Add or Change a Vendor Document Profile

Use the Vendor Document Profile Maintenance (VDM) program to add or change, copy, and delete document profiles that define how you output documents to a vendor. See Background and Road Map for more information.

Enter a vendor number or click the Lookup icon and use the standard lookup options to select the vendor from a list.

OR

Enter * to create or change the default record. See Create a Default Record for a Maintenance Program.

If no profiles exist for the selected vendor, the program prompts you to set up a new document profile. Look ahead to step 4. If you previously set up a profile for one or more documents for the selected vendor, they are listed:

Field Name

Displays

Document

The documents you output for this vendor

Description

The description of the document

New

For a new order:

A	Ask the user whether to output copies of this document immediately or to queue them
N	No output
Q	Queue copies of this document
Y	Output copies of this document immediately

Mod

When an order is modified:

A	Ask the user whether to output copies marked Reprint immediately or to queue them
N	No output
Q	Queue copies marked Reprint
Y	Output copies marked Reprint immediately

Ship-to

The ship-to address to use for this copy

Copy

The number of the copy

Output dev

The device to which this copy is output

Recipient

The recipient for this copy

The branch that outputs this document

Email/ fax number

The email address or fax number entered for this copy

Choose the appropriate options when you click OK or Cancel:

To	Do This
Add a profile for a document or copy	Click Add. See step 4.
Delete the selected copy of this document	Click Delete. See Delete.
Copy the selected copy of this document	Click Copy. See Copy a Document Profile.
Review or change a document profile	Move the cursor to the profile you want to change and click Select or double click the line. See step 5.
Print the displayed list	Click Print. See Print.
Specify a different vendor	Click OK. See step 1.
Exit the program	Click Exit.

Enter data in these header fields:

Note
Once header information is saved (i.e., when you click Apply or OK), you cannot change it.

Field Name	Type / Max Length	Action / Description
Vendor number	Display only	The vendor number you specified on the first screen is displayed with its description.
Document	Required	Select the document to output for this vendor.
Branch	Conditional 4 alphanumeric	Leave blank if you assigned the same parameters to all branches in the Document Output Parameters Maintenance (TDOC) program or select a branch if you assigned parameters by branch.
Ship-to	Optional 10 alphanumeric	Enter the vendor's ship-to number if you want to use that address rather than the vendor's address or click the Lookup icon and use the standard lookup options to select the number from a list.
Copy	Display only	Accept the displayed copy number. You can output as many copies of a document as you and your vendor require.

Enter or change data in the following fields for this document copy:

Field Name

Type / Max Length

Action / Description

Output device

Optional
8 alphanumeric

Select the device that you want to use for this copy of this document or leave blank to output to the printer or spooler that the user selects in the Output device field of the print program for the document.

If you leave this field blank, users can output to the printer closest to them.

For a purchase order, the user selects the output device in the PO Print (VOP) program.

Recipient type

Optional
10 alphanumeric

Select a recipient for this copy. The system retrieves the address, email address, or fax number for this recipient from the order or from the appropriate record.

If you select a recipient, do not enter email or fax fields for this copy.

See Background for more information.

No copy option

Optional
1 alphanumeric

Select E to output no copies for this vendor profile or select I to output copies only if you selected the Always create this copy? field for this copy in Document Output Parameters Maintenance (TDOC).

You would select one of these options if you want to override the default document copy you set up in Document Output Parameters Maintenance (TDOC).

Always queue this copy?

Optional

Select to queue this copy even when other copies are processed as an immediate print.

Vendor contact

Optional
35 alphanumeric

Select the name of the person for contact.

Use Vendor Contact Maintenance (VLM) to set up contacts for a vendor.

Archive copy?

Optional

Select	To
O	Archive the document only when it is originally printed
A	Archive the document every time it is printed

Footer code

Optional
5 alphanumeric

Select the code for standard text that you want to print at the bottom of this copy of the document. Use the Document Footer Maintenance (TDFM) program to set up codes.

Message code

Optional
10 alphanumeric

Select the code for a text message that you want to print on this copy of this document.

If you select a code, the text associated with it prints rather than the message code selected for the document in the Document Output Parameters Maintenance (TDOC) program.

Overlay image file

Optional
15 alphanumeric

Enter the name of an overlay file to use for this copy. This field overrides the Overlay image file field in the Document Output Parameter Maintenance (TDOC) program. An overlay file contains a form that data overlays (prints on top of).

The file should be in TIF, GIF, or JPG format.

If outputting to a fax device, the file must reside in the faxdir/spool/qovl folder. Other form types must be located in the folder you specified in the Base path option in System Options Maintenance (XM) program (Help and Other Path Options).

Header image name

Conditional/Optional

Accept the Header image name from the document, enter the name of an image file that you want to print on this copy, or clear/leave blank if you want no image for this copy.

If you do not want a header image, you may want to select the Print co name/addr? field to print your company name and address.

See Background.

Boilerplate name

Optional

Enter the name of a file that contains information you want to print. For example, you can print warranty information.

Contact PowerShift Support for information about setting up a boilerplate file.

Boilerplate print location

Optional

Select on what document pages you want boilerplate text to print:

Select	Description
A All pages	Boilerplate text is printed on the back of all pages
F First page	Boilerplate text is printed on the back of the first page only; the document is continuous (i.e., subsequent pages are printed on both sides)
B Beginning of document	Boilerplate text is printed on the back of the first page; subsequent pages are printed on the front only
E End of document	Boilerplate text is printed on the back of the last page only; the document is continuous (i.e., previous pages are printed on both sides).
L Last page	The document is printed single-sided; boilerplate text is printed on the front of the last page of the document only. Select this option if the document will be output to a printer/fax that does not support duplex printing.

Notes

All new documents start printing on a new page, not on the back of the previous document.
When printing a certificate of compliance in the Packing Slip Print (OPAK) program, it prints on a separate page.

Track document history?

Optional

Select if you want the document copy to have its history tracked and visible in the Document Print History Inquiry (DOCQ) program.

Print co name/addr?

Conditional/Optional

Select if you want to print your company name and address on this copy of leave blank if you do not or you entered a file in the Header image name field.

User field print codes

Optional
1 alphanumeric

Enter one or more print codes 0 to 9 that match the print code designated for a user field in the User Fields Maintenance (XMO) program.

Enter codes in any order, without extra characters such as spaces, commas, or dashes. For example, 513.

Note print codes

Optional
10 alphanumeric

Enter one or more print codes 0-9 for notes that you want to print on this copy.

Enter codes in any order, without extra characters such as spaces, commas, or dashes. For example: 315

Item document print codes

Optional
10 alphanumeric

Enter one or more item print codes 0-9 for notes that you want to print on this copy.

Enter codes in any order, without extra characters such as spaces, commas, or dashes. For example: 315

Label code 1
Label code 2

Conditional/Optional

If you selected a Recipient type, select ADL or your custom label program to output an address label at the same time you print this document. You would select this field if you do not use window envelopes.

If this is a packing slip and you selected a Recipient type, select OSL or your custom program to print a shipping label and item labels when you print the document.

Label 1 device
Label 2 device

Conditional/Optional

Select the device that you want to use to print the label. for the Label code 1 or 2 selection.

Sort order

Optional

Select O Sort document by order number if you want to print copies in order number sequence; select R Sort document by recipient if you want to print copies alphabetically by recipient name.

Bin selection

Conditional/Optional
2 alphanumeric

If you are outputting this copy to a printer, spooler, or fax device and want to override the default set in the Output Device Maintenance (XDM) program, enter the bin you want to use. This allows you to print this copy on a specific type or color of paper.

Item message code

Optional
10 alphanumeric

Select the code for a message that you want to print for items on this copy of this document.

If you select a code, the text associated with it prints rather than the message code selected for the document in the Document Output Parameters Maintenance (TDOC) program.

Click Other info to maintain the following fields:

Note
Only fields appropriate to the document and output type selected can be maintained; therefore, some of the following fields may not be available.

Field Name

Type / Max Length

Action / Description

Include orders on credit hold?

Optional
1 alphanumeric

Select how you want to handle orders or quotes on credit hold:

Select	To
Y	Output this document copy even though the order or quote is on credit hold
N	Not output the document copy if the order or quote is on credit hold
O	Output this document copy only if the order or quote is on credit hold

Include orders on manual hold?

Optional
1 alphanumeric

Select how you want to handle orders or quotes on non-credit hold:

Select	To
Y	Output this document copy even though the order or quote is on non-credit hold
N	Not output the document copy if the order or quote is on non-credit hold
O	Output this document copy only if the order or quote is on non-credit hold

Include one-step orders?

Optional
1 alphanumeric

Select how you want to handle an order or credit memo entered with the One-Step Invoice Entry (RE) program:

Select	To
Y	Output this document copy
N	Not output the document copy
O	Output this document copy only for a one-step order

Include credit bal invoices

Optional
1 alphanumeric

Select how you want to handle a credit balance:

Select	To
Y	Output this document copy if the customer has a credit balance
N	Not output the document copy if the customer has a credit balance
O	Output this document copy only if the customer has a credit balance

Include zero bal invoices

Optional
1 alphanumeric

Select how you want to handle a zero balance:

Select	To
Y	Output this document copy if the customer has a zero balance
N	Not output the document copy if the customer has a zero balance
O	Output this document copy only if the customer has a zero balance

Include internal documents?

Optional

Select if you want to send a copy of the document to the vendor, or leave blank if you do not.

Note
If Internal doc? is selected on the purchase order is checked, but this option is unchecked, the copy will be skipped.

File/Path name

Conditional
60 alphanumeric

Enter the name of the EDI or fax file, including the full path.

Include EDI headers/trailers?

Optional

If the Output device is an EDI file, select if you want EDI header and trailer records in the output or leave blank to omit them.

If you select, the document includes a header record for the beginning and a trailer record at the end of a document, indicating the type of transaction.

Click Other info to maintain fields for emailed and faxed copies.

For emailed copies enter or change data in these fields:

Field Name

Type / Max Length

Action / Description

Conditional
45 alphanumeric

Enter the recipient's email address or leave blank if you selected a recipient for the Recipient type field.

Sender email

Conditional
45 alphanumeric

Enter the email address of the sender, which may be a person or department.

If your company's email domain is entered in the Default system email domain option in the System Options Maintenance (XM) (Enterprise Options), you can enter the portion of the address before @.

CC email

Conditional
45 alphanumeric

Enter the email address of the person who is to receive a copy of this email.

BCC email

Conditional
45 alphanumeric

Enter the email address of the person who is to receive a blind copy of this email.

Reply-to email

Conditional
45 alphanumeric

Enter the email address to which the recipients should reply if they have a question or problem.

Sender name

Conditional
40 alphanumeric

Enter the name of the sender, which may be the name of a person or of the department.

Email text

Conditional
40 alphanumeric per line

If the Output device is an email attachment, you have these entry options for text that you want to appear in the body of the email message:

Text type	Action / Description
Free form	Enter up to 4 lines of free form text
Message code	Insert message codes that are set up in the Document Message Maintenance (TRST) program. Enter the message code enclosed in less than/more than symbols. Example: <MESSAGE> Note If you enter a TRST message code, it must be the only text—enter free form text or a TRST message code—not both.
Text code	Insert a text code enclosed in square brackets. Example: [BUYER EMAIL] See Background: Document Message Maintenance for the a list of available text codes.

For faxed copies enter or change data in these fields:

Field Name

Type / Max Length

Action / Description

Fax number

Conditional
20 numeric

Enter the fax number or leave blank if you selected a recipient for the Recipient type field.

Sender fax number

Conditional
20 numeric

Enter your fax number.

First page image file

Optional
15 alphanumeric

Enter the name of the file that will be printed on the first page of the fax. If you are using a cover page to designate the recipient of the fax, date, and so forth, you can also specify the print positions for these fields. If you are not using a traditional "cover page" this file can be the same as the overlay image file if you want that image printed on the first page.

Attention

Conditional/Optional
30 alphanumeric

Enter the person's name to appear on the cover page and the attention line on the fax.

Fax cover page placement

Conditional
1 numeric per line

If you entered a cover page as the first page image, enter the column and row where you want these fields to print. Enter 0 (zero) if you are not using a cover page or you are using a cover page but do not want to have these fields printed on it.

Field	Action / Description
Recipient name	Print the recipient name in this position.
Attention	Print the Attention field entered in this program in this position.
Sender name	Print the user ID of the person who output to this device in this position.
Date	Print the login date in this position.

Choose the appropriate options:

To	Do This
Change a field	Move the cursor to the field and make changes. Click Apply to save the changes or click Cancel to reject them.
Display additional fields	Click Other info.
Delete the displayed profile	Click Delete.
Change the copy number	Click Change no. The button displays only in add mode.
Display change history for this profile	Click Audit. This button is active only if audit trails are enabled for branch document profiles. See Display an Audit Trail.
Accept the data and return to the list of profiles	Click OK. See step 2.
Exit the program	Click Exit.