Documentation Aptean Equipment DMS x Continia Document Output

Aptean Equipment DMS x Continia Document Output connects our ERP solution with Continia Document Output and allows you to send, print, or save business documents directly from the familiar pages. For this purpose, several features have been added for trade-ins and purchase documents, which significantly simplify daily workflows. This chapter is divided into the following sections:

• Introduction
• Trade-Ins
• Warehouse Shipments
• Service Worksheets
• Archived Worksheets in Service Invoices
  • Customer Setup
  • Manual Actions in Posted Service Invoices
• Attaching Checklists to service documents
• Aptean Equipment DMS Email Template Import

Introduction

With Aptean Equipment DMS x Continia Document Output, you can:

• process trade-ins, posted trade-ins and posted trade-in receipts via Continia Document Output.
• post warehouse shipments and simultaneously print the receipt or send it via email via Continia Document Output.
• automatically attach archived worksheets as attachments to posted service invoices via Continia Document Output.
• send archived worksheets directly to the customer from the posted service invoice via Continia Document Output.
• process worksheets directly via Continia Document Output.
• attach checklists to service documents via Continia Document Output.
• import predefined email templates into our ERP solution.

Trade-Ins

The trade-in module in our ERP solution manages the purchase and processing of used machinery and vehicles. This app provides comprehensive Continia Document Output support for the trade-in workflow and is available on the following pages and cards:

• Trade-Ins
• Posted Trade-Ins
• Posted Trade-In Receipts

The Continia Document Output FactBox on the right side of the trade-in list displays the following information:

Warehouse Shipments

When posting warehouse shipments using the Microsoft Dynamics Business Central inventory module, you can now send or print the delivery note directly from the warehouse shipments page. The functions are available on the following pages and cards:

• Warehouse Shipments
• Posted Warehouse Shipments

The Continia Document Output FactBox on the right side of the warehouse shipment list displays the following information:

In addition, the following actions are available:

The warehouse shipment is linked to the related sales order. When you use a Continia Document Output function, the app automatically identifies the corresponding sales receipt and uses it as the source for the email or print. This ensures that the document your customer receives matches exactly the document posted in the sales module.

Service Worksheets

Worksheets are used in our ERP solution to document the service work performed on a service item (machine or vehicle). This app adds the following Continia Document Output functions to worksheets, allowing you to send the documentation directly to the customer:

In addition, the Continia Document Output FactBox on the right side of the worksheet shows the Worksheet Recipient.

Archived Worksheets in Service Invoices

When a service order is invoiced, our ERP solution archives the corresponding worksheets. This app allows you to attach these archived worksheets as PDF attachments when the posted service invoice is sent via Continia Document Output. In addition, the Continia Document Output FactBox for the posted service invoice shows the Worksheet Recipient field, so you can verify the recipient at a glance.

Customer Setup

To automatically attach the archived worksheets when sending a service invoice, you must first activate this function on the corresponding customer card. To do so, proceed as follows:

• Use the quick search (ALT+Q) to find the Customers page.
• Open the customer card of the relevant customer.
• Navigate to the Shipping FastTab.
• Activate the Send Service Worksheet toggle switch.

If this setting is activated, the archived worksheets are automatically generated as PDFs and attached to the outgoing email via Continia Document Output when a service invoice is processed. If the Merge all reports to one document option is activated in the Continia Document Output email template for service invoices, all individual worksheets for the invoice are combined into a single PDF. Otherwise, each worksheet is attached as a separate file.

Manual Actions in Posted Service Invoices

With Continia Document Output, you can also manually process the archived worksheets in the lines of the posted service invoice. The following actions are available:

Attaching Checklists to service documents

With this feature, the user can attach checklists to posted service invoices, posted service credit memos, or worksheets when sending them via Continia Document Output. For this purpose, the Print Checklists field on the customer card is used to specify which checklists are automatically attached to a document when it is sent via Continia Document Output.

If the Merge all reports to one document option is activated in the Continia Document Output email template for the respective document, all created documents are combined into a single PDF. Otherwise, the checklist is attached as a separate file.

Aptean Equipment DMS Email Template Import

On the Email Templates page, you can import Aptean Equipment DMS email templates using the Import DMS Templates action without having to search for or create the template files yourself. The following templates are provided:

• Archived Service Worksheet
• Trade-In
• Activity Report