Paperless Office: Journals and Registers

LM-1018

Overview
This Extended Solution allows printing of MAS 90 MAS 200 journals and registers in PDF
format and provides a Viewer utility for the viewing and deleting of PDF documents.

Modules supported by this Extended Solution are:

Accounts Payable Job Cost

Accounts Receivable Material Requirements Planning
Bill of Materials Purchase Order
Bank Reconciliation Payroll
General Ledger Sales Order
Inventory Management TimeCard
e-Business Manager Work Order

If you have Extended Solution IM-1161: Item Cost Change Utility installed there will be an
option to include the Item Cost Change Register.

Additional functionality with Extended Solution LM-1022: Associated Source Documents for
Paperless Office installed and enabled.

Installation
Before installing this Extended Solution, please verify that the version level(s) printed on the
CD label are the same as the version level(s) of the MAS 90 MAS 200 module(s) you are
using. For further information, please see the Upgrades and Compatibility section below.
Check your Shipping Manifest for a complete list of Extended Solutions shipped.

For detailed installation instructions, please refer to the Sage website at:
http://support.sagesoftwareonline.com/mas/extended_solutions/main.cfm

Installing Your Extended Solutions under Windows

From a CD
If you have the autorun function turned on for your PC, the installation program will start up
automatically. If not, find the autorun.exe file on your CD-ROM drive and double-click it to
start the installation program. Follow the on-screen instructions.

From the Sage FTP site

When your Extended Solution is ready to be downloaded, you will receive an email from
‘extendedsolutions.na@sage.com’ telling you that it is ready. The email will contain the
Customer Name, Cross Reference, a case-sensitive Password, a link via which you can
download your Extended Solution, instructions, and a Shipping Manifest. If you have any

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problems with this order, please email extendedsolutions.na@sage.com and we will assist
you during normal business hours.

Extended Solutions Control Center

Installing any Extended Solution will add an Extended Solutions Control Center to the MAS
90 MAS 200 Library Master Utilities menu. When you open the Control Center, the following
options will be available:

• Extended Solutions Manuals

• Remove Extended Solutions
• Unlock Extended Solutions
• Merge Installation Files
• Extended Solutions Setup options

Custom Office
You must run the Update feature in Custom Office after installing this Extended Solution and
if you customize your MAS 90 MAS 200, then you must run the Update Utility every time you
install this Extended Solution.

Setup
Once the disk is installed, you will need to access the Library Master ‘Extended Solutions
Control Center’ (see above) and select ‘Extended Solutions Setup options,’ then ‘LM-1018.’
Check the ‘Enable Extended Solution’ box to activate this Extended Solution (Figure 1). The
manual for this Extended Solution, if it has been installed, can be viewed by clicking the
‘Manual’ button next to the ‘Enable Extended Solution’ check box.

Figure 1

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 These Setup options appear on the ‘General’ tab (Figure 1):

RESTRICT LISTING IN PDF VIEWER BY USER ID: Check this box to only display PDF
journals/registers printed by the current user unless that user has the Security Event “Allow
User to View All Users’ Journal & Register PDFs” checked in Role Maintenance.

ONLY KEEP LAST COPY: This option is only applicable to journals/registers with source
journal numbers. Check this box to keep only one copy of journal/register per source journal
number. Reprinting a journal/register will overwrite the last copy. Uncheck this option to
keep every copy of journal/register ever printed. A sequence number will be appended to the
filename.

The General Ledger setup option for ‘Journal Number Reset’ should be ‘Do not reset’
if you wish to only keep the last copy. Undesirable results will occur if ‘Journal
Number Reset’ and ‘Only Keep The Last Copy’ are both enabled at the same time.
Please refer to Operations below for more information.

LOAD DATA IN VIEWER UPON ACCESS: If you check this box, upon initial entry to the PDF
viewer, the list box will be loaded automatically with all document records for the company
code that you are in. Every time a change is made to the company code, module or
document selection, the list box will be auto refreshed.

If you leave it unchecked, upon initial entry to the PDF viewer no data will be loaded into the
list box until the ‘Refresh’ button is clicked. After changes have been made in the company,
module or document selection drop box, you must click ‘Refresh’ to reload the list box with
the appropriate records.

The Document tab (Figure 2) is where you set up which journal/register you want to PDF
and other details about each document.

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 Figure 2

COMPANY: Select a company code or ‘All.’ Click the ‘list entries’ button to display a list of
existing document setup.

MODULE: Select a module or ‘All.’

JOURNALS/REGISTER TO PDF: Select ‘All’ to PDF every Journal/Register produced in that

module or ‘Specify’ to designate by Journal/Register which ones should be PDFed.

DOCUMENT: This option will be enabled if you select ‘Specify’ from the previous option.
Select a particular Journal/Register that you want to PDF.

The priority will be:

Order Company Module Document

1 company module specified
2 company module ALL
3 company ALL ALL
4 ALL module specified
5 ALL module ALL
6 ALL ALL ALL

For example, if you have a record for specific company, module and document, this Extended
Solution would use that record before it would use the record for all companies, all modules
and all programs.

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 DIRECTORY: Select a directory where the PDF document will be generated.

If you are running MAS 200, you should use UNC names, as opposed to drive letters.
If you do use drive letter, be certain that the path is valid and points to the same
location on both the workstations and the server.

AUTO PDF: Select ‘Yes’ to always generate a PDF without prompting or select ‘Ask Me
Every Time.’

CREATE SEPARATE PDFS: This option only affects GL General Journal and it is enabled only
when you select
• ‘All’ modules or
• ‘GL’ module, All Journals/Registers or
• ‘GL’ module, GLWJAA General Journal.

When this option is checked, one PDF document will be created for each General Journal
Entry.

PASSWORD PROTECT: Select ‘No,’ ‘Always Use Default Password,’ or ‘Ask Me For a Password
Every Time.’

PASSWORD: Enter a password. This option will be enabled only if you select ‘Always Use
Default Password’ from the previous option.

SECURITY RIGHTS REQUIRED TO DELETE PDF: Check this box to only allow those users that
have the Security Event “Allow User to Delete Journal & Register PDFs” checked in Role
Maintenance to delete the PDF document in the PDF viewer.

COPY: When this button is clicked, the user will be prompted for Copy From Company
Code, Copy From Module (or ‘All’), and Copy To Company Code (or ‘All’) (Figure 3). The
program will then copy over all of the LM-1018 Setups to the Company Codes defined. If
there are any existing Setups for the selected ‘To’ Company Code, then the user will be
warned that these exist and ask if they should be overwritten (Figure 4).

Figure 3

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 Figure 4

‘Yes’ will overwrite the one Company/Module/Register noted.

‘No’ will not overwrite the one Company/Module/Register noted.
‘Yes to ALL’ will overwrite this Company/Module/Register, plus any others with which it finds
conflicts, and will suppress the warning from popping up again.
‘Quit’ will stop the Copy processing at this point; any records already created will be
retained.

Role Maintenance
The following Task has been added to Library Master, Miscellaneous Tasks:
• View Journals & Registers

The following Security Events have been added to Library Master:

• Allow User to Delete Journal & Register PDFs
• Allow User to View All Users’ Journal & Register PDFs

You should visit this Setup screen after each upgrade or reinstallation of this Extended
Solution.

Operation
Journal/Register Printing
During journal/register printing, select a physical printer and click ‘Print.’ The program will
check to see if the PDF Converter is installed on this workstation. If not, then the user will be
presented with a message that the PDF Converter is not installed and this document will not
be PDFed (Figure 5). The document will still print to the printer specified.

Figure 5

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 Selecting ‘Preview’ will NOT generate a PDF document.

If the ‘Auto PDF’ Setup option is set to ‘Ask Me Every Time,’ you will see a ‘Do you want to
print in PDF format?’ prompt (Figure 6). If the ‘Password Protect’ Setup option is set to ‘Ask
Me For a Password Every Time,’ you will be prompted for a password (Figure 7).

After the document has been printed in PDF it will be presented to you via a PDF reader
window. If the document has a password associated with it, then you will be prompted for
it.

Figure 6

Figure 7

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In most cases, a journal and all supported documents will be created in one PDF file. For
example, Sales Order Sales Journal, Gross Profit Journal, and all recap reports will be
included in one PDF file called ‘Daily Sales Reports.’

For the IM Transaction Register and Work Order Transaction Journal, one PDF file will be
created for each transaction type (i.e., source journal code).

If you checked the setup option to 'Create Separate PDFs,' then the General Journal will
have one PDF document created for each General Journal Entry using PDF setup applicable
to the General Journal.

Example of PDF Filenames

ABC_SO_DailySalesReports_b00012_SO-0028_000.PDF
ABC - company code
SO - module
DailySalesReports - document name
b00012 - batch number 00012 (only available with batch processing, ‘bAll’ for all
batches)
SO-0028 - source journal code and number
000 - sequence number (only available if setup option ‘Only Keep The Last Copy’ is
unchecked)
ABC_AP_PaymentSelectionRegister_20030117_000.PDF
ABC - company code
AP - module
PaymentSelectionRegister - document name
20030117 - date printed (YYYYMMDD)
000 - sequence number

ABC_GL_DailyTransactionRegister_20030204_000.PDF
EEC_JC_DailyJobTransactionRegister_20030127_000.PDF

The Daily Transaction Register will have ‘GL’ in its filename no matter which module
the DTR is printed from. Note that the General Ledger module must be specified in
Setup for the Daily Transaction Register to print to a PDF file, regardless of which
module the DTR is generated from. The same applies to Daily Job Transaction
Register, which has JC in its name, no matter which module it is printed from.

View Paperless Journals and Registers

This option is available from the Library Master ‘Paperless’ menu. It allows you to View as
well as Delete PDF Journals/Registers generated in all modules and all company codes.
This utility respects MAS 90 MAS 200 Menu Security. A user not authorized for a journal
menu option will not be able to view that journal here. If you specified in Setup, “Load Data
in Viewer Upon Access”, all document records for the Company Code you are in will be
loaded and refreshed automatically.
COMPANY: Select a Company or ‘All Companies.’

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 MODULE: Select a Module or ‘All Modules.’

DOCUMENT: Select a particular Journal/Register or ‘All Documents.’

ACCOUNTING DATE FROM: A range of dates will default to further restrict the data to be
displayed. The default FROM will be 30 days prior to accounting date; the default TO will be
12/31/2999. The user can override the default dates.

Based on the criteria selected, a list of PDF documents will display in the list box with these
columns (Figure 8):

Figure 8

Co: The Company from which the journal/register originated.

Module: The MAS 90 MAS 200 module from which the journal/register originated.

Journal No: MAS 90 MAS 200 Source Journal Code and Number. This column is blank for
documents that do not have a source journal code/number.

Batch: Batch Number, if applicable.

Journal Name: The name of the document.

System Date - Time: The computer date and time when the document was printed.

Acct Date: Application date when the document was printed.

User ID: Who printed the document.

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 Exists?: Does the document still exist in the directory listed under the File column?

Updated?: Was the journal/register updated?

Password: Is the document password protected?

Filename: The directory and filename of the PDF document, recorded at the time the
document was created.
You can click on any column heading to re-sort the entries. Only one document may be
selected for viewing at a time. If the document is password protected, the user will need to
enter the password it was PDFed with in order to view it.

There is a ‘Refresh’ button in the upper-right of the screen. If you keep the viewer open for
a period of time, new registers/journals may have been printed. Click the button to refresh
the list.

Moving Documents
When the ‘Move’ button (Figure 8) is clicked with documents highlighted, you will be
prompted for the new path for the documents (Figure 9).

Figure 9

When LM-1022: Associated Source Documents for Paperless Office is installed and enabled,
you may select to move ‘Journals and Register’ or ‘Associated Documents’ from the
‘Documents to Move’ drop box.

Due to interpreter limitations, you should select no more than 100 documents at a
time for moving.

Figure 10

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After you have selected the directory location for the documents, press Proceed to begin the
Move process. If you have not selected any documents in the viewer, then it is assumed
that you want to move all of the documents currently listed in the Viewer. You
will be warned and asked if you want to continue (Figure 10). To move all the documents
currently displayed in the viewer press ‘Yes’.
The program will attempt to move all of the selected documents that it can, and will reset
the path for those documents.

If ‘Exist’= No then no document will be copied, but the path will be changed (this
assumes it has already been moved).

Keep Only Last Copy

If you have specified to ‘Keep Only Last Copy’ and have enabled the Journal or Register
Number Reset feature in General Ledger options then at the time a PDF is being created, the
program will check to see if the source journal code is on-file in the G/L Source Journal file.
If so, LM-1018 will pretend that ‘Only Keep Last Copy’ is ‘No’ and will add a sequence
number to the name for this print job. This is done to prevent the loss of a Journal of the
same number from a prior period or year.

If you have specified to PDF the Bank Reconciliation Register then Keep Only Last Copy will
be considered ‘No’ for this document. This is to prevent multiple reconciliations on the same
day for different Bank Codes from over writing one another.

Deletion of Documents
Documents may be deleted from the Viewer and the file by highlighting an entry and clicking
the ‘Delete’ button. Multiple documents can be deleted by holding down the CTRL key while
highlighting each document that you want to delete, then clicking the ‘Delete’ button.

If you specified in Setup that ‘Security Rights Required in order to Delete a PDF,’ then only
users that have the Security Event “Allow User to Delete Journal & Register PDFs” checked in
Role Maintenance can Delete.

ODBC Dictionary
The files listed below have been added, or changed, in the ODBC Dictionaries by this
Extended Solution for Crystal Reports purposes.

File: Description Field:

SY_PDF Paperless Office Setup All Fields
SY_PDL Paperless Jrnl/Reg Log All Fields

Be aware that the ODBC Dictionaries may contain other files and data fields that will be
unavailable without their corresponding Extended Solutions installed.

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What’s New
With the 7-18-07 release:
• Added Setup Option: Create Separate PDFs

With the 10-03-06 release:

• Added LM-1022, Associated Source Documents for Paperless Office integration for
Document Move.

Upgrades and Compatibility

The installation CD is labeled with the version of the MAS 90 MAS 200 module for which this
Extended Solution was prepared. This Extended Solution will check its compatibility with the
appropriate MAS 90 MAS 200 modules and will be disabled if an incompatibility is found. If
you upgrade your MAS 90 MAS 200 modules, this Extended Solution must be upgraded as
well. Your MAS 90 MAS 200 dealer can supply this upgrade.

Documentation
Only changes made by Sage Software, Inc. to the standard operation of Sage Software, Inc.
MAS 90 MAS 200 have been documented in this manual. Operations not documented in this
manual are standard procedures of MAS 90 MAS 200 processing. Standard MAS 90 MAS 200
processes, data entry screens, inquiry screens, reports, updates, etc., have not been
changed unless addressed in this document.

Parts of this document may refer to the Specific Purpose Rule. When referenced, the
described feature was developed for a specific client to its specifications and may not
conform to generally accepted MAS 90 MAS 200 standards and procedures. These features
may or may not benefit you in your application of MAS 90 MAS 200.

Acknowledgments
© 2005 Sage Software, Inc. All rights reserved. Sage Software, MAS 90 and MAS 200 are
registered trademarks or trademarks of Sage Software, Inc. All other trademarks are the
property of their respective owners.

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