Background: Customer Document Profile Maintenance
Use the Customer Document Profile Maintenance (CDM) program to add or change, copy, and delete document profiles that define how you output documents to a customer. See Road Map for work flow. Also see Overview: Document Management System.
The purpose of the Customer Document Profile Maintenance program is to set up parameters for sending document copies to a customer or the customer's ship-to address. These parameters are in addition to or in place of those set up for the document in the Document Output Parameters Maintenance (TDOC) program. You can also use the Document Output Parameters Maintenance program to enter a customer document profile.
A customer's document profile determines how you output a document copy and what address you use. For example:
Customer A wants sales documents sent by fax to the ship-to address and invoices as PDF attachments to email to the billing address.
Customer B wants all documents sent by EDI.
Customer C wants a copy sent by email and the "official" printed document sent via regular mail.
This topic has these subtopics:
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Documents
You can select these documents for customers:
Select |
To set parameters for |
Output the queue |
BILL OF LADING |
Bill of lading entered with the Bill of Lading Maintenance (BLM) program |
Bill of Lading Print Queue (BLPPM) |
COMMERCIAL INVOICE |
Bill of lading entered with the Bill of Lading Maintenance (BLM) program |
Commercial Invoice Print Queue (BCIPM) |
CUSTOMER STATEMENT |
Statements selected in the Statement Print Selection (RSS) program |
Statement Print Queue (RSPPM) |
EDI ORDER ACKNOW |
Sales orders imported with the Order Import (EDI) program |
Quote Acknowledgment Queue (QPSPM) |
PROJECT ESTIMATE |
Estimate for customer projects entered and output with the Project Maintenance (PSM) program |
Customer Project Estimate Queue (PCPSPM) |
RMA ACKNOWLEDGMENT |
Acknowledgments for Return Material Authorizations entered in the RMA Maintenance (RMA) program |
RMA Acknowledgment Print Queue (RMAAPM) |
RMA PACKING SLIP |
Packing slips for Return Material Authorizations entered in the RMA Maintenance (RMA) program |
RMA Packing Slip Print Queue (RMAPPM) |
SLS ACKNOWLEDGMENT |
Acknowledgments for sales orders entered with the Sales Order Maintenance (OE) and also the One-Step Invoice Entry (RE) program if you select Include one-step orders? field |
Acknowledgment Print Queue (OPSPM) |
SLS INVOICE |
Invoices created by the AR Invoice Register (RR) program |
Invoice Print Queue (RPPM) |
SLS ORDER PACKING |
Packing slips for sales orders entered with the Sales Order Maintenance (OE) and also the One-Step Invoice Entry (RE) program if you select Include one-step orders? field |
Packing Slip Print Queue (OPAKPM) |
SLS ORDER PICKING |
Picking lists for sales orders entered with the Sales Order Maintenance (OE) and also the One-Step Invoice Entry (RE) program if you select Include one-step orders? field |
Picking List Print Queue (OPKPM) |
SLS ORDER PRINT |
Sales orders entered with the Sales Order Maintenance (OE) and also the One-Step Invoice Entry (RE) program if you select Include one-step orders? field |
Sales Order Print Queue (OPPM) |
SLS PACKING LIST |
Packing lists for sales orders entered with the Sales Order Maintenance (OE) and also the One-Step Invoice Entry (RE) program if you select Include one-step orders? field |
Packing List Print Queue (OPLPM) |
SLS QUOTE ACKNOW |
Acknowledgments for sales quotations entered in the EDI/Sales Quote Maintenance (QOE) program |
Quote Acknowledgment Queue (QPSPM) |
Copies
You can output multiple copies of each document and select a different output device and recipient for each copy. This means that you can send copy 1 to a spooler, email copy 2 to the customer's billing address, and fax copy 3 to the customer's ship-to address.
Recipient Type
You can select a recipient for each copy of each document. Specifying a recipient type enables the system to retrieve the appropriate email address or fax number for each document copy. See Document Copies & Recipients for a list of documents, recipient types and the source of the email address or fax number used for each.
If the recipient has no email address or fax number, the system does not add the document copy to the queue.
Document Profiles and Document Output Parameters
Document Output Parameters are global. You can set up a customer profile to override them. For example, a specific customer may want you to send a copy of a document by email. You can also set up profiles for ship-to numbers, which allows you to output via EDI to one ship-to address and by fax to another.
If you set up multiple copies for a document, you do not need to create the same copies in each customer profile. For example, you may want to output copies of sales documents for the customer service rep and sales reps. You should select the Always create this copy? field for these copies rather than set up copies in each customer profile.
The Document Management System follows these rules:
If there is a ship-to number, use the profile for the customer ship-to number.
AND
Output copies for which you selected Always create this copy? in the Document Output Parameters Maintenance program except when the No copy? field in the profile is set to E, or for sales-related documents when the Include internal documents? option is unchecked.
If there is no ship-to, use the customer profile.
AND
Output copies for which you selected Always create this copy? in the Document Output Parameters Maintenance program except when the No copy? field in the profile is set to E, or for sales-related documents when the Include internal documents? option is unchecked.
If there is no profile, output the copies set up in the Document Output Parameters program, except for sales-related documents when the Include internal documents? option is unchecked.
For example, suppose that you set up these copies of a document in the Document Output Parameters Maintenance (TDOC) program:
Copy |
Recipient type |
Output device |
Always create this copy? |
1 |
CUSTOMER |
Spooler |
No |
2 |
CUST CONT |
Fax |
No |
3 |
SLS REP 1 |
Yes |
Suppose also that customer 100 and 100A (a ship-to) have profiles and customer 101 does not:
Customer |
Copy |
Recipient Type |
Output device |
100 |
1 |
CUSTOMER |
Fax |
2 |
CUST CONT |
||
100A |
1 |
SHIP-TO |
EDI |
2 |
CS REP |
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101 |
None |
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Documents for Customer 100
When you enter a new order for customer 100, the document output management system outputs or queues these document copies:
Customer |
Copy |
Output device |
Recipient type |
Why |
100 |
1 |
Fax |
CUSTOMER |
Profile |
2 |
CUST CONT |
Profile |
||
3 |
SLS REP 1 |
Always create this copy? selected |
Documents for Customer 100 Ship-to A
When you enter a new order for customer 100 and ship-to address A, the document output management system outputs or queues these document copies:
Customer |
Copy |
Output device |
Recipient type |
Why |
100A |
1 |
EDI |
SHIP_TO |
Profile |
2 |
CS REP |
Profile |
||
3 |
SLS REP 1 |
Always create this copy? selected |
Documents for Customer 101
When you enter a new order for customer 101 or a ship-to address for that customer, the document output management system outputs or queues these document copies:
Customer |
Copy |
Output device |
Recipient type |
Why |
101 |
1 |
Spooler |
CUSTOMER |
No profile; Recipient type in Document Output Parameters Maintenance |
2 |
Fax |
CUST CONT |
No profile; Recipient type in Document Output Parameters Maintenance |
|
|
3 |
SLS REP 1 |
Always create this copy? selected |
Header Image Name
You can print your company's logo on a document copy. The image file must be stored in the location you specified in the Base path option in System Options Maintenance (XM) program (Help and Other Path Options).
If you enter a header image name for the document in the Document Parameters Maintenance program, the file name populates the Header image name field on any copies that you create. You have the option to accept, delete, or change the image file name on individual copies.
Footer
You can set up footers using the Document Footer Maintenance (TDFM) program. Each footer is a standard text message (30 characters maximum) that you want to print on every copy of a document.
If you select the Sort copies by footer? field for a document in the Document Output Parameters Maintenance (TDOC) program, all copies with the "Customer copy" footer print before those that have the "File copy" footer. Your footers may be different. Sorting by footer can save you the time it takes to separate the copies manually.
Labels
To generate an address label at the same time you print a document, you must select a Recipient type. The system then retrieves the address for the recipient you selected. Address Label Print (ADL) can only be run from the document management system. You also have the option of substituting a custom program that prints data to fit your pre-printed labels.
You can print a shipping label at the same time you print a shipping document. You have the option of substituting a custom program that prints data to fit your pre-printed labels or outputs information your customers require. The Shipping Label Print (OSL) program can also be run from the menu.
Notes
Type P and B notes entered for the sales order header or line print on all copies of the document. In addition you can enter print codes 0 through 9 for notes that you want to print on selected copies. For example, you could enter 1 for notes that you want to print on the customer copy and 2 for notes that you want to print on the sales rep copy.
In Customer Document Profile Maintenance, you would enter 1 in the Note print codes field for the customer copy, 2 for the sales rep copy, and maybe both 1 and 2 for the branch copy.
User Fields
If you entered data in user fields, you can print the field label and data on document copies. For example, suppose that you enabled user fields for sales order lines. You can print one or more fields and the data in them on all or selected copies of the sales order.
In the User Fields Maintenance (XMO) program, select P or B for the Print field? field to print that field on all copies of a document. Select print codes 0 through 9 for user fields that you want to print on selected copies. For example, you could select 1 for a field that you want to print on the customer copy and 2 for a field that you want to print on the sales rep copy.
In Customer Document Profile Maintenance, you would enter 1 in the User field print codes field for the customer copy, 2 for the sales rep copy, and maybe both 1 and 2 for the branch copy.
Message
You can optionally print a message of up to 15 lines, 80-characters per line on document copies. Use the Document Message Maintenance (TRST) program to set up message codes and associated message text.
You can select a code for a specific customer document in this program. However, if you want to print the same message on all copies or all copies for a specific recipient, select the code in the Document Output Parameters Maintenance (TDOC) program.
Audit Trail
To activate an audit trail, select one of the files listed below in the Audit Trail Maintenance (XAT) program. The system records all transactions. You can then run the Audit Trails (ATR) program and select that file to print a report of these transactions.
TDC3: Document Copies