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Paperless Office: Direct Deposit Stubs PR-1120

Overview This Extended Solution to the standard MAS 90 MAS 200 Payroll module allows you to generate Direct Deposit stubs as PDF documents.

Additional functionality is available if you have LM-1019: Paperless Office: Electronic Forms Delivery installed and enabled.

Installation Before installing this Extended Solution, please verify that the version level(s) printed on the CD label are the same as the version level(s) of the MAS 90 MAS 200 module(s) you are using. For further information, please see the Upgrades and Compatibility section below. Check your Shipping Manifest for a complete list of Extended Solutions shipped. For detailed installation instructions, please refer to the Sage website at: http://support.sagesoftwareonline.com/mas/extended_solutions/main.cfm Installing Your Extended Solutions under Windows From a CD If you have the autorun function turned on for your PC, the installation program will start up automatically. If not, find the autorun.exe file on your CD-ROM drive and double-click it to start the installation program. Follow the on-screen instructions. From the Sage FTP site When your Extended Solution is ready to be downloaded, you will receive an email from ‘[email protected]’ telling you that it is ready. The email will contain the Customer Name, Cross Reference, a case-sensitive Password, a link via which you can download your Extended Solution, instructions, and a Shipping Manifest. If you have any problems with this order, please email [email protected] and we will assist you during normal business hours. Extended Solutions Control Center Installing any Extended Solution will add an Extended Solutions Control Center to the MAS 90 MAS 200 Library Master Utilities menu. When you open the Control Center, the following options will be available: • Extended Solutions Manuals • Remove Extended Solutions • Unlock Extended Solutions • Merge Installation Files • Extended Solutions Setup options

Sage Software, Inc. • 888-856-2378 • www.sagesoftware.com/mas90/extendedsolutions/ 2005 Sage Software, Inc. All rights reserved. PR-1120 (Revised 12/05)

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Custom Office If you customize your MAS 90 MAS 200, then you must run the Update Utility every time you install this Extended Solution. Setup Once the disk is installed, you will need to access the Payroll options screen. After the standard MAS 90 MAS 200 option screens have been displayed, a Setup screen for this Extended Solution will appear. Check the ‘Enable Extended Solution’ box to activate this Extended Solution (Figure 1). The manual for this Extended Solution, if it has been installed, can be viewed by clicking the ‘Manual’ button next to the ‘Enable Extended Solution’ check box. It can also be viewed via the Extended Solutions Control Center (see Installation, above).

Figure 1

Answer the following prompts under the ‘General’ tab (Figure 1): MAKE STUB VIEWER AVAILABLE TO EMPLOYEES: Check this box to make the Stub Viewer available to Employees on the Paperless Office Employee Self Service screen. The Employee Password and E-mail Maintenance will be allowed regardless of whether or not you check this box. The following prompts are only available if you have LM-1019: Paperless Office: Electronic Forms Delivery installed and enabled.


FROM E-MAIL ADDRESS: Enter the e-mail address from which you would like to send Direct Deposit stubs in PDF format. SUBJECT LINE TEXT: Enter up to 100 characters to appear in the Subject line of the e-mail sent from the above address. E-MAIL STUBS DURING CHECK REGISTER UPDATE: Check this box to e-mail stubs in PDF format to employees during check register update. Leave it unchecked if you wish to manually send the stubs via the Viewer (see Operations below) PRINT STUBS IF NO E-MAIL: Check this box to print stubs if the employee e-mail address is blank.

Figure 2

Answer the following prompts under the ‘Document’ tab (Figure 2): DIRECTORY: Select a directory where the PDF documents will be placed.

If you are running MAS 200, you should use UNC names, as opposed to drive letters. If you do use a drive letter, be certain that the path is valid and points to the same location on both the workstations and the server.

DEFAULT EMPLOYEE PASSWORD TO: Select ‘Social Security Number,’ ‘Random,’ or ‘Blank.’ SUPERVISOR PASSWORD: Enter a password.


On this screen, if you have specified ‘Social Security Number’ or ‘Random’ for the Default password option, you will see a ‘Generate Passwords’ button. When you click this button, the program will generate a password for all Employees who currently have a blank in their ‘Password’ field. ‘Random’ will generate a random password that is between 6 to 10 characters and contains at least one number and one character. ‘Social Security Number’ will set the password to the Employee’s Social Security Number. ‘Paperless Office Stub Viewer’ will be added to the Payroll Direct Deposit menu as an Inquiry task. ‘Paperless Office Employee Self Service’ will be added to the Payroll Direct Deposit menu as a Setup Option task. ‘Employee Self Service’ will be added to the Library Master menu as a Setup Option task. Please review your security setup in Role Maintenance and make appropriate changes. You should visit this Setup screen after each upgrade or reinstallation of this Extended Solution. Operation Employee Maintenance You will have access to a new Paperless Office button on the Direct Deposit screen (Figure 3) to maintain a Password and E-mail Address for the Employee (Figure 4): Figure 3

Figure 4


PASSWORD: This can be up to 9 characters and will default to what was specified in Setup. If you chose ‘Social Security Number,’ then it will be the employee’s Social Security Number, without the dashes. This field is case sensitive.

Since the Password is stored as an encrypted field, importing of passwords is not supported by this Extended Solution.

It is highly recommended that Employee’s Passwords be set prior to PDFing any Direct Deposit stubs. If the password is left blank and the stub is delivered electronically, then the Check Stub attachment can be accessed by anyone with access to the Employee’s e-mail.

If LM-1019: Paperless Office: Electronic Forms Delivery is also installed, then you will have access to the following prompt and ‘E-mail Password’ button: E-MAIL ADDRESS: Enter the Employee’s e-mail address. E-MAIL PASSWORD button will send an e-mail to the Employee notifying them of their password. If the Employee does not have an e-mail address set up, then the Direct Deposit Stub will either be e-mailed to the ‘From Address’ in Setup or they will print as part of the check run when ‘Print Stubs if no email’ was selected in Setup. The Checks tab of Employee Maintenance has been modified with a Viewer button (Figure 5), which when clicked, will open a window displaying all Direct Deposit Stubs that currently exist in the log file for this employee. They will see the same columns as are detailed in the menu option ‘Viewer.’ (See below.)

Figure 5


Paperless Office Employee Self Service This option is available from either the Library Master ‘Paperless’ menu or from the Payroll ‘Direct Deposit’ menu. After an employee enters his/her Employee Number and Social Security Number, the program will check the status of the Password. If blank, the program will return ‘This option is not available to Employees with a blank password.’ If the current password is not blank, the Employee will be prompted for his/her password (Figure 6): The employee will be able to view his/her current E-mail Address and change it. The employee will also have access to the ‘Change Password’ button. When ‘Change Password’ is selected, the employee will be prompted to enter a New Password (entry in $) and to enter the new password again (Figure 7).

Figure 7

Figure 6

Clicking ‘OK’ will exit this pop up and will change the Employee’s password in Employee Maintenance.


If the Setup question to ‘Make the Stub Viewer Available to Employees’ is checked, and the password is not the same as their SSN, then an additional ‘Stub Viewer’ button will be available. When the button is clicked, the employee will be able to view a list of his/her Direct Deposit Stubs (Figure 8). The Employee can click on any column heading to re-sort the entries. Only one document may be selected for viewing at a time. The Employee will need to enter the password with which it was PDFed with in order to view it. Figure 8

Direct Deposit Stub Printing Direct Deposit Stub Printing (Figure 9) has been modified with the Paperless Office button. When you click this button, you will be prompted for your Paperless Office Processing preference (Figure 10). The options are: Print & PDF Print Only PDF Only If LM-1019 is installed and enabled, then this will default to ‘PDF Only.’ If LM-1019 is not enabled, then it will default to ‘Print & PDF.’


Figure 9 Figure 10 When ‘Print and PDF’ is selected, the program will create a PDF of each Stub in addition to printing it to the specified printer. When ‘Print Only’ is selected, then all processing will be standard MAS 90 MAS 200 When ‘PDF Only’ is selected, then no paper copy of the stub will be produced unless ‘Print Stubs if no E-mail’ was checked in Setup. In this instance, the PDF stubs will automatically be printed for each employee whose e-mail address is blank rather than emailed to the supervisor. Stubs that are printed to PDF will be set with the Supervisor Password and with the Employee’s password (if one exists). The document will be named Employee Number + Stub Number + Sequence Number and placed in the location specified in Extended Solution Setup.


If you have LM-1019: Paperless Office: Electronic Forms Delivery installed and enabled and you elected to ‘E-mail Stubs During Check Register Update,’ then each Stub will be e-mailed to the e-mail address maintained for that Employee as part of the update. If you left that question unchecked, then you will need to e-mail the stubs from the Viewer. Paperless Office Stub Viewer This option will be available on the Direct Deposit menu. When accessed, you will be presented with a listing of all records which currently exist in the log file (Figure 11). The Column headings will be:

Check Date Employee Number Stub Number Sequence Number User ID System Date/Time Acct Date Exists?

Updated? (was this check entry updated?) E-mailed? (has it been e-mailed?) E-mail Address Sent to

Path & Document Name You can click on any column heading to re-sort the entries. Only one document may be selected for viewing at a time. You will need to enter either password it was PDFed with in order to view it. You can define a Check Date From-To range of stubs you wish to view. The From Date defaults to 30 days prior to the current Accounting Date and the To Date defaults to infinity. Click the ‘Refresh’ button each time you change the dates to update the screen.

Figure 11


If you have LM-1019: Paperless Office: Electronic Forms Delivery installed and enabled, two Send buttons will be available the right of the Viewer: SEND ALL UNMAILED: When you click this button, an e-mail will be generated for each entry in the log file with the E-mailed flag is set to ‘N’ and the Exists flag is set to ‘Y.’ As e-mails are sent, the log file will update the E-mailed flag to ‘Y.’ SEND SELECTED: When you click this button, the program will e-mail all of the entries highlighted in the Viewer at that time, as long as the Exists flag is ‘Y.’ As e-mails are sent, the log file will update the E-mailed flag to ‘Y.’ Moving Documents When the ‘Move’ button (Figure 12) is clicked with documents highlighted, you will be prompted for the new path for the documents (Figure 13).

Figure 12 After you have selected the directory location for the documents, press Proceed to begin the Move process. If you have not selected any documents in the viewer, then it is assumed that you want to move all of the documents currently listed in the Viewer. You will be warned and asked if you want to continue (Figure 14. To move all the documents currently displayed in the viewer press ‘Yes’.

Due to interpreter limitations, you should select no more than 100 documents at a time for moving.

Figure 13 The program will attempt to move all of the selected documents that it can, and will reset the path for those documents.


If ‘Exist’= No then no document will be copied, but the path will be changed (this assumes it has already been moved).

Period End Processing The PDF log and its corresponding PDFs will be purged when Period End Processing, Purge Perpetual Payroll History files, are purged. Report Master/Visual Integrator The files listed below have been added or changed in the Data Dictionary by this Extended Solution for Visual Integrator purposes. New File: Field: PR.EMPL_II All Fields PR.DD_LOG All Fields The Data Dictionary may contain other files and data fields that are not available without their corresponding Sage Software Extended Solutions installed. Note: The Report Master module is not supported in MAS 200 SQL. Crystal Reports and the ODBC Dictionary The files listed below have been added or changed in the ODBC Dictionaries by this Extended Solution for Crystal Reports purposes. File: Description Field: PR_A1 EmployeeMasterfile2 E-mailAddress EmployeePassword PR_PD Paperless DD Stubs Log All fields Be aware that the ODBC Dictionaries may contain other files and data fields that will be unavailable without their corresponding Extended Solutions installed. What’s New With the 2-15-05 release:

• Added setup 'Print Stubs if no E-mail'. • Added the following to the Viewer:

maximum 8000 record restriction Move button Date Range fields


Upgrades and Compatibility The installation CD is labeled with the version of the MAS 90 MAS 200 module for which this Extended Solution was prepared. This Extended Solution will check its compatibility with the appropriate MAS 90 MAS 200 modules and will be disabled if an incompatibility is found. If you upgrade your MAS 90 MAS 200 modules, this Extended Solution must be upgraded as well. Your MAS 90 MAS 200 dealer can supply this upgrade. Documentation Only changes made by the Sage Software, Inc. to the standard operation of Sage Software, Inc. MAS 90 MAS 200 have been documented in this manual. Operations not documented in this manual are standard procedures of MAS 90 MAS 200 processing. Standard MAS 90 MAS 200 processes, data entry screens, inquiry screens, reports, updates, etc., have not been changed unless addressed in this document. Parts of this document may refer to the Specific Purpose Rule. When referenced, the described feature was developed for a specific client to its specifications and may not conform to generally accepted MAS 90 MAS 200 standards and procedures. These features may or may not benefit you in your application of MAS 90 MAS 200. Acknowledgments © 2005 Sage Software, Inc. All rights reserved. Sage Software, MAS 90 and MAS 200 are registered trademarks or trademarks of Sage Software, Inc. All other trademarks are the property of their respective owners.


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