-queue Contract Invoices
From the Service menu, select Bill Contracts to open the Contract Billing window.
Click the Invoices/Proposals tab to bring it forward.
Use the QuickSearch to formulate a search for the contract invoices you want to re-queue.
Click [Queue Invoices] and e-automate sends the invoices meeting your QuickSearch criteria to the customer document queue.
To Re-queue Miscellaneous Charge Invoices and MemosTo Re-queue Miscellaneous Charge Invoices and Memos
From the Accounting menu, select Accounts Receivable > Miscellaneous Charge Invoices to open the Miscellaneous Charge Invoices window.
Locate the miscellaneous charge invoice (credit or debit) you want to re-queue and select it from the list.
Click [Queue] and e-automate sends the document to the customer document queue.
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