Faxing Through Savance Enterprise

Overview

This document will explain how to set up and use Faxing in Savance Enterprise. Currently, Savance Enterprise only integrates with RingCentral for faxing. Once you have set up an account with RingCentral, you can set up faxing on the server and begin using it in Savance Enterprise.

Server Setup

Before getting started with Faxing, an administrator will have to set it up on the server. To change faxing settings, go to Management > Settings > Fax from the server. This will bring up the following window:

First of all, you will want to make sure that the fax option is enabled. Currently, the only provider available for integration is RingCentral, so that does not need to be changed. The URL for RingCentral is https://service.ringcentral.com/faxapi.asp (this should be available by default). The username/ password is your information for RingCentral (make sure the username is your fax number preceded by a 1). You can also configure how many times Savance Enterprise will try to resend a fax transmission if it fails and how long to wait between each attempt.

In order to get an API access token issued from RingCentral, you must hit the Send Test Fax button, enter a fax number, name, and document, and hit OK. You will be prompted to put in the RingCentral credentials that the customer uses to log into the online portal to complete the process.

If a current access token happens to get revoked at any point, you will need to come into here, hit Revoke, and then hit Send Test Fax and enter the credentials again to obtain a new access token.

Faxing a Quote/Order

In the Order Entry screen, you can fax the current order by clicking the Fax icon button at the top.

This will bring up the Fax Manager screen. By default, the fax will be sent to the fax number selected in the order, but this may be changed if necessary.

Once you click Send, you will be prompted with what format to use. Select a format and then click Yes.

Once you do this, the fax will be sent to the selected number. A window will pop to show that the fax is processing, and you will be notified once the fax is sent.

It is possible to automatically send a fax during different actions. For a customer, this includes the following items: Invoice, Shipment, Statement, or Customer Credit. For a vendor, this includes these items: PO, Remittance Advice, and Rebate Claims.

You can select the defaults for faxing during these actions by going to the ‘Delivery Methods’ tab of the Account/Vendor Manager (once you have searched for an account/vendor). The example seen below is for the Account Manager.

As you can see above, you can check the Fax box on the right in order to send a fax out each time one of the selected documents is generated. You may add any number of fax numbers by clicking on the binoculars icon. For example, every time an invoice is generated for this customer, the "Savance Build" user will receive a fax.

When you click the binoculars icon to add users, the Search and Select Contacts window will come up, as seen below.

By default, you will be able to search for all of this account's contacts (which are configured in the Contacts tab of the Account/Vendor Manager). You can add a contact by selecting the user and clicking the down arrow. All users on the bottom list will be sent a fax. If you would like to add a contact from another account, uncheck the checkbox at the top and type in the account you would like to search. You can also select System Users at the top if you would like to add a Savance Enterprise user in your organization.

Once you close this window and save your changes in the Account/Vendor Manager, a fax will be sent out for each of the specified actions and to each of the users, you selected. However, let's say that for a particular invoice (or certain other documents) you do not want a fax to be sent out. Or vice versa: you do not have the customer set up for faxing, but you do want to send a fax for this one document. This can be changed for each document. For example, if I have a shipper that has been delivered and is waiting to be invoiced, you can change these settings in the Invoicing tab, as seen below:

You can check or uncheck the Fax box to override the defaults specified for this account. You can also change the users being faxed by clicking on the corresponding "..." button. Once you check the Invoice box, a fax will be sent out to all the selected contacts if the Fax box is checked.

Dispatch Queue

If you would like to view all faxes, you can view them from the Dispatch Queue. You have two options to view all documents in the Dispatch Queue. First of all, you can view the Dispatch Queue from the server so that you can see what was processed directly from the server. Simply go to Dispatch > Processed and change the Type to Fax to see all faxed documents.

You can also search for faxes from the app by going to Documents > Dispatch Viewer. Change the Type to Fax in order to only view faxes. You also have the option to search for a specific Order #, Sales Owner, etc.

A third option is to view the dispatch for a specific document, which will only show documents that apply to the given document. For example, let's say you have created an invoice. In the Dispatch tab, you will see the Dispatch for this invoice.

If no fax was sent out during an invoice, shipment, etc, then a "Canceled Fax" will show up in the Dispatch Queue. This simply allows you to send a fax later if necessary. For example, let's say you created an invoice and did not fax anything. Then the customer calls and says that they would like the invoice faxed to them for some given reason. To send them the fax, you would "resend" the canceled document. This can be done by right-clicking the fax and selecting Resend Fax.

If you want to enter a new or the same fax number you can do this when you are about the resend the fax.