How To...

Guide
X3-ActFax

Introduction 2
X3 Configuration 2
Printer Destination (GESAIM) 2
Parameters (ADPVAL) 2
Business Partners (GESBPR) 3
Sales Quotes (GESSQH) 6
Sales Orders (GESSOH) 7
Sales Shipments (GESSDH) 8
Sales Invoices (GESSIH) 9
Purchase Orders (GESPOH) 10
Automatic Shipment Generation (FUNAUTDLV) 11
Automatic Order Invoicing (FUNAUTINVO) 12
Automatic Shipment Invoicing (FUNAUTINVD) 13

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Introduction

Included in this document is the configuration and setup required on the Sage ERP X3 folder to
activate ActFax with documents and reports.

Please be sure the N.A. addon for ActFax is applied as well as the ActFax product prior to
attempting this setup.

X3 Configuration
Printer Destination (GESAIM)

A printer destination needs to be defined to point to the Active Fax drive. Please see below.

Parameters (ADPVAL)

A new Supervisor parameter, XACTFAXPRT, is created. This parameter needs to contain the
name of the destination that is configured for ActFax printing. This printer must be available to all
client workstations that are using the ActFax functionality.

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Business Partners (GESBPR)

A right-click option, entitled Active Fax Setup is added to the Addresses tab Addresses
field.

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This option allows you to set up the document handling options by business partner address.
When you click on Active Fax Setup, a window will appear that allows you to set up the Sales
Quote, Sales Order Acknowledgement, Shipment Packing Slip, Sales Invoice, and Purchase
Order reports.

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This window is only accessible when you choose Active Fax Setup from Business Partner
address line. The values entered in this window are used as default values when orders are
created.

Business Partner display only, will default from Business Partner object.

Address display only, will default from Business Partner object.

Report Type the type of report that is being configured. The report that is produced will
depend on the order type. The following table shows what reports are available according to the
order type:

Order Type Report Type

Sales Quote Quote
Sales Order Order Acknowledgement
Shipment Pack Slip
Sales Invoice Invoice
Purchase Order Purchase Order

Output Type this will determine the default output type for the report. There are three options:
Print, Fax, E-mail.
If the Fax or E-mail options are selected, X3 sends the report to the Active Fax Server
for processing.
If the Print option is selected, the report is processed with standard X3 logic.

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Contact enter the default contact ID that will receive the report. This information is used to
acquire the e-mail address or fax number for ActFax use.

Full Name display only. This shows the first and last name of the contact. It displays after you
enter a value in the Contact field.

Sales Quotes (GESSQH)

A new tab, Documents, is added to the Sales Quotes object. This tab contains the information
necessary to be able to print a sales quote using ActFax.

When a sales quote is created, the information on this tab will default in from the Active Fax
Setup screen that was configured in the Business Partner object. You have the option of
changing the contact and output type.

If you select Fax or E-mail, the sales quote is sent to ActFax for processing.
If you select Print, standard X3 logic is applied when the sales quote is printed.

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Sales Orders (GESSOH)

A new tab, Documents, is added to the Sales Order object. This tab contains the information
necessary to be able to print an order acknowledgment using ActFax.

When a sales order is created, the information on this tab defaults in from the Active Fax Setup
screen that was configured in the Business Partner object. You have the option of changing the
contact and output type.

If you select Fax or E-mail, the order acknowledgement is sent to ActFax for processing.
If you select Print, standard X3 logic is applied when the order acknowledgement is printed.

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Sales Shipments (GESSDH)

A new tab, Documents, is added to the Shipment object. This tab contains the information
necessary to be able to print a pack slip using ActFax.

When a shipment is created, the information on this tab defaults in from the Active Fax Setup
screen that was configured in the Business Partner object. You have the option of changing the
contact and output type.

If you select Fax or E-mail, the packing slip is sent to ActFax for processing.
If you select Print, standard X3 logic is applied when the packing slip is printed.

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Sales Invoices (GESSIH)

A new tab, Documents, is added to the Sales Invoice object. This tab contains the information
necessary to be able to print an invoice using ActFax.

When an invoice is created, the information on this tab defaults in from the Active Fax Setup
screen that was configured in the Business Partner object. You have the option of changing the
contact and output type.

If you select Fax or E-mail, the invoice is sent to ActFax for processing.
If you select Print, standard X3 logic is applied when the invoice is printed.

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Purchase Orders (GESPOH)

A new tab, Documents, is added to the Purchase Order object. This tab contains the
information necessary to be able to print a purchase order using ActFax.

When a purchase order is created, the information on this tab will default in from the Active Fax
Setup screen that was configured in the Business Partner object. You have the option of
changing the contact and output type.

If you select Fax or E-mail, the purchase order is sent to ActFax for processing.
If you select Print, standard X3 logic is applied when the purchase order is printed.

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Automatic Shipment Generation (FUNAUTDLV)

A new checkbox, Active Fax, is added to the Automatic Shipment Generation screen. This will
allow the Packing Slip to be faxed or e-mailed using ActFax. This new field will work in
conjunction with the Packing Slip field. If you:
check the Packing Slip box, the Active Fax checkbox is enabled.
check the Active Fax box, the system will use the ActFax settings to manage the
printing of the Packing Slips.
check the Packing Slip box but not the Active Fax box, the system will print the
Packing Slips using standard X3 logic.

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Automatic Order Invoicing (FUNAUTINVO)

A new checkbox, Active Fax, is added to the Automatic Order Invoicing screen. This will allow
the Invoice to be faxed or e-mailed using ActFax. This new field will work in conjunction with the
Invoice field. If you:
check the Invoice box, the Active Fax checkbox is enabled.
check the Active Fax box, the system will use the ActFax settings to manage the
printing of the Invoice.
check the Invoice box but not the Active Fax box, the system will print the Invoices
using standard X3 logic.

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Automatic Shipment Invoicing (FUNAUTINVD)

A new checkbox, Active Fax, is added to the Automatic Shipment Invoicing screen. This will
allow the Invoice to be faxed or e-mailed using ActFax. This new field will work in conjunction with
the Invoice field. If you:
check the Invoice box, the Active Fax checkbox is enabled.
check the Active Fax box, the system will use the ActFax settings to manage the
printing of the Invoices.
check the Invoice box but not the Active Fax box, the system will print the Invoices
using standard X3 logic.

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