Sage MAS 90 & MAS 200 ERP Software News & Tips
An Easy Way to Distribute Invoices and Statements Electronically
By Diane Essington, Office Manager

Even though you are not ready to go completely paperless, you would like an easy way to create and distribute electronic (pdf) copies of statements and invoices - what can you do?

In Sage MAS 90 and MAS 200 version 4.3, Electronic Form Delivery creates a pdf version of all invoices and statements, and either prints a hard copy or delivers the document to specified email addresses (or both) according to how you set up the customer’s delivery preferences. (Previous versions of Sage MAS 90 and MAS 200 may be able to add a Paperless Office Extended Solution for this functionality.)

Statements
With Electronic Form Delivery, you set up each customer for printed and/or emailed versions of the Statement of Account. You can configure it to send the statement to multiple email addresses, and you can configure it to create a printed version plus sending it out via email.

Invoices
Invoices are configured separately from Statements so that you can target the right people in your customer list to receive the appropriate documents.

Example: With just the traditional printed hard copy delivery option, the customer requests that printed invoices be mailed to a Department Head. The invoice goes through a payment approval process before it goes to Accounts Payable. Invoices seem to occasionally go missing on this route. Printed statements go to the same addressee and Accounts Payable may not see it either, so they do not know what is missing. With Electronic Form Delivery, invoices now can go to the Department Head with a copy emailed to the AP Department plus the Statement of Account can be emailed to the Department Head, AP Department, and the CFO. Now everyone stays up-to-date on your account.

How easy is it to configure?
There is an Electronic Form Delivery button on the “Customer Maintenance” data entry screen just to the right of the address lines. For each client, click on the Electronic Form Delivery button and a configuration screen will appear.

• Use the “Form Name” drop-down box and select “Statement.”
• Select or deselect the “Printed” or “Emailed” check boxes as needed.
• For email delivery select the contact email address from contacts in your client’s record.
• You can also add email addresses that are not associated with a contact in your client’s record.
• When finished entering data, click on “Accept” at the bottom of the screen.
• Use the “Form Name” drop-down box to select “S/O Invoice” and repeat the steps above.
• When finished entering data, “Accept” and close the configuration screen.

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How do I process statements and invoices to email?
Process invoices or “print” statements in the usual manner, and those tagged to email will email automatically, and those tagged to print will print. No additional processing steps are required.

Are the electronic (pdf) documents saved?
Pdf files are created and saved when invoices are posted or statements are printed. They can be found in either of two places in MAS 90 and MAS 200: Customer Maintenance or Paperless under Library Master.

Customer Maintenance
If you open the “Customer Maintenance” screen and go to the “Invoice” tab, the Electronic Form Viewer button is among the buttons on the right side of the invoice screen. Click on the button to view the pdf documents. Use the “Form Name” drop-down box to select “Invoice” or “Statement” and select and open (or view) the proper document.

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Library Master/Paperless Folder
You can also find the pdf copies of the invoices and statements in the “Customer Viewer” found in the “Paperless” folder under Library Master. The Customer Viewer lists all statements or invoices sorted by customer number.

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Use the “Form Name” drop-down box to select “Invoice” or “Statement”. You can click on the column header to sort by invoice number or invoice date or sort by any of the columns as needed. You can also use the date range at the top to drill down to a specific date(s) in your search for an invoice or statement.

How do I email a past copy of an Invoice?
Find the proper invoice from either the Customer Maintenance or Library Master/Paperless Customer Viewer. Select and view the invoice. Now from the “File” menu in the viewer you can “attach to an email” and email it to the proper email address. You can also “save as” to create a copy in another location or print the invoice if needed.

If you are ready to stop investing in the handling, management and storage of paper, and want to know more about Electronic Form Delivery, contact Integrated Computer Systems Support at 425-820-6120 for more information. We can also help answer questions about upgrading your system to version 4.3 or to learn if you can add the Sage Extended Solution. If you are ready to go completely paperless, we will also be happy to help you achieve that objective.