Output Distribution System

Overview

What Files are related to ODS

Accessing ODS

Overview

In a nutshell, the 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:

  • E-Mail
  • Fax
  • Network Folder
  • Internet

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:

  • You can automatically fax or email POs to your suppliers.
  • You can automatically fax or email Order Acknowledgements and Customer invoices to your customers.
  • You can generate customer price lists and automatically fax or email them to your customers.
  • You can run an X by Y sales report for all salespeople and parse out the applicable pages for each salesperson and post them to a website that only he or she can access.
  • You can manage the files in your output queues
  • You can split one report into multiple files based on page numbers

What Files are related to ODS

Phone Number File

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.

The Phone Number File can be accessed via:

  • Billto File
  • Supplier File
  • SYS 802 - Phone Number File Maintenance

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.

Accessing ODS

The following are the two ways to access the ODS program.

  • Using the menu bars - If your user profile is configured to use the menu bars, press the Esc key to make them appear at the top of the screen.
    • Click on Operations to expose a pull down menu and then select Output Distribution.
  • From the ODS menu.
    • This ODS menu contains every option needed to run Output Distribution successfully. It is accessed via entering ODS on the selection line.
    • Almost every option requires authorization to use in update or create mode.