Fax or E-Mail BrokerForce™ Orders

BrokerForce exports orders to Adobe PDF or Rich Text Format (RTF) files that can be read by any word processor.  RTF reduces the amount ink used when printing because graphics are eliminated.  RTF files support different fonts like bold and italic, however graphics, lines, and reverse print text are not supported.  So, DO NOT attempt to use the RTF format to send a regular, graphics based order.  Your recipient may not be able to read it.

BrokerForce also supports the export of reports and orders to the Adobe PDF format


E-mail an order from BrokerForce using MS Outlook (not Outlook Express or Windows Mail):

Click the <Email Order> (mail chute icon) button on the top center of the order form at left of the <Ship To> address information. Follow the prompts regarding sending to your customer and manufacturer.  This method will prompt you regarding marking your orders as transmitted.  The default format is for Adobe PDF and includes all graphics and formatting.  Remove the <PDF> option to send your order(s) as an RTF format without graphics. 

If you happen to chose a vendor that uses an electronic EDI format, you will be prompted to let the program set the exchange up for you.  Unless you have some particular reason for overriding that format, you should let the application setup the exchange.  Click the <Help> button at the center of the EDI screen for EDI specific instructions.

Don't have MS Outlook? 

  1. Click the <PDF> button on the toolbar at top of BrokerForce.  This will export any order or report to a PDF file.  The resulting file can be sent as an attachment from any e-mail service.  This works well for MAC computers running BrokerForce and using MACMail.
  2. Or if you have other e-mail software installed on the computer as the default e-mail client, you can select "Order RTF" from the <Reports> drop list at the bottom left of the order form.  Click <Print Preview> and <Send> (mail chute icon on toolbar at top). When prompted for format, select the ‘RTF’ format. The order will be attached to a new e-mail message.  It is your responsibility to enter the appropriate transmitted journal entry at the bottom center of the order form. 

Fax software?

Windows <Fax> software is included with many versions of the Windows operating system but not in the <Starter> or some <Home> versions.  Other fax software will also work.  To install the Windows Fax component:

  1. Click <Start>, <Control Panel>, double-click on <Add or Remove Programs>, and click the Add/Remove Windows Components icon in the left frame of the <Add or Remove Programs> window.
  2. Place a check in the <Fax> check box. and click <Next> to update your system
  3. When you are previewing a report and select <Print>, choose <Fax> as your printer.
  4. Verify that your computer is connected to a phone line.  You won't be using the fax services of a fax/printer, but you can connect the line to the <Phone> jack on your fax machine if that is the phone line that you would use for faxing.
  5. The first time that you fax through this fax printer driver you will be prompted to setup your user preferences.  This is one time only.

Tip: Copy the fax number of a client from the order form by selecting their fax number on the order form and then press <Ctrl-C> to copy the number into the computer memory.  When prompted for the fax number by your fax software, press <Ctrl-V> to paste the number into the fax number dialog box.

Use an E-mail/Fax service like efax.com or send2.fax.com

For customers or vendors that prefer a fax, enter the fax number as the e-mail address in the format described by your fax service provider e.g. 13033033333@efax.com

Once you have setup your e-mail/fax provider preference, and the <Fax> option is selected, click the <Email Order> button to the left of the <Ship to> address block on the order form. This will output a copy of the order to a PDF file, create a new MS Outlook e-mail, attach the PDF file for you, and insert the fax number in the preferred format for sending to your fax/e-mail provider for processing.

If you remove the <PDF> option setting the order will be attached as a Rich Text Format (RTF) file instead. This removes graphics and takes less toner on the recipient's end.
 


To Fax or E-mail a batch of Orders using RTF or PDF format:

1) Click the <EDI> tab at top


2) Select the 'Orders_Fax_E-mail' or "Orders_Fax_E-mail (PDF)" option from the <Export> drop list on the EDI form. For electronic data transfers, select the format preferred by your vendor.

3) Select a Vendor from the <Vendors> drop list.  Only orders that do not have a "Transmitted to Vendor" entry, are not "Quotation" or "Canceled" or "Delete" order status, and do not have invoice information posted to them can be included in your order transmission. 

If you happen to select a vendor that uses EDI, you will be prompted to let the program select the correct EDI format for this vendor.  Unless you have a specific reason to override that selection, just answer <Yes> to the prompt. Click the <Help> link at center of the form to access instructions for that EDI format.

4) Select yourself as the rep that is transmitting the batch of orders

5) Check mark which orders you want to include in your batch.  If you have not kept up with your transmitted entries, you can uncheck your current orders and do the export without e-mailing or faxing but, answering <Yes> when prompted to "Mark as transmitted to vendor?".  This will put a transmitted entry into those so that they will not be included in your next transmission.

6) Preview and print the 'Orders for Fax/e-mail with cover' report as needed. Remove the check from the Page Breaks check box if you do not want to include a page break and your company header for each order. Click the <Print Preview> button on the toolbar. If you want to fax this batch of orders, click the <Print> button on the toolbar and print the report using your fax printer.  See: "Fax Software?" below.

7) Click the <Export File> button on the EDI form. The orders will be exported to a rich text formatted file copy of the 'Orders for Fax/e-mail' report. After the file is created, you will be prompted to e-mail the file as an attachment. If you have already printed the order to a fax printer, click <No> if you do not need to e-mail the report. Tip: Note the path or highlight and copy it for pasting to your e-mail software if other than MS Outlook.

8) You will be prompted to allow a hyperlink to be created to the resulting file. This link may be accessed from the VendorLinks tab on the vendor form so that you can review or re-send this batch orders file as needed.

9) When prompted if you want to e-mail the orders, click <Yes> if you use Microsoft Outlook for your e-mail. If you use AOL or other web based mail, you will have to attach the file that was created to a new e-mail otherwise, this is fully automated.  Tip: If you have MS Outlook (not Outlook Express), you may be able to configure it to use web based mail (we do not support this).

10) When prompted to post the orders as transmitted to vendor, click <Yes> if you will not need to print, fax, or e-mail this batch of orders again.

Tip: If you have not kept your <Transmitted Journal> current, click <Yes> to mark all orders as transmitted so that you can start fresh next time. If you remove the transmitted to "Vendor" entry from an order, it will be included in your next batch unless the order has been invoiced, or it has a status of "Canceled", "Delete", or "Quotation".

Send a batch of orders to a customer:  There are two methods: 

  1. Select "Orders_Fax_E-mail (customer)" from the <Export> drop list on the <EDI> form
  2. Or, select "Orders" from the <Reports> drop list on the Rep form.  Select "Customer" from the <Group> drop list, select the customer name from the <equal> drop list to the right of the <Group> list.  Select the appropriate date range.  If you double-click on the report name of "Orders" this will output those orders to a PDF file and attach the file to an e-mail to the selected customer. 

Trouble-Shooting:

Server Not Found:  Clsoe BrokerForce, open MS Outlook, then open BrokerFroce and retry the send.  Outlook must be open for BrokerForce to be able to automate MS Outlook.  If ths probelm persists, try restarting the computer.  If the problem still persists, try running this small collaboration data objects download CDO Download then retry.  

ActiveXMissing or ActiveX Cannot Create Object:

Run this ADO download, close BrokerForce and retry. ADO download 

Or

1) Click <Start>,  type “regsvr32” in <Find Programs>, and right-click on the "regsvr32.exe" file that is shown at the top of the list. Select <Send to>, <Desktop>, <Create Shortcut>

2) Find the “dao360.dll” file in the “C:\Program Files (x86)\Common Files\microsoft shared\DAO” folder, drag and drop the file on the shortcut you made above. Close BF, reopen BF, and retry the <Email Order> button on the order form.

 

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