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Details:
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Sending
Form Faxes
Each
vendor and customer has a fax number in the file. When a fax
is initiated FAXTOOL looks in the appropriate file to see
if the data is available. With this tool it is not necessary
to keep a separate file updated for the fax board. It is automatically
set up as the customers and vendors are. Faxes can be initiated
when printing forms and from file maintenance. The customer
example will be used but the vendor setup is essentially the
same.Invoices, Purchase orders and Sale Orders can be faxed
during their respective printing processes. To begin the process,
select the print routines and new choices will be displayed
in the option grid.
- Fax
Copy? Y/N
- Use
cover sheet? Y/N
All other
functionality of the form printing remains the same. Sending
Manual Faxes IF you go to customer or vendor file maintenance.
When maintaining the customer or vendor file there is a message
at the bottom that says: Enter Choice (Edit/Del/Inqry/Notes/Hist/More/Fwd/Back/Quit)
Notice the new selection for More. This selection is provided
to allow more selections. Once the ore selection is made
a new set of choices will be provided depending on installed
software. One of the new choices is faX. By pressing the
fax process is initiated. FAXTOOL knows the fax number because
it is on the customer file. The contact name is pulled from
the file and a screen will be displayed. Once the basic information
has been entered or approved the additional selections can be
made.
- E
Edit the information mentioned above.
- A
Add attachments to the fax.
- C
Enter or import information to print on the cover sheet.
The cover sheet is optional if there are attachments.
- S
Send the fax.
- Q
Quit without sending the fax.
Attachments
Selecting attachments the first time will provide the following
choices:
- Add
by file name
- List
directory
- Quit
To add a
single file when it is known what the name is and where the
file is located it may be easiest to enter the name and location
of the file. The files listed can be deleted or new ones added.
If one of the items on the list is selected it can be deleted
from the list. When [Esc] is pressed the additional choices
noted above will be provided again. When multiple files will
be pulled from the same directory it may be preferred to use
the file directory method. To do this select the List Directory
choice and you will be prompted for the directory to list. If
a valid directory is selected it will list the contents for
you. To select one just use the arrows and select the one desired
by pressing [Enter]. Files can be anything faxable, such as
PCX files, DCX files and text files. When all attachments have
been selected, press [Q] to quit and be returned to the first
screen. At this point each of the above choices is again available.
The attachments can be changed again, or the cover sheet can
be edited. Cover Sheet: Press [C] and the cover sheet can be
imported from another file or edited from scratch. The window
that pops up utilizes word wrap features to make it easy to
edit and change the form until finished. When finished, press
[F10] and once again you will be returned to the main screen.
Send: Once the cover sheet is ready and the attachments are
all selected the only step remaining is to send the fax. Once
this choice is made, the fax will be added to the queue automatically.
Each password in the system can have a different setup for the
faxes. To maintain this information you must have the rights
to maintain passwords. To begin, go to maintain passwords and
select the password to maintain. The following choices will
be displayed at the bottom. Enter Choice (Edit/User/Fwd/Back/Quit)
The "User" choice is a new one for fax user information. Select
[U]ser to see the additional information.
- Password:
Password from previous screen (display only).
- Sender
Code: For fax retrieval process. Same as used in contact
manager if used.
- Fax
Name: Name to appear on faxes.
- First
Name: Not used at this time.
- Last
Name: Not used at this time.
- Group:
Not used at this time.
- Network
Name: For use with Calculus Board.
- Area
Code: Determines which faxes to strip the area code from.
- Prefix:
Used before the phone number (ie 9,)
- PBX
Code: Used before the phone number if using through a PBX.
- Logo
File: Default Logo file for cover sheets.
File
Locations
Where
to look for each of the listed documents. Must
be available to the fax server.
Reports
No new
reports provided
Versions:
Vision Point, VP10
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