SpendMap User Guide (v14.5)

Field

Description

Default Com Port

•Select the COM port that your fax modem is connected to.

•If you are using locally installed fax modems (i.e. on each workstation) as opposed to a single fax server, this setting can be specified for each workstation in Workstation Configuration Settings.

Number of retries

•If using a fax server, enter the number of retries in the case of a failed fax attempt (e.g. busy signal), from 0-9 times, before the fax is logged as an error to the Fax Log.

•If your fax modem is installed locally, failed faxes will be logged as errors to the Fax Log immediately (i.e. with no retries).

Retry wait time

•If you specified a number of retries in the previous setting, enter the delay, in seconds, before the next retry. For example, in the case of a busy signal you may want to wait a bit before retrying.

Check for Faxes

•If using a fax server, enter the frequency, in seconds, to check for pending faxes. You may want to set this higher during normal system use but lower (i.e. more frequently) during initial setup and testing.

Default modem initialization string

•To override the system's default modem initialization string, enter a new fax modem setup string.

•If you are using locally installed fax modems (i.e. on each workstation) as opposed to a single fax server, this setting can be specified for each workstation in Workstation Configuration Settings.

•This setup string should be used in the event of repeated fax errors (especially the "General unspecific error" message). Normally, these errors occur because flow control has not been enabled for your fax modem. To enable flow control, you must enter the setup string for your specific modem to enable flow control. You can obtain this information from the web site of your modem manufacturer, your modem manual, or by visiting www.modemhelp.org.

•The default fax modem setup string is:  AT&FE0V1&C1&D2S0=0

•For this setup string to take effect, SpendMap’s faxing engine must be shutdown and re-started. To ensure your setup string has taken effect, re-start your computer.

Default dialing prefix

•Dialing prefixes are used when additional numbers must be dialed before the actual fax numbers (e.g. “+9” to get an outside line, “+1” for long distance, etc.). If so, you can either include the prefixes in the actual fax numbers that you specify in the Supplier Master File, or you can enter the fax numbers without the dialing prefixes in the Supplier Master File and use the Fax Rate Type field to indicate whether the fax number is local, long distance or international.

•If you use the Fax Rate Type field in the Supplier Master File (as opposed to including the dialing prefixes in the fax numbers themselves), enter the dialing prefix for local, long distance and international numbers here and the system will add the number(s) onto the beginning of all fax numbers at the time that faxes are sent. That way, if the prefixes ever change in the future, you can change them here, rather than for each fax number for each supplier.

•If you are using locally installed fax modems (i.e. on each workstation) as opposed to a single fax server, these settings can be specified for each workstation in Workstation Configuration Settings.

Fax resolution

•High – better appearance but longer to transmit each fax

•Low – faster to transmit each fax but documents will not be as clear/crisp.

Fax dithering

•Select option 1 unless instructed by SpendMap Tech Support.

Printable rows

•By default, reports that are faxed will contain 59 lines of information (data) per page, plus any applicable margins. To increase or decrease the number of lines per page, enter the applicable number of lines here.

Boilerplate Code:

•You can add additional text/instructions to the system-generated fax cover pages by selecting a Boilerplate that contains the applicable text.

•When POs and other documents are sent by fax, SpendMap will generate and send the fax without manual intervention, that is, you will not be able to type a message (other than any comments that appear on the PO itself). Therefore, the boilerplate might include something like "Please process the following order(s) and reply with receipt confirmation...", etc.

•The fax cover page will also include various pieces of information by default, such as the date, number of pages, recipient (company name, contact and fax number) and sender (your company name and the name, fax and phone number of the user who processed the fax).

Fax log delete option

•This affects how/when faxes are deleted from the Fax Log.

Button

Description

FORCE MODEM RESET

•SpendMap will initialize your modem only when the first fax is sent. Therefore, whenever something related to the modem is changed (e.g. install a new modem, change ports, etc.), you can use this button to reset your modem. This will instruct SpendMap to re-initialize the modem the next time the fax software is run.

•If you are using a fax server (as opposed to locally installed fax modems), you can only use this button on the fax server itself (but not from the individual workstations running SpendMap).