Feature: PDF PostOffice in Elliott V8.2, Introduction


Before Elliott 8.2, you could print and create PDF files by using a third-party PDF writer application and create PDF files by printing to that PDF "printer."  After Elliott 8.2, you can print and create PDF files directly without a third-party application.  

When you print a batch of invoices, let’s say 100 of them, a single PDF file will contain these 100 invoices. You obviously cannot email this PDF file to any of your customers. But if you could break this batch into 100 PDF files and automate the process of emailing these 100 PDF documents to each individual customer’s designated email, that would be a useful feature.

Our Elliott V8.2 release provides that ability -- to split certain PDF printings into separate files per document, and then to automatically email (or optionally fax) each separate PDF document to the appropriate contact.  This feature focuses on delivering your business document to your customers or vendors by creating PDF files and emailing or faxing them to the proper contact so you don't have to mail them through the post office.  Therefore, we call this feature PDF PostOffice. Not only does this speed up the delivery of your business documents, but also, the savings in postage, paper, envelopes and labor can be significant.

The following Elliott business documents can be printed using the PDF PostOffice feature:
  • Invoices (normal, duplicates from history and pickup)
  • Purchase Orders
  • A/R Statements
  • Order Acknowledgements (Laser Form Option)
  • Order Quotes (Laser Form Option)
  • RMA Acknowledgements (Laser Form Option)
PDF PostOffice sends an email or fax based on the eContacts for the Customer, Bill-To, Ship-To, Sales Order, Vendor and Purchase Order.  In the eContact, Web tab, "Email Docs..." button, you can determine which business documents to receive on a contact-by-contact basis.  When PDF PostOffice is enabled for a particular business document, during the printing it will try to send an email to all of the contacts' email addresses, if there are any.  If not, and the fax option is turned on, and it will send a fax instead.  If no email or fax is available, then a hard copy is printed.

To implement Elliott PostOffice feature, you need to go through the following steps:
(1) Global Setup for PostOffice
Global Setup for PostOffice is documented in this article. 

(2) Management eContact to Determine Who Will Receive the PostOffice Documents
PostOffice uses all the eligible eContacts from the order (sales or purchase order),  customer, bill-to, ship-to or vendor. Since you can have multiple contacts for a customer, ship-to or vendor, you need to decide which contact will receive which PDF PostOffice documents. This is documented in the following Knowledge Base article:

(3) Enable PDF PostOffice for Each Task by Login as SUPERVISOR
You don't have to use all supported PDF PostOffice documents. Even if you enable a particular PDF PostOffice document in Global Setup, it does not mean that document is set up to go. You have to set up each PDF PostOffice individually by logging in as SUPERVISOR and choosing the "enforce destination" checkbox in the Print Option window.  Logging in as SUPERVISOR will allow you to set up defaults for all users. The "Enforce Destination" checkbox will allow PDF PostOffice to work consistently for all users and prevent users from overriding settings.  This is also the time to make sure the PDF PostOffice behaves in the way you want and to make any final adjustments.  This process is documented in the following Knowledge Base article:

(4) Start Using PDF PostOffice
Once the PDF PostOffice document is set up by the SUPERVISOR and the "enforcement destination" is chosen, then as each user prints that business document, the tab with "enforcement destination" will be grayed out. The document will either be emailed, faxed or printed as a hard copy on the printer if no email or fax are available.

(5) Auditing of PDF PostOffice
Once your PDF PostOffice is in production, you may have need to monitor for errors and check if the document is delivered to the proper destination.  This is documented in the following Knowledge Base article:

Global Setup for PostOffice

By default, PDF PostOffice is disabled.  To enable it, you must go to System Utilities on the Elliott Control Center and select Global Setup.  From the System menu, select the PDF PostOffice pulldown.  You will see the following screen:

Complete the parameters as follows:
  1. Enable PDF PostOffice?  Enter Y to enable PDF PostOffice functionality.
  2. Shall Primary Contact Get PDF Doc By Default?  This determines whether you want your customers or vendors to opt-in for the PDF PostOffice feature.  Enter Y if you want to globally specify that the primary contact will by default be the recipients of PDF PostOffice documents.  This means no opt-in is required.  If you specify Y here, you still may individually override the default selection of a contact and/or specify additional recipients for each document type.  Enter N if you will individually specify which contacts are to receive which documents. If you want customers or vendors to opt-in for the PDF PostOffice feature, you will answer "N."
  3. Fax PDF Doc If No Email Available?  Some of your contacts may not have an email address.  Those contacts can receive these PDF PostOffice documents via fax if this paramater is set to Y and the fax email address template is specified in the next parameter.  PDF PostOffice sends faxes just like emails. You will need to have contracted an email-to-fax service, like SRFax.com in this example, to provide this ability.
  4. Fax Email Address Template The default value for this field is $ContactFax$@srfax.com. This field provides a template for constructing the email address for your email-to-fax service.  Srfax.com is just one email-to-fax service we found to work with PDF PostOffice. It is possible other email-to-fax services will work, but we are not making any recommendation and you need to do the integration testing on your own.  You will need to use the variable $ContactFax$ to specify where the fax number of the recipient goes in the email address.  
  5. Enable PDF PostOffice for COP Invoice?  Enter Y if you want to use PDF PostOffice to send COP invoices (normal, duplicates from history and pickup). This includes DYO Invoices.
  6. Enable PDF PostOffice for PO Printing?  Enter Y if you want to use PDF PostOffice to send purchase orders. This includes DYO POs.
  7. Enable PDF PostOffice for A/R Statement?  Enter Y if you want to use PDF PostOffice to send Accounts Receivable statements.  
  8. Enable PDF PostOffice for COP Order Ack?   Enter Y if you want to use PDF PostOffice to send sales order acknowledgements. This includes DYO Orders.
  9. Enable PDF PostOffice for Order Quote?   Enter Y if you want to use PDF PostOffice to send sales order quotes. This includes DYO Orders.
  10. Enable PDF PostOffice for COP RMA Ack?   Enter Y if you want to use PDF PostOffice to send Return Merchandise Authorizations.
  11. PDF Default From Email Address  Enter the default email From address for PDF PostOffice emails.  The default value is "noreply@yourdomain.com." You should change "yourdomain.com" to your actual email address domain. This address is used to initially fill out the From email address when setting up the email.  Unlike the "noreply" suggest that this email address won't be monitored, someone should monitor the bounce back email and take actions.  You may also use something like "accounting@yourdomain.com" or whatever suit your needs.  In some special situations, you may want to use the salesman's email as the from email, as might be the case for order acknowledgements.  In that case, when you set up the order acknowledgement template, you can use something like $salesmanemail$ as the send from email.  In that scenario, if the email is to be sent out using an email-to-fax solution and the first character in the From address is a $ (indicating a variable is being used), this default from address will override the specified email from address in the template. This is necessary because services like srfax.com may accept a limited number of valid send from email addresses for the account.  So you will set up the noreply email address as the valid send from email address in your srfax.com account.
  12. Is PDF PostOffice in Testing Mode?  If this field is marked Y (and the next field is supplied), emails will be sent to the following address instead of the actual addresses.  This is helpful when first implementing PDF PostOffice and when making changes.  This field must be set to N for production use.
  13. PDF PostOffice Test Email Address  When the previous field is marked Y, an email address entered here will receive all PDF PostOffice-generated emails.

Systems Manager

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  6. High CPU Usage and Performance Issues After Implementing NTFS Security
  7. "We can't verify who created this file. Are you sure you want to run this file?"
  8. Problem with Printer Configuration If Running Elliott from Multiple Workstations
  9. Inconsistent Elliott Error on Terminal Server
  10. How to Restore Elliott from CryptoWall Ransomware Attack
  11. Clarify Laser Forms Line Item Level Barcode Printing
  12. Is Dot Matrix Printer Still Supported in Elliott with Windows 10?
  13. Should I Install the 32-bit or 64-bit Outlook/Office?
  14. I Receive Error 114 When I Start Up Elliott on the Server
  15. Manage Data Execution Prevention (DEP) Through Registry Editing
  16. Windows Defender May Cause Elliott Start-Up Difficulties
  17. Why Do I Exceed Elliott User License Count When There are No or Very Few Users in Elliott?
  18. What Causes Load Error 198?
  19. How the Windows Scheme You Choose May Affect the Elliott Screen Display
  20. Still Get Error 114 After Adding All Elliott EXE Files to the DEP List
  21. How to Copy Laser Form Templates from Company to Company
  22. Weird Character Displayed for Backslash (\) Character
  23. Does Elliott Support Desktop Virtualization?
  24. Access Is Denied When Launching Elliott V8 Report Viewer
  25. User Cannot See Some Spooled Reports in Elliott V8
  26. Why Does the User List Function Take Forever to Bring Up?
  27. I Am Running Out of Invoice Numbers -- I Need Direction to Archive Invoices
  28. Algorithm to Speed Up eContacts List in Elliott V8
  29. Elliott Requires Volume Supporting 8dot3name
  30. Elliott Running Extremely Slow on Windows 8 with Trend Micro Anti Virus Software Installed
  31. What Causes "File Table Exceed Limit" Error?
  32. Mass Email Time Out
  33. Report Incomplete After 4 Hours: Event Stops Working After Upgrade to Elliott V8
  34. File Created in C:\ Root Directory Disappears
  35. Is There a Way to Create and Distribute Elliott Printer Configurations?
  36. What Are "COBOL Only" or "User Defined" Event Actions? Can We Use Them in Any Way?
  37. How to Purge WSORDHDR.BTR and WSORDLIN.BTR files?
  38. CPORDLS (Order Serial/Lot File) Btrieve Page Size
  39. Create PO Receiving Event to Trap Negative Qty on Hand Problem
  40. Reducing File Sizes for INITLFILE.LOG & SYACTLOG.BTR
  41. Windows 10 and Trend Micro Anti-Virus Software
  42. The Remote Certificate Is Invalid According to the Validation Procedure
  43. Customer Has Multiple Primary Contacts or No Primary Contact
  44. Btrieve Error 46 on S/M Activity Log File
  45. Multi-Currency Workarounds in Elliott
  46. Using the Export Processor to Export Data
  47. Instructions for Importing Laser Form Template
  48. I Am Unable to Post or Enter a Date for the New Year
  49. Does Elliott Work Under Virtualized Desktops Infrastructure (VDI)
  50. Btrieve Error 80 During Defer Processing
  51. Lauch CSV File -- There Was a Problem Sending the Command to the Program
  52. Feature - System Users File Integrity Check
  53. Receive Error in NWSMSCRN for Function Pf-Map-Coordinate-Space
  54. Not Able to Receive Event Emails from Certain Users
  55. Feature - Events for Add Note and Delete Note
  56. When and How to Use DDF2BTR.EXE Utility
  57. Elliott Last Printing Job Overrides Windows Default Printer on Windows 10
  58. Not Able to Change Attributes Added by Other Users
  59. Feature - New Context Menus in v8.0 Spooled Reports Manager
  60. Feature - Automatic Archiving of Spooled Reports in Elliott v8.0
  61. Feature - Enhanced Security for Attributes
  62. Feature - Deferred Processing Multiple Times Per Day
  63. Feature - Ability to Specify User ID in User Search
  64. Feature - Utility to Re-Calculate Item First Received and Last Received Date
  65. NSCTLMN1 Global Setup Time Clock Global Setup
  66. How to Set Up One-to-One Restriction of Customer and Item
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  68. Error Invoking Macro - Cannot Install Hook
  69. Feature - Record Navigation in Attribute Window
  70. Error Connecting VPN from Windows 10 to Windows 2008 Server
  71. How to Stop Users from Sending Elliott Reports through Email
  72. Does Elliott Support Windows 10?
  73. It Is Extremely Slow to Run Elliott over VPN Connection
  74. SYTIMCLK Systems Manager General Time Clock
  75. Feature - Recalculate AP Vendor YTD and Last Year Amount
  76. XCO0100 Systems Manager Design Your Own Order
  77. Feature - Restrict Recurring Event for Number of Times for a Specific Reference
  78. How Do I Limit the Companies for Users?
  79. Feature - Enforced Report Destinations
  80. I Am Unable to Create a New User in Elliott
  81. Feature - PDF Printing in Elliott V8.2
  82. Feature: PDF PostOffice in Elliott V8.2, Introduction
  83. Feature: PDF PostOffice in Elliott V8.2, Part 1
  84. Feature: PDF PostOffice in Elliott V8.2, Part 2
  85. Feature: PDF PostOffice in Elliott V8.2, Part 3
  86. Feature - Added Checkbox and Description to Attribute List and the SPS Commerce Create Attribute Register
  87. Feature - Performance Options for eContact Activity Tab
  88. Feature - Mass Change Salesman Utility
  89. Elliott Installer File-In-Use Warning During Installation
  90. Unable to Run Elliott from UNC Path
  91. V8 Program Desktop Startup Shortcuts - Internal Macro
  92. Event When Order Put On Hold at Invoice Printing
  93. Feature - Time Clock Logoff Type
  94. Feature - Added Distribution to G/L History Files
  95. Feature - Utility to Update eContact PDF PostOffice Flags
  96. Can I Use Elliott for Sales, Telemarketing and CRM Purposes?
  97. Emailing PDF with SSPI Failed After Online Charging Using Credit Card
  98. Can You Explain How Elliott Stores Serial Numbers in Its Database?
  99. Converting Elliott Internal Date to Conventional Date Format in Excel
  100. All of a Sudden, My Terminal Server's Elliott Default Changed to Someone Else's Settings
  101. WannaCry Ransomware Security Recommendation
  102. Symantec Endpoint Protection Versions 12 and 14 Cause Elliott Startup Error
  103. Notes Security - From Global Setup, Note Type to Supervisory Relationship
  104. Remote Desktop Workstation Name
  105. Which Anti-Virus Software Do You Recommend to Installing on the Elliott ERP Server?
  106. Menu Access Error - You Do Not Have Access to CP,INQ, Menu Item 01
  107. Ping Test to Isolate Inconsistent Load Error 198
  108. The Definitions of Extra Flags in System Period Control Setup
  109. How to Use Procdump.exe to Create a Memory Dump for PSQL Engine
  110. Feature - Group Location Security
  111. NSCTLMN4 Global Setup Bill of Lading 1
  112. NSCTLMN4 Global Setup Bill of Lading 2
  113. NSCTLMN4 Global Setup Bill of Lading 3
  114. NSCTLMN4 Global Setup Bill of Lading 4
  115. NSCTLMN4 Global Setup Bill of Lading 5
  116. NSCTLMN4 Global Setup Bill of Lading 6
  117. NSCTLMN4 Global Setup Bill of Lading 7
  118. NSCTLMN4 Global Setup Bill of Lading 8
  119. NSCTLMN4 Global Setup Bill of Lading 9
  120. NSCTLMN4 Global Setup Bill of Lading 10
  121. NSCTLMN4 Global Setup Bill of Lading: Index
  122. Feature - Support 12 Months History in Export Processor
  123. NSCTLMN3 Inventory Management Global Control Setup 1
  124. NSCTLMN3 Inventory Management Global Control Setup 2
  125. NSCTLMN3 Purchase Order Global Control Setup 1
  126. NSCTLMN3 Purchase Order Global Control Setup 2
  127. NSCTLMN3 Bill of Material and Production Order Global Control Setup
  128. NSCTLMN3 Distribution Modules Global Setup: Index
  129. NSCTLMN5 Global Setup Change Quote to Order 1
  130. NSCTLMN5 Global Setup Change Quote to Order 2
  131. NSCTLMN5 Global Setup Change Quote to Order 3
  132. NSCTLMN5 Global Setup Change Quote to Order 4
  133. NSCTLMN5 Global Setup Change Quote to Order 5
  134. NSCTLMN5 Global Setup Change Quote to Order 6
  135. NSCTLMN5 Global Setup Change Quote to Order: Index
  136. I Cannot See the Spooled Reports Even though I Am an Administrator Equivalent User
  137. Multi-Currency Exchange Handling in Elliott
  138. How to be a Good Elliott Citizen
  139. Salesman Security
  140. SYMENU System Manager Introduction 1
  141. SYMENU System Manager Introduction 2
  142. SYMENU System Manager Introduction 3
  143. SYMENU System Manager Introduction 4
  144. SYMENU System Manager Introduction 5
  145. SYMENU System Manager Introduction 6
  146. SYMENU System Manager Introduction 7
  147. SYMENU System Manager Introduction 8
  148. SYMENU System Manager Introduction 9
  149. SYMENU System Manager Introduction 10
  150. Feature - Audit Trail of Accumulator Clearing
  151. SYMENU System Manager Introduction 11
  152. SYMENU System Manager Introduction 12
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  190. SYMENU System Manager Introduction 50
  191. SYMENU System Manager Introduction 51
  192. SYMENU System Manager Introduction 52
  193. SYMENU System Manager Introduction: Index

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