System Information

The System Information record lets you define a range of global rules for such actions as date formats, catalog security, corporation security, and Email Requisition Approvals.

The System Information record applies to all corporations on the ePMX system. If you have defined more than one Corporation record, any changes made on this screen will be reflected across all corporations (with the exception of the Date Format setting).

To create a System Information record, follow the steps listed below:

1. Select Master Files from the ePMX menu.

2. Select System Information from the Master Files menu.

3. Modify the displayed settings as desired.

4. Click Save.

System Information Settings follow:

Catalog Security: Select the Catalog Security option to turn security on or off. When this box is checked, users who are recorded on the Catalog Security Record may only requisition or order items from a predefined set of catalogs.  To create the Catalog Security records go to the Utilities, Catalog Security option.

Corporation Security: If you operate in a multi-corporation environment, select the Corporation Security option to turn corporate security on or off. When this box is checked, users can only access records in the corporation(s) for which they are authorized. When this box is NOT checked, users can access records in all the corporations. Do NOT select the Corporate Security option if you operate in a single-corporation environment.  To select the Corporations a user can have access to go to the Master Files, Employee option.  Bring up the Employee record and click on the Corporate Security tab.

Enable IP Whitelist Firewall: Select this option if you want to enable an IP Whitelist Firewall.   You can use this option to limit what computers access your ePMX application.  You will need to list their specific IP addresses in a section labeled Firewall - Whitelisted IPs found on the Password Settings tab.   If no IP addresses are listed your ePMX application can be accessed by any computer as long as the person logging in enters a valid ePMX Login ID and Password.

P.O. Line Item Allocation: If your company wants the capability of allocating line item information between one of three allocation categories (G/L Account Code, Project Code, or Job Code), you may select the P.O. Line Item Allocations check box.  Click on Allocation Overview for more information about this feature..

Note:

• If the P.O. Line Item Allocation box is disabled that means you did not purchase the Allocation feature.  Contact the Bellwether Sales Department to discuss purchasing this feature.
   
• You will not be allowed to allocate a P.O. line if the item is flagged for serial number or lot number tracking.

Email Approvals: If your company has installed the optional Requisition module, Purchasing module or Invoice module, you may select the Email Approvals option to email approval requests to designated approvers.

Approval emails now display details for each line to be approved (line number, quantity, description, delivery date, unit price, amount, G/L Account, Project, and Job) and have three links for options: Approve, Auto Approve, Auto Reject.

The Approve option allows access to ePMX for approval or rejection. The Auto Approve option allows you to automatically approve all of the lines in your approval email, outside of ePMX. You can use your mobile device to Auto Approve, as well as your work station. The Auto Reject option allows you to automatically reject all of the lines in your approval email, outside of ePMX. You can use your mobile device to Auto Reject, as well as your work station.

Rejection emails now display line details (line number, quantity, description, delivery date, rejecting approver, and reason.)

Email alerts for an approved PO, Requisition, and Invoice now display details for each approved line (line number, quantity, description, delivery date.) The approved PO document can be attached to the email alert for an approved PO based on a setting selection on the Corporation record, Req Info tab, Email Alerts section.

Force Login for Email Approvals: Select the Force Login for Email Approvals option to force approvers to login when using the Approve link in approval emails. Do NOT select this option if you want to bypass the login screen allowing approvers to be routed directly to the approval function when using the Approve link in approval emails.

Email Approval Reminders: Use the options in this section to send email approval reminders to the approvers, after a set number of days, for the documents they have yet to approve.  By default, email reminders are disabled.  Once enabled, the reminders are automatically set to 3 days, 7 days, and 14 days.

Enable Reminders: Select the check box if you want Email Approval Reminders sent.  Leave the check box blank if you do not wish to have Email Approval Reminders sent. 

First Reminder After: Select the number of days after the approval email was originally sent that you want the first reminder email sent.  The drop-down options are from 1 day to 365 days.

Second Reminder After: Select the number of days after the approval email was originally sent that you want the second reminder email sent.  The drop-down options are from 1 day to 365 days.

Third Reminder After: Select the number of days after the approval email was originally sent that you want the third reminder email sent.  The drop-down options are from 1 day to 365 days.

Note: Once the Approval Email Reminders have been enabled, users will also have the option to manually send Approval Email Reminders from the Requisition, Requisition Status Inquiry option.

Force Login For Vendor Bids: The email sent to vendors with a Request for Quote will include the link 'Vendor Login' for online Vendor Bids. Select the check box to force email vendors to log in before bidding on requested quotations received through an email. Leave the check box blank and when the vendor clicks on the 'Vendor Login' link he will be given immediate access to the bid process.
Note: This setting only applies to RFQ email vendors with a Vendor Record that contains both a Vendor Login and Vendor Password as they are the only vendors who will receive the link 'Vendor Login' for online Vendor Bids in the RFQ email.

Display Metrics to all Users: Select the 'Display Metrics to all Users' option to automatically display the 'show' icon (+) for the Metrics Dashboard on the home page of all users. If the setting is turned off, ePMX will check the Employee record setting of 'Display Metrics to User' to determine whether or not to display the 'show' icon for Metrics on the home page of the individual employee.

Restrict access to one requisition per approval link: Select the 'Restrict access to one requisition per approval link' option in order to send only one Requisition requiring approval in each Approval email.  When the setting is turned ON, the Requisition Approval screen will automatically display the requisition requiring approval.  When that requisition is approved and the approver has access to no other ePMX functions outside of Requisition Approvals, the system will automatically log out the approver. 

When the setting is turned OFF, ePMX will bundle multiple requisitions requiring approval in one approval email.  Thus approvers will receive a minimum amount of approver emails.  The Requisition Approval screen will require selection of the Search button and will display ALL requisitions pending approval by the approver.  Log Out will not be triggered upon completion of the approval process.

Restrict access to one P.O. per approval link: Select the 'Restrict access to one PO per approval link' option in order to send only one PO requiring approval in each Approval email. When the setting is turned ON, the P.O. Approval screen will automatically display the PO requiring approval. When that PO is approved and the approver has access to no other ePMX functions outside of PO Approvals, the system will automatically log out the approver.

When the setting is turned OFF, ePMX will bundle multiple POs requiring approval in one approval email. Thus approvers will receive a minimum amount of approver emails. The P.O. Approval screen will require selection of the Search button and will display ALL POs pending approval by the approver. Log Out will not be triggered upon completion of the approval process.

Restrict access to one Invoice per approval link: Select the 'Restrict access to one Invoice per approval link' option in order to send only one Invoice requiring approval in each Approval email. When the setting is turned ON, the Invoice Approval screen will automatically display the Invoice requiring approval. When that Invoice is approved and the approver has access to no other ePMX functions outside of Invoice Approvals, the system will automatically log out the approver.

When the setting is turned OFF, ePMX will bundle multiple Invoice's requiring approval in one approval email. Thus approvers will receive a minimum amount of approver emails. The Invoice Approval screen will require selection of the Search button and will display ALL Invoice's pending approval by the approver. Log Out will not be triggered upon completion of the approval process.

Display Corporation Name: Use this setting to turn on or off the display of the corporation name in the header area of ePMX screens.

Allow vendor change on Purchase Orders: Select this option to allow the user to change the vendor on an existing PO. When the vendor is changed on an existing PO, vendor defaults will NOT be applied to the existing PO.  Leave this setting blank if you do not want the user to be able to change the vendor on an existing PO.
Note: Once there is a receipt entered for the PO the user will NOT be allowed to change the vendor on an existing PO.

Display News Update: Use this setting to turn on or off the display of the ePMX News Update on the login screen for all users.
Note: Not currenlty being used.

Update P.O. Change Number After Printing, Faxing or Emailing: Use this setting to control when the PO change number is automatically incremented by the system. (The setting on the Corporation Control record labeled 'Assign P.O. Change Nbr' must also be checked in order for this setting to have any effect.) This setting's checkbox allows you to choose to have the system increment the change number every time the PO is modified versus requiring that the vendor has already been sent a copy of the PO. When the setting is turned off the change number will be incremented each time a modified PO is saved. When the setting is turned on the change number will be incremented each time a modified PO is saved provided an earlier version of the PO was sent to the vendor by choosing Submit and Print, Submit and Email, Submit and Fax, or Submit and PushOut.

Language: This field can be left blank since English is the only option currently available.

Fiscal Year:
Start: Enter the month and day for the start of each fiscal year.
End: Enter the month and day for the end of each fiscal year.
Note: The Fiscal Year is used in date related Metrics displays for the corporation.  If the Fiscal Year has not been entered, the calendar year Start and End dates will be used.

Administrator Email Address: You should provide your desired sending email address for all ePMX system generated emails of an administrative nature, including emails generated by the Forgot Password process.  This is generally the email address of the person at your site that is in charge of your ePMX system.

Support Requests: There are icons in the ePMX system that any ePMX user can click on to 'Contact Support' or to 'Make a Suggestion'.   Two options are available to determine where the generated emails will be sent:

• Send to Bellwether Support: Select this option and the generated emails will be sent to the Bellwether Support email address.

• Send to System Administrator: Select this option and the generated emails will be sent to the address entered in the Administrator Email Address field.   Choose this option if you want all ePMX support and suggestions generated by your end users to go to the ePMX Administrator at your site for review.   Your ePMX Administrator can then forward these emails to support@bellwethercorp.com at his discretion. 

PunchOut Url: The PunchOut URL represents the URL that is used to get to the Online Catalog. You will be provided with this information when you purchase the PunchOut feature and should enter it here.

PushOut Url: The PushOut URL represents the URL to which PunchOut Purchase Order data is electronically sent (PushedOut). You will be provided with this information when you purchase the PunchOut feature and should enter it here.

Date Options:
Date Format:  Select the date format to be used, either American (MMDDCCYY) or European (DDMMCCYY). All date fields on ePMX data entry screens and reports will reflect the date format selected.
Note:  The date format in the System Information Record is the default format for any corporation being added.  This is the date format that ePMX will display when users request information without entering a selection for Corporation.  You may specify a different date format for any individual corporation when setting up the Corporation Record.

Preferences: Use the system-wide Preferences options to determine the appearance of dropdowns and the time frame of the session timeout indicator:

Dropdown Preference: Use the Dropdown Preference option to determine the appearance of the dropdown contents. There are 2 options available:

• Code and Description: Select the Code and Description option if you want both the Code and Description to be displayed in all dropdowns.

• Code only: Select the Code only option if you want only the code to be displayed in all dropdowns

Vendor Dropdown Preference: Use the Vendor Dropdown Preference option to determine the appearance of the dropdown contents. There are 3 options available:

• Code and Name: Select the Code and Name option if you want both the Code and Name to be displayed in all dropdowns.

• Code only: Select the Code only option if you want only the Code to be displayed in all dropdowns.

• Name only: Select the Name only option if you want only the Name to be displayed in all dropdowns.

G/L Account Dropdown Preference: Use the G/L Account Dropdown Preference option to determine the appearance of the dropdown contents. There are 3 options available:

• Code and Description: Select the Code and Description option if you want both the Code and Description to be displayed in all dropdowns.

• Code only: Select the Code only option if you want only the Code to be displayed in all dropdowns.

• Description only: Select the Description only option if you want only the Description to be displayed in all dropdowns.

Project Dropdown Preference: Use the Project Dropdown Preference option to determine the appearance of the dropdown contents. There are 3 options available:

• Code and Description: Select the Code and Description option if you want both the Code and Description to be displayed in all dropdowns.

• Code only: Select the Code only option if you want only the Code to be displayed in all dropdowns.

• Description only: Select the Description only option if you want only the Description to be displayed in all dropdowns.

Session Timeout: Use the Session Timeout Preference option to determine when to terminate a session if the user has been inactive and has remained on the same page without saving or closing the page within the specified period. The user will be automatically logged out of the system after the specified period of inactivity. The user will be returned to the Login page with a message that the current session has expired.

Session Timeout Warning: ePMX provides a Session Timeout Warning alert when this preference option is selected. ePMX will warn you that your system is preparing to timeout in 30 seconds due to inactivity or remaining on the same page for the duration of the timeout setting. You will be given the option to Continue and restart the timeout counter or to Log Out and end your session. If you do not respond within 30 seconds, your system will shut down and your current session information will not be saved. A message will indicate that you must reenter your current session information.

Free form entry settings: Use the Free form entry settings to determine the appearance and functionality for Free form entry fields that have the Allow Free form entry edit option checkbox turned on in the Global Dictionary.  Currently, the only entry field that allows this setting is the one for Job Code.

Dropdown Preference: Use the Free form Dropdown Preference option to determine the appearance of the free form entry dropdown contents. There are 2 options available:

• Code and Description: Select the Code and Description option if you want both the Code and Description to be displayed in all free form entry dropdowns.

• Code only: Select the Code only option if you want only the code to be displayed in all free form entry dropdowns

Control File Confirmations: Use the Control File Confirmations option to determine how to add new free form entries to the control file.  There are 4 options available:

• None: Select this option if you want the code to be added automatically behind the scenes when a new code is entered.

• Required for new entries: Select this option if you want to be notified when the entry is a new code so you can choose to proceed with the addition of the code or return to the entry field to enter the desired code.
   
• Required for existing entries: Select this option if you want to be notified when the entry is an existing code so you can choose to proceed and used the existing code or return to the entry field to enter the desired code.
   
• Required for new & existing: Select this option if you want to be notified wether the entry is a new or an existing code so you can choose to proceed or return to the entry field to enter the desired code.

Fax Info: The ePMX system interfaces with InterFax to fax Request for Quotation and Purchase Order documents to your vendors.  If you plan on using the Fax feature, and Bellwether host your ePMX application, Bellwether will set up an account for you with InterFax and will provide you with the Fax Login and Password entries.   If you host your own ePMX application, you will need to set up an account with InterFax at which time you will decide the Fax Login and Password entries to be used.

Login: Enter the Login for your InterFax account.

Password: Enter the Password for your InterFax account.

Invoice Bridge - Server Upload Settings: You can enter Invoices in the ePMX Invoice module.  The Invoice Bridge option in that module will select invoices to be passed to your accounts payable system for payment.  You can use the settings in this section to automatically upload the Invoice Bridge file generated in the Invoice Bridge option to your remote FTP server.

S/FTP Username: Enter the Username for the FTP user that ePMX should log in as when it connects to the remote FTP server.

S/FTP Password: Enter the Password for the FTP user that ePMX should log in as when it connects to the remote FTP server.

S/FTP Server (IP or Host): Enter the IP or domain that ePMX is going to try to connect to using the above credentials.

S/FTP Port Number: Enter the Port Number.  Normally, it is port 21 or 22, depending on the Connection Type being used; FTP or SFTP.

S/FTP Connection Type: Select the Connection Type from the two drop-down choices of FTP or SFTP.
 

ePMX Design: Use the ePMX Design option to determine the appearance of the screen layouts in the ePMX Web application.  The functionality used in the ePMX Web application is the same for both designs.  The 2 options available are:

• Current: Select this option if you want to use the latest design of the ePMX Web applicaiton.

• Legacy: Select this option if you want to use the original design of the ePMX Web applicaiton.