Background: Document Output Parameters Maintenance

Use the Document Output Parameters Maintenance (TDOC) program to set output parameters for each type of document. See Road Map for work flow. See Overview: Document Management System for more information.

The parameters you set in this program determine whether you print documents immediately or send them to a queue. You can output multiple copies of each document and select a different output device and recipient for each copy. You can always output some copies and only output others if the customer or vendor does not have a document profile. You can also set up customer and vendor profiles with this program.

This topic has these subtopics:

Branch	Recipient Type
Output or Queue	Document Profiles
Header Image Name	Labels
Sort Options	Notes
Boilerplate Printing	User Fields
Message	Process the Queue
Copies	Audit Trail
Email

Branch

You can create a separate record document for each branch if you want to output different copies for that branch or different logos.

If you queue documents, the system writes copies for all branches to the same queue. You can process them regardless of your login branch. The exception is for documents that use the login branch of the user who created the document.

The system determines which record to use based on the document:

Document	Branch
Sales Quote Acknowledgment EDI Order Acknowledgment Sales Order Print Order Acknowledgment Sales Order Picking List Sales Order Packing Slip Sales Order Packing List Sales Shipment Commercial Invoice Bill of Lading Commercial Invoice (BOL required) RMA Acknowledgment RMA Packing Slip	Sales branch for the quote or order
Shop Paper Location Movement Ticket Engineering Change Order	Manufacturing branch for the order
Purchase Order Vendor Shipment Vendor Consignment Order	Purchasing branch for the order
Receiver Print [status] (purchase, manufacturing, RMA, workorderless, transfer)	Receiving branch for the order, RMA, or transfer
Transfer Picking Slip Transfer Packing Slip Transfer Picking List Transfer Shipment Commercial Invoice	Shipping branch for the transfer
Customer AR Statement Vendor Quote Request Material Release Schedule Project Vendor Quote Request Customer Project Estimate	Login branch of the user who created the document Note The user who processes the queue must be logged into the same branch. For example, if one user outputs statements by branch, that user needs to be able to log in to each branch.

Output or Queue

The Document Output Parameters Maintenance program determines whether you output a document when you process an order or whether document copies are put in a queue for batch processing.

Reasons to select Q:

Some documents should be queued rather than printed immediately. For example, AR invoicing uses a batch process. If you encounter a printer problem, invoice updating could be held up.
You want to sort copies by the footer, order number, or recipient.
You want to output copies by device. The system groups copies for the same fax number and dials once. It also groups copies for the same email address and sends one message rather than several.
If you change orders frequently, the change gets updated to the queue.
Print queues can be scheduled for processing at any time (e.g., after close of business when output devices are most available)

This table shows programs that output a document immediately, queue it, or ask the operator which to do.

Document name

New

Changed

Bill of Lading

Bill of Lading Maintenance (BLM)

Commercial Invoice (BOL required)

Bill of Lading Maintenance (BLM)

Commercial Invoice for Sales Order or Shipment

When you create an international shipment with:
Sales Order Maintenance (OE)
Order Shipment Selection (OSS)
Sales Order Auto Processing (OAP)
Sales Shipment Confirmation (OC)
Secured Confirmation (SOC)
One-Step Invoice Entry (RE)

Sales Order Maintenance (OE)
Sales Shipment Confirmation (OC)
One-Step Invoice Entry (RE)

Commercial Invoice for Transfer Shipment

Branch Transfer Confirmation (ITS)
Secured Transfer Confirmation (SITS)

Customer AR Statement

Statement Print Selection (RSS)

Does not apply

EDI Order Acknowledgment

Order Import (EPI)
EDI/Sales Quote Maintenance (QOE)
Quote Acknowledgment Print (QPS)

EDI/Sales Quote Maintenance (QOE)

Engineering Change Order

ECO Maintenance (ECO)

Location Movement Ticket

Material Issues and Adjustments (IMI)
Manufacturing Order Maintenance (MIM) Location Return Selection (ILMR)

Manufacturing Order Maintenance (MIM)

Material Release Schedule

Material Release Schedule Selection (VCR)

Does not apply

Manufacturing Order Receipt

Receiver Maintenance (IRC)

Workorderless Receipt

Receiver Maintenance (IRC)

Does not apply

Purchase Order Receipt

Receiver Maintenance (IRC)

Project Vendor Quote Request

Project Maintenance (PSM)

Does not apply

Customer Project Estimate

Project Maintenance (PSM)

Vendor Consignment Order

Vendor Consignment Order Maintenance (VCE)

Vendor Purchase Order

PO Maintenance (VOE)

Vendor Shipment

Rejected Material Disposition (MRB)
Release Outside Services (WOS)
RF: Outside Service POs (RFVOS)

Does not apply

RMA Acknowledgment

RMA Maintenance (RMA)

RMA Packing Slip

RMA Maintenance (RMA)

RMA Receiver

Receiver Maintenance (IRC)

Shop Paper

If Shop paper release time option in System Options Maintenance (XM) (Manufacturing Options) is set to:

Manufacturing Order Maintenance (MIM)

Release a manufacturing requisition:
Requisition Maintenance (IRM)
Consolidate Manufacturing Requisitions (MOCR)
Order Release Selection (MRR)

Manufacturing Order Picking Selection (MSS)
Picking Confirmation (MPK)
Secured Picking (SMPK)

Manufacturing Order Maintenance (MIM) or Picking Confirmation (MPK)

Sales Order Acknowledgment

Sales Order Maintenance (OE)
One-Step Invoice Entry (RE)

Sales Order Maintenance (OE) or One-Step Invoice Entry (RE)

Customer Invoice

AR Invoice Register (RR)

Does not apply

Sales Order Packing Slip

When you confirm with:
Sales Shipment Confirmation (OC)
Secured Confirmation (SOC)
Bill of Lading Maintenance (BLM)

Shipment Confirmation (OC)

Sales Order Picking List

When you create a shipment with:
Sales Order Maintenance (OE)
Order Shipment Selection (OSS)
Sales Order Auto Processing (OAP)
Sales Shipment Confirmation (OC)
Secured Confirmation (SOC)

Does not apply

Sales Order Print

Sales Order Maintenance (OE)
One-Step Invoice Entry (RE)

Sales Order Maintenance (OE) or One-Step Invoice Entry (RE)

Sales Order Packing List

When you confirm with:
Sales Shipment Confirmation (OC)
Secured Confirmation (SOC)
Bill of Lading Maintenance (BLM)

Sales Shipment Confirmation (OC)

Sales Quote Acknowledgment

EDI/Sales Quote Maintenance (QOE)
Quote Acknowledgment Print (QPS)

EDI/Sales Quote Maintenance (QOE)

Transfer Print

When you release a transfer requisition with
Requisition Maintenance (IRM)

Does not apply

Transfer Packing Slip

Branch Transfer Confirmation (ITS)
Secured Transfer Confirmation (SITS)
Bill of Lading Maintenance (BLM)

Branch Transfer Confirmation (ITS)

Transfer Picking List

Branch Transfer Confirmation (ITS)
Transfer Print (ITP)
Secured Transfer Confirmation (SITS)
Bill of Lading Maintenance (BLM)
When you release a transfer with:

Does not apply

Transfer Receipt

Receiver Maintenance (IRC)

Vendor Quote Request

Vendor Price Maintenance (VMM)

Does not apply

Header Image Name

You can print your company's logo on all or selected document copies. You can print a different graphic for each copy (for example, with the branch address).

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). The graphic size can be up to 7.8 x 0.8 inches. GIF files are recommended. Click the View logo button to verify that you identified the correct image.

Header images do not print on internal documents: LWM movement tickets, receivers, and shop paper. If you display a spooled job to the screen, the header image does not display.

Sales Documents

When you print a sales-related document from the menu (OP, OPAK, OPK, OPS, QPS, RMAA, RMAP, RP), the programs use the settings for the sales branch to print logos for each document.

Header Images for Copies

If you enter a header image name for the document, 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.

When printing an immediate copy or from the queue, the header image entered for the copy prints. However, if you print or reprint a copy of a document with a print program (for example, Bill of Lading Print (BLP), the header image you entered for the document prints.

Output vs. Queue Rules

Output
Running the program from the menu, only one output device, no copies, using either the selection options or list options:

Logo: uses the document image, if specified.
Text message: uses the document text message, if specified.
Overlay: uses the document overlay, if specified. If the document overlay is blank, the program uses the XDM overlay for the device, if specified.

Queue
Running from print queue maintenance (queue or single copy), or immediate print from the menu. The queue mode always respects copy options:

Logo: uses the copy image, if specified. If blank, no logo is printed.
Text message: uses the copy text message, if specified. If blank, no message is printed.
Overlay: uses the copy overlay, if specified; if blank, no overlay is printed.

Sort Options

If you queue documents and have many copies, you may want to sort them so that you do not have to do so manually. If you select Sort copies by footer?, the output to each device will be ordered alphabetically by the footer you selected for each copy. If your footers are Sales Rep Copy, Customer Service Copy, and File Copy, the customer service copies print first, then file copies, and finally sales rep copies.

Sort copies by footer? takes priority over Sort order If you select O, copies print in order number sequence. If you select R, copies print alphabetically by recipient name.

Boilerplate Printing

You have the option to print boilerplate information on document pages and the option to print on the first page only, last page only, or all pages. If you are using a boilerplate, a duplex printer is assumed; and the reverse side of each page will be blank if the boilerplate is not printing on that page. If not using a boilerplate, no additional form feeds are issued and page two prints on the reverse side of page one and so on.

Please contact Qantel PowerShift support for information about setting up a boilerplate file.

Message

You can optionally print a message of up to 20 lines, 80-characters per line on a document or selected document copies. Use the Document Message Maintenance (TRST) program to set up message codes and associated message text. You can use variables in your message to print the name, phone number, email address, fax number, and signature of the appropriate customer service rep, sales rep, buyer, or user. See Background: Document Message Maintenance for more information.

If you want to print the same message for all copies, select the code in the Message code field on the first screen.
If you want to print a message on selected copies (for example, customer copies), select the code in the Message code field for that copy.
If you want to print a message for selected customers or vendors, select the code in the Message code field in the document profile.

Copies

Be sure to set up at least one copy of the document so that the system has a device for output or a copy to queue. For multiple copies of each document, select the output device or recipient for each copy. You can output copy 1 to a spooler, copy 2 to email, and copy 3 to a fax device.

When setting up new copies, three fields (Header image file, Overlay image file, Message code) default to the document setting. If you clear these defaults in the copy, then the program does not print them on the copy. If any of the three fields are changed in the document, the program prompts Copy new parameters to copies?. If yes, the new settings for header image, overlay image, and message are written to all document and branch copies.

Note
Output to a file (E or F device type in Output Device Maintenance) requires the foreground terminal to be a QIC-PC II session. For instance, you cannot output a file from an RF device or from the scheduled release (via JOBS) of a print queue job. If a file is required, generate the file to a native logical disc created for text files.

Order-Related Documents

You have the option to not send an order-related document to the customer or vendor. Uncheck the Internal document? option on the sales order (OE, RE, RMA, QOE) or purchase order (VOE) header. If the option on the order is checked, but the Include internal documents? option is unchecked in this program or in Customer Document Profile Maintenance (CDM) or Vendor Document Profile Maintenance (VDM), the copy will be skipped.

Email

When you select email for the Output device, the subject line is Company name for emails (specified by document) and the document.

If the recipient has no email address (or fax number), the system does not add the document copy to the queue.

The body of the email includes an HTML table that lists the documents that are attached and appropriate messages (see Message).

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

Document output parameters are global. You can set up a customer, vendor, or branch profile to override them. For example, a specific customer or vendor 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 or vendor 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, vendor, or branch 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.

If there is no ship-to, use the customer, vendor, or branch 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.

If there is no profile, output the copies set up in the Document Output Parameters Maintenance program.

For example, suppose that you set up these copies of a document in Document Output Parameters Maintenance:

Copy	Recipient type	Output device	Always create this copy?
1	CUSTOMER	Spooler	No
2	CUST CONT	Fax	No
3	SLS REP 1	Email	Yes

Suppose also that customer 100 and ship-to 100A have profiles and customer 101 does not:

Customer	Copy	Recipient Type	Output device
100	1	CUSTOMER	Fax
100	2	CUST CONT	Email
100A	1	SHIP-TO	EDI
100A	2	CS REP	Email
101	None

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	Email	CUST CONT	Profile
	3	Email	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	Email	CS REP	Profile
	3	Email	SLS REP 1	Always create this copy? selected

Documents for Customer 101

When you enter a new order for customer 101, 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
101	2	Fax	CUST CONT	No profile; Recipient type in Document Output Parameters Maintenance
	3	Email	SLS REP 1	Always create this copy? selected

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 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. Shipping Label Print (OSL) can also be run from the menu. (To print item labels, select the Print labels for each line item? program option.)

Notes

Type P and B notes entered for the purchase 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 vendor copy and 2 for notes that you want to print on the buyer copy.

In Vendor Document Profile Maintenance, you would enter 1 in the Note print codes field for the vendor copy, 2 for the buyer 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 purchase order lines. You can print one or more fields and the data in them on all or selected copies of the purchase 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 vendor copy and 2 for a field that you want to print on the buyer copy.

In Vendor Document Profile Maintenance, you would enter 1 in the User field print codes field for the vendor copy, 2 for the buyer copy, and maybe both 1 and 2 for the branch copy.

Process the Queue

Each document type has a queue and a program to use for processing queue. You can delete documents from the queue and process selected documents in the queue.

Use these programs to process the queue for these documents:

Document	Program
Bill of Lading	Bill of Lading Print Queue (BLPPM)
Commercial Invoice (BOL required)	Commercial Invoice Print Queue (BCIPM)
Customer AR Statement	Statement Print Selection (RSS) and Statement Print Queue (RSPM)
EDI Order Acknowledgment	Quote Acknowledgment Queue (QPSPM)
Engineering Change Order	ECO Print Queue (ECOLPM)
LWM Movement Ticket	Location Movement Ticket Queue (LWMPPM)
Material Release Schedule	Material Release Schedule Queue (VCRPPM)
Manufacturing Order Receipt	Receiver Print Queue (VRPPM)
Workorderless Receipt	Receiver Print Queue (VRPPM)
Purchase Order Receipt	Receiver Print Queue (VRPPM)
Project Vendor Quote Request	Project RFQ Print Queue (PRFQPM)
Project Estimate	Project Estimate Print Queue (PCPSPM)
Purchase Order	PO Print Queue (VOPPM)
RMA Acknowledgment	RMA Acknowledgment Print Queue (RMAAPM)
RMA Packing Slip	RMA Packing Slip Print Queue (RMAPPM)
RMA Receiver	Receiver Print Queue (VRPPM)
Shop Paper	Shop Paper Print Queue (MSPPM)
Sales Order Acknowledgment	Acknowledgment Print Queue (OPSPM)
Sales Invoice	Invoice Print Queue (RPPM)
Sales Order Packing Slip	Packing Slip Print Queue (OPAKPM)
Sales Order Picking List	Picking List Print Queue (OPKPM)
Sales Order Print	Sales Order Print Queue (OPPM)
Sales Order Packing List	Packing List Print Queue (OPLPM)
Sales Order Shipment Commercial Invoice	Shipment Commercial Invoice Print Queue (OSCIPM)
Sales Quote Acknowledgment	Quote Acknowledgment Queue (QPSPM)
Transfer Packing Slip	Packing Slip Print Queue (OPAKPM)
Transfer Picking List	Picking List Print Queue (OPKPM)
Transfer Print	Transfer Print Queue (ITPPM)
Transfer Shipment Commercial Invoice	Shipment Commercial Invoice Print Queue (OSCIPM)
Transfer Receipt	Receiver Print Queue (VRPPM)
Vendor Consignment Order	Vendor Consignment Order Print Queue (VCPPM)
Vendor Quote Request	Request for Quote Queue (VRFQPM)
Vendor Shipment	Vendor Shipment Print Queue (RTSPPM)

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.

TD2A: Document Master
TDC2: Document Master
TDC3: Document Copies