Paperless Merge Fields
by MBA Business Software
Enhance Sage 100 Paperless Office merge fields to include more fields specific to the document being sent.
The Paperless Office module allows users to set up PDF and electronic delivery options for all standard reports, journals, and registers as well as most customer, vendor, and employee forms. The setup process for Paperless Office follows a tiered approach allowing it to be set up with options specific to a company, module, customer, vendor, employee (payroll), or individual document. More information about Paperless Office can be found in Sage’s manual for Sage 100.
Electronic Delivery Message Maintenance is used to maintain the default messages when using electronic delivery of the PDF documents. The maintenance screen can be accessed by logging into Sage 100 and going to Modules | Paperless Office | Setup | Electronic Delivery Message Maintenance. Paperless office, as of the 2018 version, was designed to allow a handful of generic merge fields.
Purpose of this enhancement
This enhancement will allow additional fields from the document and the entities associated with the document to be placed in the email body or subject. Electronic Delivery Message Maintenance merge fields change based on the document selected. As an example, when Invoice is selected as a Document, the following fields are available:
- <CompanyName>
- <CustomerName>
- <CustomerNo>
- <Document>
- <DocumentDate>
- <DocumentNo>
- <InvoiceType>
This enhancement enhances the default merge fields with a much larger list of merge fields that are related specifically to the document.
For example, Invoice emails can contain fields from the AR_Customer, AR_CustomerPDFLog, AR_InvoiceHeader, AR_Salesperson and SY_Company. In our case, the body of the email can have the Invoice Due Date and include the the salesperson's name and contact info.
Take Note
Current version only increases merge fields for:- Customer Forms
- Accounts Receivable
- Invoice
- Sales Order
- Order
- Invoice
Calculations
Calculations can be entered in the Email Message as well. For example, when sending out an email for Sales Order, you might want to show the total of the order. That calculation requires totaling five fields from the Sales Order Header table. To enter that calculation you would place the following in the Email Message.
The fields inside the square brackets are all replaced first, then the calculation is made within the braces. The return of the calculation must always be a string. Inside the braces is calculated as a ProvideX equation. The next example shows how to spell out abbreviations like Order Type which is a S for Standard, B for Backorder, etc.
Calculations like this make the Email Messages very readable.
Installation
The enhancement can be downloaded for the version of Sage 100 that is needed by clicking the download links in the Versions section in this document. The downloaded file will be a self-extracting zip file with only a single executable within the zip file. Extract that executable (.exe) to your desktop or preferred folder and execute by double clicking on the icon. Execute the installation program and follow the instructions. While the installation does not require everyone to be out of Sage 100 before installing, it may be necessary to log out and log back in to display menu changes. 
Enter the destination folder of the Sage 100 application. The path should include the MAS90 folder. Example: “C:\Program Files (x86)\Sage 100 Standard ERP\MAS90\”. Click on Install when done. Files will be extracted to the folder specified and will trigger the Product Install to Sage 100. Click on Install to install the Enhancement to Sage 100. 
Version Difference Warning
If there is a version difference a Version Mismatch Warning will appear.
This warning is expected if product updates have been installed. If the first two sets of numbers, 6.00 in the example shown, match then click on OK. If they do not match click on the red X and exit the installation. The correct version of the modification will need to be downloaded.
Once it is done installing the Enhancement, there will be two buttons displaying, Finish and Log. Click on the Finish button to complete the install process. If an error occurred on the screen or to validate the install, click on the Log button to view the install log. At this point, the Enhancement has been installed.
Registration
Once the enhancement has been installed it must be registered for it to be active. Access to registration will have to be assigned to a user or group to have access to registration. To assign permissions, go to Modules | Library Master | Main | Role Maintenance. Enter the role assigned to the user or group that will need to have access to the MBA Enhancement Registration and click on the Tasks tab. Navigate to Library Master | Maintenance/Data Entry | MBA Enhancement Registration and make sure it is checked to allow access. To register the enhancement, the user must have at least View and Modify checked. If uninstalling an enhancement, Remove must be checked. To launch registration, go to Modules | Library Master | Utilities | MBA Enhancement Registration.
A list of MBA enhancements will be displayed in the registration.
Each enhancement that has been installed will display a check in the box in the column called Installed. The check box in the Activate column will appear once the enhancement has been successfully registered. If there is not a check mark, when clicking in the box, it will open a web page to the online ordering for that enhancement. Once a license key has been generated, enter it in the license column. If the license is valid, a check mark will appear in the Activate column. If the enhancement has an expiration date, the Expiration column will display the last day that the enhancement will work without being renewed.
Key Information
License keys will have the enhancement code followed by a 10 digit number. They are specific by enhancement and by the serial number of the installation.
Changes to a line can be undone by clicking on the Reset 
button. All rows can be reset by clicking on the drop down arrow on the Reset button and clicking Reset All Rows.
The Print 
button will print a list of all the enhancements indicating what has been installed and activated along with other information such as the description, license key and the expiration. This documentation can be accessed from the MBA Enhancement Registration by clicking on the help 
button. When done making changes or registering enhancements, click on the Accept button to close the MBA Enhancement Registration. Clicking on Cancel will close the screen without any changes being saved.
Setup and configuration
System Wide enhancement options are accessed through Modules | Library Master | Utilities | MBA Enhancement Registration. Click on the enhancement description to access its configuration. This enhancement does not have any system wide configuration so the Configure 
button in the MBA Enhancement Registration screen will be grayed out. This documentation can be accessed by clicking on the Manual 
button.
The maintenance of emails for Paperless Office is done in Electronic Delivery Message Maintenance. To access this maintenance screen, go to Modules | Paperless Office | Setup | Electronic Delivery Message Maintenance.
The field drop down for “Insert Merge Field” has been expanded to include additional tables and fields. Due to the length of the field names, the drop down is not the most convenient way to select the merge field to insert. A new Field Explorer 
button has been added to allow easy navigation to select the fields to insert into the message body.
Double click on the Merge Fields folder to expand the additional tables available for inserting. The additional fields will be listed as <module_table.fieldname> under the table folders.
Double click on the field to have it inserted into the message body or subject line. When editing is complete, click the X in the top right of the MBA Paperless Merge Fields screen to close the field explorer. The sample below shows how the additional fields can be added to the body of the message.
Attached is your <Document> #<DocumentNo> for <AR_Customer.CustomerName> that is due on <AR_InvoiceHeader.InvoiceDueDate>.
Please keep this <Document> for your records. If you have any issues, please feel free to call us at 555-365-4575.
Thanks,
<AR_Salesperson.SalespersonName>
<CompanyName>
<AR_Salesperson.EmailAddress>
When this is sent using Paperless office the fields will be merged as shown below:
Available Fields
The list of fields available when clicking on the Field Explorer in Electronic Delivery Message Maintenance is dynamic and built based on the current Document that is selected during entry. A preset list of tables are used for each document selected. This list of tables are used to query the Data Dictionary for the available fields to be listed. Since the Data Dictionary is used to create the list of fields to be merged, this means that User Defined Fields (UDFs) as well as developer fields (if populated in Data Dictionary) will be included.
| Document Type | Module Code | Document | Table | Full List | Notes |
|---|---|---|---|---|---|
| Customer Forms | S/O | Invoice | AR_Customer | 2018 List <CustomerName> |
|
| AR_CustomerPDFLog | <BillToName> <CustomerNo> <Document> <DocumentDate> |
||||
| AR_Salesperson | 2018 List | ||||
| SO_InvoiceHeader | 2018 List | ||||
| SY_Company | <CompanyName> | ||||
| Customer Forms | S/O | Order | AR_Customer | 2018 List <CustomerName> |
|
| AR_CustomerPDFLog | <BillToName> <CustomerNo> <Document> <DocumentDate> |
||||
| AR_Salesperson | 2018 List | ||||
| SO_SalesOrderHeader | 2018 List | ||||
| SY_Company | <CompanyName> | ||||
| Customer Forms | A/R | Invoice | AR_Customer | 2018 List <CustomerName> |
|
| AR_CustomerPDFLog | <BillToName> <CustomerNo> <Document> <DocumentDate> |
||||
| AR_InvoiceHeader | 2018 List | ||||
| AR_Salesperson | 2018 List | ||||
| SY_Company | <CompanyName> |
Uninstalling
To uninstall an Enhancement, launch the registration program Modules | Library Master | Utilities | MBA Enhancement Registration. Select the Enhancement from the grid and press the Uninstall 
button. This will remove the enhancement from the system. A message box will appear stating which enhancement is being uninstalled.
Click on OK to uninstall or Cancel to go back to the MBA Enhancement Registration without making any change. When an enhancement is removed the check box under Installed will be unchecked and the license with expiration date will be removed.
Once all enhancements have been uninstalled, the MBA Enhancement Registration can be removed by clicking on the Remove Enhancement Registration 
button. This button is only activated once all enhancements have been uninstalled. A message box will appear stating that it will uninstall the MBA Enhancement Registration.
Click on OK to remove it or click Cancel to return to the MBA Enhancement Registration without making any change. A message will display when the files have been removed. Click on OK to close the window.
When the MBA Enhancement Registration is removed, users will need to exit out of Sage 100 to have their menu updated. Once the menu is updated, the menu item for MBA Enhancement Registration is removed.
Take Note
Uninstall vs DeactivateBefore Uninstalling the Enhancement, which removes your License and Expiration, consider just de-activating the Enhancement by un-checking the box under the Activate column. Your Enhancement will not function until you re-activate the Enhancement by checking in the box under the Activate column.
Support
For support on this or any other MBA Business Software Enhancement, please send us an email via our contact page.
Troubleshooting
Paperless Merge Fields are only displayed when the following requirements are met:
- Enhancement must be installed
- Enhancement must be registered
- Document type must be specified
If the document type is specified, then check to make sure that the product is installed and registered. Check Registration by going to Modules | Library Master | Utilities | MBA Enhancement Registration. Navigate to the line for Paperless Merge Fields enhancement. Confirm that there is a check box in Install and Activate. There should be a date in the Expiration column. Confirm that the date is valid and has not expired. If it has expired, then the subscription for the enhancement will need to be purchased or renewed.
List of Files Changed
These are the files that have been changed
| Paperless Merge Fields | Type | Description |
|---|---|---|
| Links\PL_EmailMessage.pvc | Override trigger | Indicates an override exists |
| Links\PL_EmailMessage_UI.pvc | Override trigger | Indicates an override exists |
| Links\SY_EmailEngine.pvc | Override trigger | Indicates an override exists |
| PL\PL106_MRG_EmailMessage.PVC | Class Override | Changes Paperless Email Message |
| PL\PL106_MRG_EmailMessage_UI.PVC | Class Override | Changes Paperless Email Message UI |
| PL\PL106_MRG_EmailMessage.M4L | Panel Library | Custom Merge Field Panel |
| MBA Enhancement Library | Type | Description |
|---|---|---|
| SY\SY106_Enhancement_SVC.PVC | Class | Enhancement Service Object |
| SY\SY106_INI_SVC.PVC | Class | INI Service Object |
| SY\SY106_License.M4L | Panel Library | License Panel Library |
| SY\SY106_License.PVC | Class | License |
| SY\SY106_License_BUS.PVC | Class | License Business Object |
| SY\SY106_License_SVC.PVC | Class | License Service Object |
| SY\SY106_License_UI.PVC | Class | License User interface |
| SY\SY106_Lister_SVC.PVC | Class | Lister Service Object |
| SY\SY106_Nomads.PVC | Class | Nomads Enhancements |
| MAS_System\SY106_Enhancement.M4T | Class | Table of MBA Enhancements |
| MD\MD106_Ini_SVC.pvc | Class | INI Service Object |
| MD\MD106_Install.M4L | Panel Library | MBA Install Panel Library |
| MD\MD106_Install.M4P | Program | Installation Program |
| MD\MD106_Install_BUS.pvc | Class | Install Business Object |
| MD\MD106_Install_UI.pvc | Class | Install User Interface |
| MD\MD106_UpdateLibrary.PVC | Class | Install Panel Update |
| Launcher\WizWurks.bmp | Image | Logo for Install |
| MBA_Install.ini | INI File | MBA Install Configuration File |
| Reports\SY106_LicenseListing.rpt | Crystal Report | List of MBA Licenses and enhancements |
Versions
Paperless Merge Fields is available in the versions listed below. If your version is not listed, please send us an email via our contact page. The download links will be available after an account is created on our website and a license has been released.
Additional Notes
Related information about the Enhancement, this website, and its documentation
License Agreement
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Subject to Change
Information on this website is subject to change without notice.
Where is this Documentation
This document is located at http://wiki.mbabsi.com/doku.php/enhancements/sage100/paperless/cs100p-merge
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Contact Information
MBA Business Software
6100 Lake Forrest Drive
Suite 520
Atlanta, GA 30338
678-495-5700 8:00 am to 5:00 pm EST
Legal Note
This documentation and the software described in it, is prepared and published under license. Sage Software has not tested or verified either the software or any representation in this documentation regarding the software. Sage Software does not make any warranty with the respect to either this documentation or the software referred to herein. And specifically disclaims any warranty, express or implied, with respect hereto, including the warranties of fitness for a particular purpose and merchantability.