Paperless Office: How to – Part 1

3 minute read time.

Paperless office is one of the Sage 100 ERP modules that we here in support get a lot of calls about. In Part 1 of 3, we will show you how to do things like how print forms to PDF in Paperless Office and how to e-mail customer and vendor forms in Paperless Office.

Now here are some of the most common how-to tips that people have called in and asked about:

How to print forms to PDF using Paperless Office

Before you can print any forms to PDF using Paperless Office, you first need to set its preferences:

    • Expand Paperless Office and Setup. Double-click Paperless Office Options.
    • In the Enable Electronic Delivery and PDF Storage area, click the Forms check box, and click Accept.
    • In Setup, double-click Form Maintenance.
    • Fill-in the following fields:
    • Company Code = The desired company code (or All).
    • Module Codes = The desired module (or All)
    • Documents = The desired form (or All Documents)
    • Enable Electronic Delivery = Select this check box if the form will be sent by e-mail.
    • From E-mail Address = The default e-mail address that the forms will be sent from.
    • PDF Directory = The directory to store the PDF files.
      Note: This should be accessible from all workstations that should have access.
    • Override Password / Confirm Password = Any password of your choosing.
  • Click Accept.

To print a form to PDF:

    • Open the form printing task (for example: Sales Order Printing).
    • At the Paperless Office Output field, select PDF All.
    • Select any options and click Print.

To view the PDF in the Viewer:

    • Expand Paperless Office and Main. Double-click Customer Viewer or Vendor Viewer (depending on the form type).
    • Select the company code.
    • Select the form type printed above (for example: Order).
    • Double-click the form printed above to view the PDF.
      Note: Reports can be printed, emailed, or faxed for this task.

How to e-mail customer and vendor forms in Paperless Office

The first step is to set the system preferences for Paperless Office

  1. Expand Paperless Office and Setup. Double-click Paperless Office Options.
  2. In the Enable Electronic Delivery and PDF Storage area, select the Forms check box, and then click Accept.

  1. Expand Paperless Office and Setup. Double-click Form Maintenance.
  2. In the Company Code field, select the desired company.
  3. In the Module Code and Document fields, select all.

Note: Select all modules and all documents to set a default location to save the documents in .pdf format. To set up specific combinations, select a certain module code, document, and location. The settings for a specific combination take precedence over the all settings.

  1. Select the Enable Electronic Delivery check box to specify a default e-mail address.
  2. In the PDF Storage area, enter a valid directory that is accessible to all workstations.
  3. In the Override Password and Confirm Password fields, enter the password, and then click Accept.

Then set up the customer or vendor specific forms for Electronic Delivery (this example uses Accounts Receivable)

  1. Expand Accounts Receivable and Main. Double-click Customer Maintenance.
  2. Select the desired customer
  3. Click the Main tab, and specify the primary e-mail address.
  4. Click the Paperless button.
  5. In the Document list, select a document (for example, A/R Invoice).
  6. In the PDF Delivery Options area, select E-mail (Print and Fax, if necessary).
  7. Click the E-mail tab.
  8. Select the Use Customer E-mail Address check box to use the primary e-mail address on the customer account.
  9. In the To Custom Contacts area, select a primary contact code to use when e-mailing this customer.
  10. Click Accept, and repeat the steps above for each document (if all documents was not selected).

How-to e-mail the form using the printing task (this example uses Sales Order Printing)

  1. Expand Sales Order and Main. Double-click Sales Order Printing.
  2. In the Paperless Office Output list, select Electronic Delivery Only, and click the E-mail button.
  3. Verify the e-mail settings are correct, and then click OK.

  1. In the Selections area, select the following on the Order Number row:
  1. Operand = Equal to
  2. Value = enter a sales order number to print
  • Click the Print button, and the sales order form prints as a .pdf file or electronically delivered depending on the delivery option selections.

Note: If the document is not electronically delivered or printed as a .pdf file according to the delivery options defined in the printing window, review the document setup in Customer Maintenance (or Vendor Maintenance).

Check back next week as we show you how to use paperless office for things like direct deposit slips.

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  • It's 2024, we are on Sage 100 V2023 Advanced running on a WIN2019 Sage server and a WIN2016 Exchange server and getting this same exact issue. Intermittent, but definitely NOT SPAM FILTER OR JUNK MAIL at customer end. They actually use the same MSP as we do, so they have the same tech stack. Our MSP can not identify issue (on their end they can say with certainty the Exchange server never received a message to send). But like Dean's initial post, our Sage Paperless Office Customer Viewer indicates "Y" the email was sent. ANYONE ELSE GETTING THIS ISSUE? Vanessa Ho or other Sage staff, any ideas or resolutions? Thanks in advance for your help!

  • Some companies are filtering out all emails with attachments due to recent ransom ware scares.

  • Regarding clients that claim to not be getting e-mails:

    Recommend that they check their junk mail folder.  They may have to mark your e-mail address as "not junk".

    Additionally, some e-mails servers have spam filters set up that can filter things out before they even get to you.  Odds are that the e-mail server has the spam filter set so high that it periodically picks out your e-mail for whatever reason to be spam.  They might have to talk to their IT department about tweaking settings.

  • We are on ERP100 VERSION    We have been using Paperless office to send our invoices to our dealers.   I am hearing from a few customers (about 10)  that the transmissions we are sending are not consistently getting through.   I am religiously checking the PAPERLESS VIEWER for errors.  Everything looks fine.  I have a "Y" on the "sent" column for the past month.

    We have also added a mailbox a year ago to monitor what bounces back due to bad emails or disconnects.  For these 10 customers, I do not see bounce backs, yet the customers still claim, that they are not getting everything.  

    These are not customers who are making excuses as to why an invoice isn't paid.  These are good accounts that review their statements and keep needing to request invoices that on our side appear to have been sent properly through the paperless system.

    Anything else I can check?  Anyone else running into an intermittent success rate?  Any help is greatly appreciated.   Baffled here....

  • Hello, Farid

    You can print a customer listing but other than that no you can't see if a customer has already setup Paperless Office without having to click on the Paperless button. Hope this helps