How to Use Sage 100 Paperless Office to Print & Retrieve Registers

Save costs by using Sage 100 paperless office to print and retrieve registers.

Are you tired of all the paper and ink you are wasting by printing all the update/posting registers required in Sage 100? Have you ever wanted to go back and find a register that a staff member updated, only to discover that it was lost or thrown out?  Reduce paper & ink costs and permanently store your documents in PDF format.

View this Sage 100 step by step software tip with individual screen shots below.

Step 1: Set up The Paperless Office module.

• Go to Modules > Paperless Office > Setup > Paperless Office Options.

• Check the Box for “Journals and Registers”.

Note: Forms Reports and Period End Reports will be covered in other DWD Sage 100 Tip articles.

• Click “Accept”.

• Go to Modules > Paperless Office > Setup > Journal and Register Maintenance.

This is where you define what registers and journals will be kept in PDF format and the directory where documents are that will be stored.

In the example below, we are using ALL for the company code, module code, and ALL documents; therefore, all registers and journal will be stored as a PDF in a single location. Chose YES to auto-create all documents so PDF’s will be created without any user prompts.

• Company Code – Choose the company code (or use all companies).
• Module Code – Enter the module code to define the journal and register PDF settings, or click the Lookup button to view all modules set up for the company entered in the Company Code field. Only modules that have journals or registers associated with them can be selected. Type “ALL” to define PDF settings for all modules in the selected company.
• Document – Select the journal or register to define PDF settings. This field displays all journals and registers for the company and module selected. Select All Documents to define PDF settings for all journals and registers in the selected company and module. If you select ALL in the Module Code field and then select a journal or register for a specific module, the Module Code selection will be changed to reflect that specific module.
• PDF Directory – Enter the full path of the folder to use for storing the journal or register in PDF format, or click the Browse Directory button to browse to the folder. NOTE: Use a fully qualified UNC path to a shared directory on the server – users that update registers in Sage will need to have sufficient rights to this directory.
• Auto Create PDF – Select whether to automatically create a PDF document when printing the journal or register.
  • Select “Prompt” to display a message prompting you to create the PDF document when the journal or register is printed.
  • Select “Yes” to automatically create a PDF document every time the journal or register is printed.
  • Select “No” if you do not want to automatically create a PDF document when the journal or register is printed.
• Password Protect – Select whether to password-protect PDF documents created for the journal or register. Password protection requires the entry of a password to view the PDF document after it is created. This field is available only if Prompt or Yes is selected in the Auto-Create PDF field.
  • Select “Prompt” to display a message requiring you to define a password each time the PDF document is created.
  • Select “Yes” to always password-protect the PDF document with the password entered in the Password field.
  • Select “No” to create the PDF document without password protection.
• Password – Type the password that will be required to view the PDF documents created. You can type up to 32 characters. This field is available only if Yes is selected in the Password Protect field.
• Confirm Password – Re-type the password.

Once you have completed the setup, when updating registers users will create PDF documents (based on your settings above). Users still click on the “Print” button when updating journals; however, a PDF document will be opened on their screen and nothing will be sent to the printer.

Sage will automatically record the name/time and location of this PDF document so you can easily retrieve any PDF document in the future. You do NOT need to remember where all the documents are stored on the server.

Step 2: Retrieving a saved PDF document. 

If you want to go back and find or reprint a register that was updated after paperless office was set up you will just go to:

• Modules > Paperless Office > Main > Journal and Register Viewer.

• A window will display a default date range that will include documents dated within the last 30 days.  If you don’t see your document, you can use the Binocular Icon on the right to search for the document you’re looking for.

• Highlight the document you need, and you can:
  • Open the document by pressing the button (you can then print the document if you like).
  • Email the document by clicking on the button (email information can be set up in company maintenance).

If you have questions regarding remit to address, please contact our Sage 100 support team at 260.423.2414.

Register for our Sage 100 newsletter today!

Copyright 2024 DWD Technology Group | All rights reserved. This article content may not be reproduced (in whole or in part), displayed, modified or distributed without express permission from the copyright holder.