Paperless Office: Period End Processing

LM-1020

Overview
This Extended Solution allows printing of MAS 90 MAS 200 Period End reports in PDF
Format and provides a Viewer utility for the viewing and deleting of PDF documents.

Additionally, any reports that exist on the Period End menu as well as on the Reports menu
can also be PDFed when run off the Reports menu.

This Extended Solution will work for any module that has period end processing.

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
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

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 • Merge Installation Files
• Extended Solutions Setup options

Custom Office
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-1020.’
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

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 Period
End reports printed by the current user unless that user has the Security Event “Allow User
to View All Users’ Period End Report PDFs” checked in Role Maintenance.

ONLY KEEP LAST COPY: Check this box to keep only one copy of a Period End report.
Reprinting a report will overwrite the last copy. Uncheck this option to keep every copy of
the report ever printed. A sequence number will be appended to the filename.

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 Figure 2

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

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.’

The priority will be:

Order Company Module

1 company module
2 company ALL
3 ALL module
4 ALL ALL

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

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

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 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.’

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 with
the Security Event “Allow User to Delete Period End Report 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-1020 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

Figure 4

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‘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.

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

Operation
Report Printing
During report printing, select a normal printer and click ‘Print.’ The program will check to see
if the Extended Solutions PDF Converter is installed on this workstation. If not, and the
Setup question ‘Auto Install When Necessary’ was checked, then the converter will be
installed on the workstation automatically. If it is not installed and the Setup question is
unchecked, 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

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 reports in PDF format?’ prompt (Figure 6). Answer No if you wish to print rather than
PDF. 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).

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 Figure 6

Figure 7

The reports printed in PDF format will be named as follows:

CompanyCode_Module_ReportName_PeriodEndDate.PDF

Additionally any reports which exist on the Period End menu as well as the Reports menu
can also be PDFed when run off the Reports menu. Those generated from the Reports menu
will have the following naming convention:

CompanyCode_Module_ReportName_ModuleSystemDate.PDF

Reports printed from the Reports menu will launch into PDF reader after report generation.
Those printed from Period End will not.

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G/L Financial Reports will have an extra sequence number in the filename (for example:
ABC_GL_IncomeStatementByDivision_001_20060630.PDF) because multiple PDFs may be
generated for one report. If ‘Only Keep Last Copy’ is checked, all copies of the same report
generated on the same date, regardless of selection criteria, will be deleted before new
reports are generated. For example, you print the Income Statement by Division for five
divisions and you print the same report again for three divisions. The five PDFs generated
earlier will be deleted and three new one will be created.

View Paperless Period End Reports

A new ‘View Paperless Period End Reports’ menu option has been added to the Library
Master, ‘Paperless’ menu. It allows you to View as well as Delete PDF Period End Reports
generated in all modules and all company codes.

This utility respects MAS 90 MAS 200 Menu Security. A user not authorized for a report
menu option will not be able to view that report here.

COMPANY: Select a Company or ‘All Companies.’

MODULE: Select a Module or ‘All Modules.’

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

PE 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 the 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

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 Co: The Company from which the report originated.

Module: The MAS 90 MAS 200 module from which the report originated.

Report Name: The name of the document.

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

PE Date: This is the Period End date when the document was printed from Period End
Processing, or the Module System date when it was printed from the Reports menu.

User ID: Who printed the document.

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

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 reports 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

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

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warned and asked if you want to continue (Figure 10). To move all the documents currently
displayed in the viewer, press ‘Yes’.

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

Figure 10

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).

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 with the Security Event “Allow User to Delete Period End Report PDFs” checked in Role
Maintenance can Delete.

Crystal Reports and the 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_PEL Paperless Period End 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 6-9-05 release:
• Changed G/L Financial Report PDF filenames and the ‘Only Keep Last Copy’ logic.
• Changed to ask 'Do you want to print reports in PDF format' just once in G/L Financial
Reports printing.

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 to the standard operation of 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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