Configuration

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There are two major components to configuration in this system: setting up the customer and setting the distribution forms you are going to use (e.g., Invoice Forms.)

 

Distribution Forms

Enterprise: System Management> Accounts Receivable>Distribution Forms

Enterprise for Windows: Maintain>Setup>Distribution Forms

This is where you set default distribution forms that all customers* and orders/invoices will use.

Setup your Distribution Form

  • Form Number: Form number to assign to Customers and Sales Orders
  • Form Type: Type of form such as Iinvoice, Quote, or Picking
  • Description: Your description of this form (ie. US Invoice or Canadian Invoice)
  • Report Name: File name of the Crystal Report that is located in the \Reports sub folder of Enterprise, Enterprise for Windows, Job Master, or the global reports folder.
  • Invoice Email Template: Email template used for invoices
  • Shipping Confirmation Email Template: Email template used for shipment confirmations
  • Copy1-4:Copy name for additional copies when printing invoices such as Customer Copy or File Copy

The entire purpose of Distribution Forms is to map from the Invoice Form Number on the customer to the name of the crystal report you want to use. It is very common for customers that have US and Canadian customers, for example, to have two different forms due to regulatory differences. So, in such a scenario, we could have an InvoiceUS.rpt=1 and InvoiceCA.rpt=2, and the system uses the appropriate report according to what is set on the customer.

By default, we have the Invoice and Picking automatically setup (as seen above) and references the two Crystal Reports located in the Reports folder of your Enterprise for Windows install location (i.e. \\myserver\myfolder\Enterprise\Reports.) If you have a different Crystal Report you want to use, change that information here.

Copy1, Copy2, etc. allows you to print multiple copies of a document with a footer at the bottom. For example, you could set Copy1 to "Customer Copy", Copy2 to "File Copy" and Copy3 to "Accounting Copy", and so on. No changes need be made to the Crystal Report - the system will automatically add the footer according to whatever you input here.

* Customers can be set to use specialized Reports. The steps for that can be found here.

Related, you will find the option exists to set an Invoice Form number on an individual customer. As long as that Crystal Report exists in the above-mentioned folder and you've created a distribution form as above, the system will honor that and print using your different report.

Customer Configuration

Enterprise: Change Customer or Active Customer link

Enterprise for Windows: Maintain | Customers

 

Much of the customer information is self-explanatory, but the below options may require a bit of additional explanation:

  • Outbound Communications - settings for how to handle communications with the customer
    • Invoice Methods: This dropdown allows you to select how this customer receives posted invoices. If Print is selected, for example, the end-of-day process will send the invoice to the printer specified while EMail will send them a digital copy of it. Any use of email presumes that the system has been setup to send. Note that Enterprise for Windows will only generate an invoice according to the method you set here; if a customer is set to EMail, there will not be a print-out generated. Customers are normally set to Print by default.
  • Financial
    • A/P Email: This field is not actually necessary, even if the customer is set to EMail or Print And Email,and is designed to ensure the A/P department gets a copy of the email regardless of who or how the order was generated. If this order came from Ecommerce, the user that placed the order will be the To and the A/P Email will be the CC. If the order came from Customer Service, the user selected as the Ordered By will be the To and the A/P Email will be the CC.
  • Reports
    • The Reports tab allows you to set the distribution forms for the selected customer and override the default distribution forms that would be used. These forms need to be in the form of Crystal Reports and should generally be located in the Reports folder of your Enterprise for Windows install location (i.e. \\myserver\myfolder\Enterprise\Reports.) Note that individual forms are not required as the system utilizes default distribution forms but if you have a specialized packing slip or invoice form for a specific client, this is where you'd set it.
Invoice Customization

We ship two standard invoice layouts - Invoice.rpt (the default) and InvoiceWithTax.rpt (to handle tax display for Canada). If desired, you can make edits to these reports to bring it into line with your preferred look and feel.

In some instances, custom reports may be necessary for industry-specific views that we could not predict for our default product. If that is the case, you will need to:

  1. Make a copy of the standard invoice report
  2. Open that copy in Crystal Reports
  3. Make your required changes
  4. Save
  5. Assign to a distribution form
  6. Assign that distribution form number to customers who need this particular format or layout