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MAILPAC Version 6.3

Modulo Software | Mailpac Sage 300 Electronic Document Delivery Email SMTP Outlook Gmail Cloud
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MAILPAC Manual

IMPORTANT: MAILPAC V6.3 Product Update 2017 is required for use with Sage 300 2017 (6.4)

WHY USE ELECTRONIC DOCUMENT DELIVERY (EDD)

  • Give yourself and your fax machine a well earned break.

  • MAILPAC EDD saves time, money and effort 

  • Reduces customer/supplier response and payment times

  • No need to manually fax, print, fold, stamp or post documents

  • One easy to use process sends the documents you select instantly

  • Available bundled with EFTPAC for a total ePayments solution

FEATURES
MAILPAC enables easy electronic distribution of multiple Sage 300 business documents in a single process using the email, fax and address details from your Sage 300 Vendor and Customer records.  Emailed documents may be sent in Rich Text File (RTF) or Adobe Acrobat PDF formats.   

MAILPAC Sends: 

Invoices (Order Entry and Accounts Receivable)

Order Confirmations (Order Entry)

Order Credit Notes (Order Entry)

Receipt Advices (Accounts Receivable)

Statements (Accounts Receivable)

Purchase Orders

Remittance Advices (Accounts Payable)

  • Mailpac 6.3 (2016) provides compatibility with Sage 300 6.3 (2016)
  • *NEW*Mailpac now allows delivery of Order Entry Picking Slips to Customers. This allows Picking Slips to be emailed to customers as a notice of shipment or delivery docket. Mailpac includes a modified version of the standard Sage Picking Slip report which is recommended for use with Mailpac - OEPICKSHIPMENT1NM.RPT.

    The Mailpac version of the picking slip report allows various printing scenarios not supported with the standard Sage report.
  • *NEW*The authenticated SMTP delivery method now has improved issue reporting - including the case where the SMTPAuth package is not installed.
  • *NEW*Mailpac now remembers the last Carbon Copy (CC) address for delivered documents. It stores values for the last CC address separately for each document code e.g. APRMIT, OECONF etc. CC addresses are saved separately for each Microsoft Windows user. The CC address is stored by clicking the OK button on the "Send Documents" screen. The value will be cleared if the CC value is blank when OK is clicked.
  • *NEW*Changes made to the email subject or message on the "Send Documents" screen, during document delivery, are retained until Mailpac is closed or another Document Code is chosen. This allows documents to be resent where issues arise during delivery, without losing and having to retype changes to the email message.
  • MAILPAC is developed with the Sage 300 Software Development Kit (SDK) and is available for all Sage 300 editions and databases.
  • MAILPAC supports operation in the Sage 300 Windows and Portal desktops. 
  • Emailed Document attachments and documents printed to a folder are now named using the document number (or batch entry number) from the Mailpac document grid - e.g. IN1234.pdf
    This feature is only available when the Mailpac Email Via setting in Mailpac Options is set to Microsoft Outlook, Lotus Notes or SMTP. The email via setting of Accpac will name files using the crystal report file name – e.g. apremit.pdf 
  • Authenticated SMTP now accepts multiple email addresses in the To and CC addresses separated by a semicolon e.g. bob@bob.com;steve@steve.com
  • Documents can be printed to a folder on the users system. For example you might wish to keep original copies of all purchase orders in a file share. To use this feature set the Mailpac delivery method to "Folder", then on the Send Documents screen select a folder as the destination for the Mailpac documents. Any existing documents in the folder with the same name will be overwritten.  

    You could use this feature combined with eImagePac Barcode Filer, to automate attachment of document files to their corresponding Sage 300 record. 
  • Mailpac now optionally allows documents to be delivered to the Customer Ship To or Vendor Remit To location email address instead of the customer or vendor email address. This means that Mailpac can use multiple email and contact email addresses for a given customer or vendor. You can use the Ship to (or Remit To) Email or Contact Email addresses as required.  

    Sage 300 allows Remit To or Ship To locations to be used with: 
    AP Remittance Advices, AR Invoices, OE Invoices, OE Credit Notes and OE Order Confirmations.  

    Sage 300 does not allow Remit To or Ship To locations to be used with: 
    Purchase Orders, AR Receipt Advices or AR Statements. Note you can use National Accounts to define multiple email addresses for AR Statements.  

    To use this feature:  

    a. Set up Vendor Remit To and/or Customer Ship To records for those Customers and Vendors, who need specific documents delivered to different contact and email addresses. Mailpac makes use of the Remit To and Ship To: Name, Contact, Email and Contact Email values.  

    b. As you enter transactions in Sage 300, select the relevant Remit To or Ship to Location ID for the record. If you leave the Ship To or Remit To ID empty, Mailpac will use the email address from the Customer or Vendor record.  

    c. From the Mailpac Process Documents screen, select either the Email or Contact Email Delivery Method and make sure the Remit To or Ship To check box is also selected. If you don't select the Remit To or Ship To check box, Mailpac will use the email address from the Customer or Vendor record. Click the "Next" button to proceed to the Document Grid. You will see that documents with a valid Remit To or Ship To ID, show the Name and Email address from the corresponding Remit To or Ship to record.  

    When you proceed to send the documents, they will be delivered to the email addresses shown in the document grid. Customised email messages that include the customer or vendor name or contact, will use the name and contact values from the Remit To or Ship To records where appropriate. 
    Modulo have added the option to include the document number (e.g. invoice number, PO Number etc) in the subject or body of the email message being delivered. The new substitution variable to use is in the email message or subject is $DOCUMENT_NUMBER
  • You can now optionally send a carbon copy of your delivered emails to a CC email address. For example, you may want a particular mailbox or person in your organisation to receive a copy of all invoices. This option is supported for Mailpac email via methods SMTP and Microsoft Outlook (not Accpac or Lotus Notes).
  •  Mailpac Remittance Advices can now be delivered for any type of Payment e.g. Cash, Check, Credit Card or Other. Previous versions supported Checks only. To allow this feature, payments are now delivered based on their Batch and Entry number and not their Check Number. For this reason, crystal report remittance advices from previous versions of Mailpac (i.e. v6.0 and prior) will not work with Mailpac 6.3.

    Mailpac 6.3 installs new versions of the remittance advice crystal reports – i.e. apremitp.rpt, apremitpeft.rpt and apremitpipe.rpt Upgrading Mailpac users who use a customised version of these reports will need to adapt the corresponding Mailpac 6.3 report.
  • Mailpac Remittance Advices can now be sent from either Posted or Unposted Batches. Previous versions only supported posted batches.
  • The Mailpac Log file now includes the email and carbon copy (cc) addresses for successfully delivered documents.
  • Mailpac now allows you to override the default delivery method. This allows you to make use of the separate customer and vendor email and contact email addresses, to send different document types to different email addresses for the same Vendor or Customer. For example you could use the Vendor email addresses for delivering AP Remittance Advices and the contact email addresses for Purchase Orders.

    Mailpac Process Documents offers four delivery methods:
    (i) Printer - Sets the “Deliver to” destination as the printer.
    (ii) Customer / Vendor - Sets the “Deliver to” location as the customer or vendor’s preferred Delivery Method e.g. Printer, Email or Contact Email.
    (iii) Email - Overrides the default delivery method and sets the “Deliver to” location as the Customer or Vendor’s email address.
    (iv) Contact Email - Overrides the default delivery method and sets the “Deliver to” location as the Customer or Vendor’s contact email address.

    In the past Mailpac Process Documents offered two delivery methods (Printer and Vendor / Customer) on the List Selection tab. This set the “Deliver To” column of the Document Grid to either Printer or the Customer or Vendor’s preferred Delivery Method e.g. Printer, Email or Contact Email.
  • The Mailpac SMTP delivery method now supports Authentication. So as well as providing your SMTP Server name and Sender email address you can now optionally provide the SMTP User Id and Password - along with the SMTP Port number and whether to use SSL (secure socket layer)
  • Mailpac now provides the ability to schedule and automate the delivery of documents using Windows Task Scheduler. For some time Mailpac has allowed documents to be scheduled to run at a later time from the Process Documents screen – but when this was used the Mailpac screen would stay open waiting until the set time before delivering the documents. The new Mailpac Scheduler option allows you to setup an automated task that can be run either daily, overnight, weekly, monthly etc without a user needing to manually open Mailpac and start the delivery.
  • MAILPAC maintains a central log file history folder containing the delivery status of processed documents.
  • MAILPAC provides special AR Receipt and AP Remittance Advice forms that can be printed after receipt or payment batches have been posted (providing history is kept). MAILPAC receipt and remittance advices can be reprinted later as many times as required. MAILPAC payment and receipt advices support delivery of miscellaneous payment, vendor payment, vendor prepayment, miscellaneous receipt, customer receipt and customer prepayment transactions.
  • MAILPAC includes Remittance Advices in both ODBC and data pipe formats. Data pipes offer performance improvements on large databases.
  • Business forms can be emailed, faxed or printed using the Sage 300 Customer or Vendor Delivery Method i.e. Mail, Email or Contact’s Email to determine where documents are sent. Use substitution variables eg Customer or Vendor Name, Contact etc in the subject and body of MAILPAC email messages, allowing a personalised message to accompany attached business form documents.
  • MAILPAC uses a simple two step process for the distribution of Business Forms.

    1. Select the range of documents to be sent.
    2. Confirm your selection. At this stage you can change each documents:
    (i) Email address,
    (ii) Destination eg email or printer and
    (iii) Send status.

    Email address changes can optionally be saved directly back to Sage 300. You can also confirm or modify the email subject and message to be sent with the documents.
  • MAILPAC can optionally include customer, vendor or miscellaneous EFT bank details for related payments, on the receipt or remittance advice - requires EFTPAC 6.3
  • The default message (as defined in MAILPAC Document Setup) can be altered for each document delivery run. 
  •  Optionally attach extra files (in addition to the Mailpac document) to emails generated by MAILPAC. This feature is only available when sending emails via the Outlook, Notes or SMTP methods - as setup on the Mailpac Options screen. The Sage 300  MAPI method does not support this feature.
  • MAILPAC allows more than one email message template to be saved for each of the Sage 300 document types.
  • Html formatted email messages can be sent from Mailpac. This feature is only supported when sending emails via the Outlook or SMTP methods - as setup on the Mailpac Options screen. The Sage 300 MAPI method or Notes method does not support this feature.
  • MAILPAC maintains a separate email subject and message for each document type and will display a log file of any documents that did not transmit successfully.
  • Uses standard Sage 300 security and printer settings. Sage 300 users are assigned MAILPAC privileges to allow them to process documents, print reports etc.

TECHNICAL SPECIFICATIONS

Requirements:

  • Sage 300 2016 (6.3) System Manager and at least one of the following modules: Accounts Payable, Accounts Receivable, Order Entry, Purchase Orders, or
  • Sage 300 2017 (6.4) (with latest Product Update - IMPORTANT) SM 6.4 with MAILPAC 6.3 Product Update 2017 and at least one of AP 6.4, AR 6.4, OE 6.4, PO 6.4, using one of the following databases:

    Microsoft SQL Server

  • Prior versions of Mailpac are available for Sage 300 6.2 (2014) and prior
  • Microsoft Windows 7 or above
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