Office Automation and Messaging

Objective

To improve work flow communication and response times, both internally and externally, through the use of e-mailing and faxing directly from within SYSPRO. In addition, the Event Management feature can automatically notify key people of critical events or run a program, thus accelerating action on these important issues.

The Value of SYSPRO Office Automation

• E-mail on-line or in batch: customer statements, purchase orders, invoices, account information and other reports
• E-mail SYSPRO reports internally or externally
• Messages are saved in Microsoft Exchange In/Out box or any MAPI compliant product (i.e. Lotus Notes)
• Uses the Microsoft Exchange Address Books to ensure accurate delivery of messages and reports
  
• E-mail messages are triggered by event management
• Uses word templates for document forwards

Integration

• Integration to Microsoft Fax, WinFax Pro or any other MAPI compliant product provides the means to optionally fax:
  • Purchase orders at the point where the purchase order print has been entered
  • Remittance advices and purchase orders to separate fax numbers
  • Sales order documents at the point where the sales order document has been entered
  • Customer statements from the A/R Statement Print function
  • Fax documents are saved to Microsoft Exchange where they are queued for faxing
• Office Automation requires Microsoft Exchange or Outlook
• MS Word required to fax or email documentsEvent Management
• Allows SYSPRO to monitor events in the system as they happen and automatically inform one or more people about the event
• Events can trigger e-mail, run another SYSPRO program, run another application, or write to a log file for later review
• Customize triggers with effectivity dates
• Place standard variables in the command line to specify desired events
• Conditional logic adds intelligence to notfication i.e. only the buyer of that iem is emailed

Audit Trails and Reporting

• All events are automatically saved to a log file which can be queried on-screen and printed

Sample Events

• Stock on hand negative
  
• Stock less than safety or minimum
• Stock above maximum
• Goods receipt
• Bank balance less than specified parameter
• Customer balance is greater than the percentage of allowed credit limi
• Supplier balance greater than specified parameter
• Job costs exceed expected
• Lot quantity on hand falls to zero
• New stock item added
• Customer now within credit limit
• Sales order released from credit check
• Access security breach attempt
  
• General Ledger YTD actual greater than YTD budget by specific percentage
• New supplier added
• New customer added
• Requisition routed to another user
• Estimate available for use
• Security breach attempt