Migrating to Eclipse Forms

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1 Epicor Eclipse Migrating to Eclipse Forms Information for Eclipse sites to prepare for a migration to the Eclipse Forms printing solution. 3/15/2016

2 Overview Eclipse Forms is the standard printing solution for all new Eclipse installations. Businesses have been running Eclipse Forms very successfully and are happy with the solution. Eclipse is now ready to start migrating existing sites from our older forms solution to the new Eclipse Forms solution. Keys to success Understanding your existing configurations and processes Printing touches every aspect of Eclipse and your business process, from accounting to warehouse picking. Eclipse needs to work with you to understand your unique situation as it exists today. Customer involvement Eclipse requires a consultant/project manager on our side and we recommend a dedicated person on the customer side to answer questions, learn the new setup and configurations, and test the new printing solution. This requires a technical person who knows Eclipse and can get answers on business processes and network setup and configuration. This person must have bandwidth available to dedicate time and effort to this project. Employee input and buy-in Employees need to see the new forms and try working with them to give input and gain buy-in into the change. As part of the change in forms, we have found that sites often examine and change business processes to bring new efficiencies to the business. Eclipse requires you to purchase some time with a consultant for the migration. Migrating to Eclipse Forms Page 1 of 14

3 Benefits Eclipse Forms is branded third-party software that helps address high costs of developing and managing paper documents. Eclipse re-wrote forms printing to allow greater configuration without custom coding. We continue to add popular configurable options that are supported by the core forms package. If custom coding is needed, the code is more isolated, which greatly reduces integration charges upon upgrade. Modern looking forms with more formatting possibilities. Windows printer drivers, allowing use of greater range of printers. Easier setup of printers in Solar Eclipse, instead of using Unix printer setup. Reports can be ed in PDF, CSV, TXT, or Excel format (sends as.xml type document). New document for Order Summary which takes a snapshot of the entire order. PDF improvements o PDF archiving to keep a local copy of document (requires Imaging Companion product). o s can contain several invoices in one PDF, instead of one for each invoice. o PDFs are encoded, not an image, meaning that you can copy text from the PDF. o Print-to-PDF can create a PDF order document that a user can save or Highly configurable without custom coding. Sites are able to use standard forms and change configurations using control records. o Logos by branch o Order ID Barcodes on documents by form type o Footer Messages by branch by document, and footer text size o Check printing top, middle, bottom check form o Check signatures o Form Types similar to Print Styles, can configure columns using Eclipse dictionaries Default forms can be configured by form, by print, fax or o Form types have overrides available at the customer/vendor level, or order level o One form/one look for print, fax and . The document looks the same no matter how you process it, unlike our older solution which could be three or more different forms. Larger sites can purchase Designer to edit forms. Custom forms can be created to support line item barcodes, product images, and hyperlinks. Migrating to Eclipse Forms Page 2 of 14

4 Costs Contact Inside Sales for a quote on migrating to Eclipse Forms Quote estimates for Eclipse Forms: Licensing: Formscape license, plus monthly maintenance fees. Custom Forms Review: o Changes in your custom forms to enable testing of Eclipse Forms o Review all custom on your current forms, meet with you to review findings, develop list of custom you want to keep, addition quote will be developed for those changes. o Most sites opt to go live with fully standard forms, no custom! Professional Services consulting: 5 hour minimum, then per hour if more time and guidance is needed. o Helps with configuration and business process, helps keep project on track, can help as much or as little as needed o Setting up Eclipse Forms o Printers & Locations o Control Records o Test Printing o Review custom forms requirements with customer and developer Server Configuration Fee: o Mandatory, whether hardware is existing or purchased from Eclipse Eclipse Forms Server: o Similar to Eclipse Standalone Companion Server o Includes server, Windows license, Automated backup software o See server requirements, we may be able to use a VM on existing hardware. Migrating to Eclipse Forms Page 3 of 14

5 Note on Professional Services Consulting: Migration to Eclipse Forms involves customer involvement with the following internal departments: Sales Purchasing Systems Advanced Tech Support Custom Development Consulting Application Support Because of the interaction with multiple departments and customer coordination, Eclipse requires a Consultant to be able to track the customer Service Requests and keep the project and requests flowing through the process. New requests are often created for /print issues that may be related to servers, firewalls, etc. Consultants will also help with initial setup and configuration of Eclipse Forms for your locations, including: Setting up Eclipse Forms Maintenance screens Printers & Locations Control Records Test Printing Review custom forms requirements with customer and developer The above subjects often involve discussion around the customer s current business processes and how those processes will work with Eclipse Forms. Customers may want to evaluate and make changes to their existing process with the Consultant s help. Examples: Is the customer using Pick & Ship Flow? Is the customer using Shipping Ticket Status (T)? Is the customer using Close Counter Order? Is the customer using Companion Products: o Signature Capture o Carton Packing o RF Migrating to Eclipse Forms Page 4 of 14

6 Ready Checklist Review the following questions. If you can answer Yes to all of these questions, you are ready to begin the Eclipse Forms Migration process, and can submit your signed quotation. Description Are you on Release or higher? Ready Do you have at least one Solar Eclipse License? Do you have at least one laser printer in each branch? Have you reviewed and meet or exceed the Server Requirements? If no, please contact your Account Manager to discuss options Please provide information for one network printer that will be used as a Test printer for Eclipse Forms. This will not prevent you from printing to that printer through your normal business flow: IP Address: Printer Make & Model: # of Trays: Valid Eclipse Location to Assign to: Physical Branch: Server: Test Fax #: Address for test s: Migrating to Eclipse Forms Page 5 of 14

7 Server Requirements As of 05/26/2016 The Eclipse Forms server is a Windows server that handles document generation (print, and faxing). A separate Forms server is required for each Eclipse account that requires this functionality. This server should be dedicated for use by Eclipse Forms, and should not be used for Imaging or other purposes. The server may be virtual or physical hardware. OS: Windows Server 2008, Windows Server 2008 R2 and Windows Server 2012 Standard 64-bit (recommended) for Transform v6.0. (Windows Server 2003 no longer supported) CPU: 2 cores, Intel Xeon equivalent or greater RAM: 4 GB minimum Storage: mirrored OS volume; 50 GB or greater for software installation Current requirements are located at Migrating to Eclipse Forms Page 6 of 14

8 Business Process Evaluation These questions will help Eclipse take you through the migration process with little to no disruption to your business. Once you have completed this questionnaire, please attach it to the Service Request. Description How many branches do you have? Customer Response How many users do you have? How many of your users use Solar on a regular basis? Do you use the Warehouse Picking Confirmation process to move orders through to print stages? Do you use Close Counter Order in Solar? Do you use both Pick and Ship Tickets today? Do you print more than one copy of Pick or Ship Tickets to different trays or printers? Do you have the Job Management companion product? Do you have the RF companion product? Do you have the Imaging and/or the Signature Capture companion product? Do you have the Carton Packing companion product? Do you use Direct Through Stock orders? Do you use Kits? Lots? Cut Products? Do you print MICR info on Checks? (rare) Do you use T-Status orders? (very rare) Migrating to Eclipse Forms Page 7 of 14

9 Process Steps Eclipse Forms Installation & Preparation These are the tasks to complete prior to enabling Eclipse Forms for all users. Steps 1-6 will take coordination with Epicor. Your Consultant will help track the progress so that you are aware of completed tasks. Task Task Name Assigned To Completed 1 Create Service Request to Purchase Eclipse Epicor Account Manager Forms 2 Acquire licensing Epicor Purchasing 3 Setup Formscape server, run Eclipse Forms Setup utility, update Eclipse Forms Maintenance screen with server and folder information Epicor Systems 4 Add printers to server Customer/Consultant 5 Review business process questionnaire with Customer Epicor Consultant Eclipse Forms Setup & Training Your Consultant will walk you through each step of setting up Eclipse Forms, train you on how to test Eclipse Forms, and how to login to Formscape and troubleshoot errors. Task Task Name Assigned To Completed 1 Setup Printers in Eclipse Forms Printer Customer/Consultant Maintenance 2 Eclipse Forms Maintenance Setup Customer/Consultant 3 Review all Eclipse Forms Control Maintenance Records Customer/Consultant 4 Map Print Styles and run conversion Customer/Consultant 5 Setup a Test User Customer/Consultant 6 Begin testing forms Customer/Consultant 7 Receive training on Formscape troubleshooting Customer Migrating to Eclipse Forms Page 8 of 14

10 Custom Forms & Programming Many sites using legacy printing have custom programming around printing, and/or custom forms. A custom developer will review these, and work with you and your Consultant on whether or not they are necessary or desired with Eclipse Forms. Task Task Name Assigned To Completed 1 Review existing custom forms and custom Epicor Developer programming 2 Discuss existing custom forms or programming, determine if any custom is needed for Eclipse Forms. Send quote if applicable. Developer/Customer/Consultant 3 Approve quote for new custom forms Customer 4 Test any custom forms upon delivery Customer/Consultant Eclipse Forms Go-Live The following steps must be completed when ready to enable Eclipse Forms for all Branches & Users, and should be coordinated with your Consultant. Step Step Name Assigned To Completed 1 RF Customers: Change printer in Zone Maintenance Customer/Consultant 2 Change fax printer path Customer/Consultant 3 Review any reports that are scheduled to send via , Customer/Consultant reschedule if attachment type needs to be changed 4 Enable Eclipse Forms Customer/Consultant Migrating to Eclipse Forms Page 9 of 14

11 Forms Examples This is an example of an Eclipse Forms Invoice. See attached PDF examples at the end of this document or attached as a separate PDF Forms_Examples.pdf Migrating to Eclipse Forms Page 10 of 14

12 List of Forms to Test You should test all these as part of your conversion to Eclipse Forms. To prepare, you may want to create or find orders with special scenarios, such as credit card payments, to see how they print on your existing forms. Once your site is enabled for Eclipse Forms testing, you can print the examples again to see any differences. Sales Order Forms: Quotation (Bid) Acknowledgement (Blind, Totals, Net view options) Pick Ticket (Blind, Totals, Net view options) Ship Ticket (Blind, Totals, Net view options) Invoice Cut Ticket for Cut Product Routing Ticket Work Ticket Order Summary Statement Manifest All documents in a credit scenario, RGA, Credit Memo, etc All documents in direct shipment scenario Purchase Order Forms: Bid Purchase Order Direct P/O Receiving Register Return PO Transfer Forms: Transfer Quote Transfer Shipper Transfer Receiver Others: AP Checks Reports Labels List of features to test: Logos Signature Capture Credit Card payments Check or Cash pre-payments Deposits Kits and kit component printing Migrating to Eclipse Forms Page 11 of 14

13 Lots (both Lot-controlled product and Lot quoted products) Product Location printing for picking / put-away Parent/Child Statement Consolidated Invoices Single Invoice with subsequent shipments Backorder line items Serial Number items Customer Part Numbers MICR printing on checks List of Control record settings: Branch That Controls Eclipse Forms Logo Eclipse Forms Extract Parameters Eclipse Forms Branch Logos Print Barcodes on Eclipse Forms Eclipse Forms - Canadian GST Tax # Eclipse Forms - Canadian HST Tax # Eclipse Forms - Canadian PST Tax # Eclipse Forms - Canadian Tax Types Eclipse Forms - Footer Message [by Document Type] Eclipse Forms - Hide Freight Allowed Box Eclipse Forms - Print All Description Lines of Back Ordered Eclipse Forms - Print Eclipse Part Number After Product Desc Print Items Excluded From RF Picking in Bold Font Migrating to Eclipse Forms Page 12 of 14

14 F.A.Q.s What is DFG? Acronym for Document Forms Generator. This was the early name of the project that became Eclipse Forms. We now use the Eclipse Forms name in all documentation, but you will still hear DFG used to refer to Eclipse Forms. Can I edit my own forms? No, unless you purchase the Eclipse Forms Designer license. We took the most common custom requests (logos, footer message, barcodes, etc), and make those options configurable so custom coding is not needed. If you do need custom change, the custom team can quote for those changes. If you are a site with users who are able to program in PICK, you can purchase the Designer and get trained in creating your own forms. However, this only makes sense if you are making changes on an ongoing basis. The Designer environment takes some time to learn and the skills are easy to lose if you are not making frequent changes. Can I still use slave printing with Eclipse Forms? All printers that you want to use to print forms and documents from Eclipse need to be installed on your Eclipse server, and setup in Eclipse Forms Printer Maintenance. However, you can use the Print to PDF option to create a PDF on your PC, and print that PDF to a local printer. Note that batch processes like Checks and Statements do not allow slave printing or Print to PDF. Checks and Statements must print to a system printer setup in Eclipse Forms. Why pay for Custom Review if most sites use standard forms? Most sites do not realize the custom they may have in place. These are often changes that were put in place at Eclipse go-live, often years or decades ago. Since users have always seen it work this way, they don t realize it s actually a custom change. When we review them with a fresh eye, many custom changes are not needed, but there are often a few things that are worth discussion. Why do I have to test before converting to Eclipse Forms? Even with all the checklists and process flows we have in this document, there are things we can t think of ahead of time. Users also need to see and get used to the forms changes before enabling forms. It s essential to take the time to do as much testing as possible to uncover any unknown differences that exist between your older forms and Eclipse Forms. Can I use Universal Printer Drivers? No, you should use only drivers specific to the printer HP LaserJet 4500, not Universal drivers like HP Universal Print Driver Migrating to Eclipse Forms Page 13 of 14

15 Are there any features that don t work in Eclipse Forms? ALL-GEN Acknowledgement is NOT support in Eclipse Forms the Order Summary replaces the All-gen Ack. Eclipse Forms does not support the All-Gen Ack, and we will not accept custom quotes to add support. We can customize the Order Summary doc if needed. HTML order documents are NOT supported in Eclipse Forms we send PDF attachments in s, not embedded order documents. Printing one document to two trays is NOT supported sites on older forms often print a Ship Ticket on two colors one for picking, and one to send to the customer. Instead, Eclipse Forms uses separate Pick Tickets and Ship Tickets. If different colors/trays are needed, you must print the two different documents. You can print multiple copies of a document, but they can only print to one tray/color. Checks must print to a system printer checks are not able to print to a slave or local printer. Migrating to Eclipse Forms Page 14 of 14

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