Output Distribution System Overview

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In a nutshell, Dancik’s Output Distribution System (ODS) takes any ordinary spooled file and lets you extract it from your AS/400 and distribute it in one of the following ways:

These methods allow for easy access to information by users who do not have access to your system, such as suppliers, outside salespeople or customers. It also gives you the ability to take a report and pull it into a text document so the data can be manipulated in a spreadsheet program such as Microsoft Excel.

ODS offers several time saving features and greater flexibility in information distribution. It helps to automate your communications with your customers and suppliers. The following are some of the things ODS can do for you:

Note: Dancik International can configure your Fax support. Please contact Technical Services for a quote.

In order to use most ODS functions for distributing files outside of the AS/400, the user running the job must have an entry in the AS/400 Distribution Directory. To access this screen, type WRKDIRE at the command line.

Note: You must be signed on with a user profile that has *SECADM authority in order to access all directory entries.

To add an entry to the Distribution Directory, use option “1” to add and specify the user ID and system name then press Enter. Create the entry as shown below.

Netserver is an AS/400 program that functions as a virtual file server. It allows you to manage your ODS files relatively easily. This is not a licensed program and is included with the purchase of your AS/400 system.

5. Double Click TCP/IP. The contents of the TCP/IP file are displayed in the left side of the screen.

6. Right click AS/400 Netserver and Select Properties from the dialog box that appears.

7. On the next dialog box that appears, click Next Start. The AS/400 NetServer General Next Start dialog box appears.

10. Right click AS/400 Netserver, and in the selection box that appears select Reset and Start.

This file, when configured, automatically provides communication information (phone numbers, fax numbers, e-mail address, etc.) into the sections of ODS where they are needed. Any accounts associated with invoices to be mailed or faxed must be properly set-up here.

2. Enter 802 in the selection line and press Enter to access the entry screen of the Phone Number File.

Note: If you are unsure of the customer or supplier number enter a “?” and press Enter. A selection box appears that lists all the available numbers.

4. Enter an action code and press Enter. A Phone Number Maintenance screen for the customer appears.

To grant auto-fax and auto-mail for price lists (PL), acknowledgements (AK), and invoices (IN) to an ODS user, enter a Y in the appropriate field.

The primary difference between the Customer and Supplier screens is that in the Customer version you can AutoFax (AF) or Email (EM) picklist, acknowledgements, and invoices, whereas on the supplier version you can send either a purchase order or acknowledgement by Autofax or Email.

Field Name	Description/Instructions
Opt	The only option is D to delete a phone number.
Account/Supplier Number	Enter a valid account/supplier number.
Number Type	There are three communication types: T - telephone number F - fax number I - Internet/email address
Area Code	Specify area codes except for communication type T.
Phone#/Email	This is an alphanumeric field which accommodates different types of numbers. Do not insert spaces or punctuation in telephone or fax numbers. When entering email names, enter only prior to the URL. For example, joe@abc.com, enter joe@ in this field and abc.com in the URL field.
Description/URL	Optionally, you can enter a description of what the number represents. If it is an email address, then enter the URL here.
Special Functions	AF=Auto Fax Option. EM=E-Mail Option. PL=Price List or Purchase Order. AK=Order acknowledgement. IN=Invoice. Enter Y to indicate that this phone number or e-mail address is the preferred recipient of the respective function.
Extra Digit	Leave blank if no prefix should be dialed prior to the fax number. Enter L if this is a local number and you want the area code to be ignored. Enter 1 (or other applicable digit) if a prefix number should be dialed prior to the fax number.

The next screen shows the relationship between the Phone Number File and ODS. It shows that when you choose to autofax or email the system retrieves the entries made in the Phone Number File. You can then decide whether or not to use them.

Note: For more information on how the Phone Number File interacts with ODS, refer to Distributing Documents.

Click on Operations to expose a pull down menu and then select Output Distribution.

This ODS menu contains every option needed to run Output Distribution successfully. It is accessed via entering ODS on the selection line.

Note: Almost every option requires authorization to use in update or create mode.