Just below delivery we have the Attachments aspect of the Delivery Type. It is within this screen that you will be able to attach the report you plan on sending out to that customer or vendor, later in the user guide we will talk about attaching attachments alongside or combined with reports.
The Attachment Type at this stage should be set to Report. Once you have chosen your report you will notice both the Attachment Name and the Batch Attachment Name will automatically populate with text written in the Report Name field. These can be changed (not the report name field) but the attachment & batch attachment name fields. Changing these fields will change the description of the attachment sent out to your recipients.
Like the above scenario the app queries whether to use the Subject or the Batch subject, it will also query when to use the Attachment Name (single records) or Batch Attachment Name (Grouped or queued records).
The option to Store Documents should be used with caution and only really used on posted documents. Storing a document holds a record, at that point in time of how the document was, if you were to change that document and resend the amended version out again, the app will first look to the Stored Documents list, and if it finds a match it will resend the orginal document out again. In an ever-changing environment of sales order processing it would not work to Store the document records.
Retention Period defines the period that the document should be kept in the Document Store for. The “Store Until” field on the Document Store table will be populated when the report is created.
Each attachment can be set as a Watermark or Merge (added as additional pages to the back) or added as a separate attachment to the email. Attachments can be set to apply to only prints or only emails fro example only add the T&C’s attachment when emailing, not printing. This is set in the field File Processing Type
Against the attachments there are several actions which can alter an attachment and the way it is presented as part of that document type.
New Line and Delete Line will either allow you to create a new attachment record against the document type or delete an attachment line you are no longer using.
Doc. Type Attachment Card will open a detailed attachment card based on the attachment record you have highlighted to view. The Doc. Type Attachment Card will be explained further on in the user guide in more detail.
Clicking on option Edit Request Page will open the reports request page, this is a set of filter options to run that report. For example, running the request page for Posted Sales Invoices you may what to filter out all invoices every time the document type is run (PSI) to not include Customers with location White.
NB: If not done then the first time you process a record for a document type which hasn’t had the request page flagged as run, then it will prompt you to set those options or filters as part of the process before it can send the document out. After the first time it will keep those settings and not ask again.
If at any point you need to modify the request page the action Clear Request Page, will remove all report filters for that document type and unflag the attachment line as having no request page.
Choosing the action Options allows you to set a calculation against any of the date fields on the attachments request page.
NB: In order for the date fields to show on the Options page you must Edit Request Page first and this will populate the fields.
This is mainly used on the Statement (STMNT) Document Type. You set the calculations against the fields StartDate and End Date so that every month when the statement is run it is running for the correct date criteria.
NB: If the calculations weren’t set in here, you would need to make sure that every month a user would need to go into this document type and change the request page. If they didn’t the statements would be set out using the previous months date range.
In order to automatically produce statements for the current month you can use the calculation formulas as shown below, this will return statements for the first to the last day of the current month.
To change the order in which attachments are displayed on your emails being sent out use the Move Up or Move Down actions.