The average office worker uses a staggering 10,000 sheets of copy paper every year, according to statistics from the U.S. Environmental Protection Agency. Other studies have shown a typical employee spends 30-40 percent of his or her time looking for documents. Imagine if you could recapture even half of that lost time.
If that’s not bad enough, there’s a more tangible cost associated with storing all that paper. A four-drawer file cabinet takes up nine square feet of floor space, costing an average business $1,500 per year. The contents of that file cabinet, stored electronically, would fit on a flash drive the size of your thumb.
It’s clear that maintaining a paper trail is expensive, inefficient and cumbersome. Fortunately for Sage 100 ERP users, there’s a better way—the Paperless Office module. The functionality of this powerhouse is built into your software, so there’s no reason not to begin saving time, money and space! Here’s a brief look at how to get started.
Enabling Paperless Office for Sage 100
1. Select Library Master main menu | Company Maintenance. Here you will define the email server and fax printer for each company you are using.
2. Select Library Master main menu | Role Maintenance. In the Role Maintenance window, set up the appropriate security and module options for user roles in Paperless Office. This lets you limit who can print and view tasks.
3. Select Paperless Office setup menu | Paperless Office Options. Here you’ll indicate which documents you’ll be saving to PDF. By module, you can select from Forms, Reports, Journals and Registers and Period End Reports. Note: You’re not committing to PDF format when you select this option, but without this selected, you will not have Paperless Office capabilities for the task. For example, to enable the ability to email and store PDF copies of sales orders and invoices, select the Forms check box. You also can select options such as whether to load all data when accessing a PDF document viewer or whether to keep only the last copy of saved PDF documents.
Set Up Delivery & PDF Options
Now you’ll set up the individual document types you enabled in Paperless Office Options. You can set up options for specific documents, for all documents of that type in a particular company or module, or for all modules and/or all companies.
Tip: When selecting a directory path/folder structure for storing your Paperless Office files, don’t select a location specific to the Sage 100 ERP version you are running, as it can complicate upgrades.
- To set up journals and registers, select Paperless Office Setup menu | Journal and Register Maintenance. The Journal and Register Maintenance window lets you set up options for storing PDF copies of journals and registers.
- To set up period-end reports, select Paperless Office Setup menu | Period End Report Maintenance. The Period-End Report Maintenance window allows you to set up options for storing PDF copies of period-end reports.
- To set up all other standard reports, select Paperless Office Setup menu | Report Maintenance. The Report Maintenance window allows you to set up options for storing PDF copies of reports accessed from all modules set up in the system.
- To set up forms such as invoices, statements and sales orders, select Paperless Office Setup menu | Form Maintenance. The Form Maintenance window allows you to set up options for emailing, faxing and storing PDF copies of documents. You also can set up options for payroll direct deposit stubs.
Tip: A typical file structure for storing your Paperless Office files is to create a main Paperless Office folder, company-specific folders beneath that and individual module folders beneath that. You can break the structure down further if you like, e.g., separating journals from forms, although this is not necessary as the viewer will only show you the files you’ve asked for and are authorized to view.
Set Up Default Email & Fax Messages
Head to Electronic Delivery Message Maintenance. Here you’ll specify the default message and subject text for your electronic messages.
1. To set up customers, select Accounts Receivable main menu | Customer Maintenance. In the Customer Maintenance window, select the customer and click “Paperless.”
2. In the Paperless Office Delivery Options window, select whether to print, email and/or fax PDF forms for this customer.
3. If you selected email or fax documents, set up specific delivery options and delivery recipient information on the Email and Fax tabs. Click “Accept.”
1. Select Accounts Payable main menu | Vendor Maintenance. In the Vendor Maintenance window, select the vendor and click “Paperless.”
2. In the Paperless Office Delivery Options window, select whether to print, email and/or fax PDF forms for this vendor.
3. If you selected to email or fax documents, set up specific delivery options and delivery recipient information on the Email and Fax tabs. Click “Accept.”
Tip: You can associate other PDF documents with any Paperless Office document. For example, perhaps you want to associate a copy of a vendor contract with each vendor invoice. Select “Prompt for Associated PDFs” in Paperless Office setup.
1. Select Payroll main menu | Employee Maintenance. In the Employee Maintenance window, select the direct deposit employee, and click “Direct Deposit.” In the Direct Deposits window, click “Paperless.”
2. In the Paperless Office Delivery Options window, select whether to print and/or email direct deposit stubs for this employee. NOTE: Direct deposit stubs cannot be faxed.
3. If you selected to email documents, enter the employee’s email address. Click “Accept.”
Tip: Paperless Office allows you to indicate a password is required for opening specific types of documents. It’s a good idea to password protect employees’ direct deposit stubs. One option available is to set the password to each employee’s SSN.
General Ledger, Accounts Receivable, Accounts Payable and Payroll aren’t the only modules that can benefit from Paperless Office functionality. You can gain the same efficiencies in Job Cost and Purchase Order. The setup process is substantially similar.
There’s much more to Paperless Office for Sage 100 ERP than is covered here. Much is self-explanatory as you work your way through the setup. We’ve put together an informational video that goes into greater detail about the setup process and ongoing use of Paperless Office. As always, contact us with your questions.