Hello Support:
In the Company Profiles for OE and Invoices there are 2 options with similar functions: "Archive PDF customer copy" and "Keep PDF accounting copy". The ePrint module must be installed to see these 2 selections. Both options automatically save copies of Invoice or Credit Note documents in PDF format and in particular folders.

To view PDf images of Invoices or Credit Notes in AR or other places, the "Archive PDF customer copy" must be On. What does Adagio do with the PDF images created by the "Keep PDF accounting copy" function? The Help file discusses the 2 functions but doesn't really clarify the issue for me. Thank you.

Hi, Bruce,

'Keep PDF accounting copy' just keeps a second copy of the output in the folder of your choice. This second copy can use a different spec than the spec used when the document is originally printed.

'Archive Customer copy' always places the copy in the a SOFTPDF folder within the data folder. Among other things, this can be useful as it is a known location regardless of the site's other settings.

For example, per the Help, the new PDF Viewer button being rolled out in modules (eg. AR9.1A customer Transactions, etc.), looks for the PDF documents to display in the SOFTPDF folder. As well, in Receivables 9.1A, the 'Attach unpaid invoices' option for Statements also looks in the SOFTPDF folder for any PDF documents to be attached to a statement.

I would like to revisit this topic – with apologies, I am not sure where this is documented.

My client has been using Invoices and ePrint (among other modules) for years.
We have tons of pdf Invoice & Credit Notes documents.
We originally turned on all the options for generating PDF copies, but now it does not look like we need all these options active.

We are wondering what we really need to keep.
Currently, we have copies of the pdf documents in:
- Invoices\Audit\Documents
- Invoices\Forms
- SoftPDF

So what do we really need to keep?
What we would like to have is the copy of the PDF document when we are viewing the Customer Transactions or the History (i.e. with the red “P”-button).

Which options should we select to make this happen, and which options are for additional copies that we may not need in this case?

Hi, Samuel,

In order to use the PDFViewer (red P) to see a document, it needs to reside in the SoftPDF folder and have the correct naming convention.

Enabling the 'Archive Customer (or Vendor) copy' option in the Company Profile is what does this.

The other folders are used when printing eP or ePrint a report or spec.