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Ver 2.0 Ricoh Americas Corporation © 2012-2015 Ricoh Americas Corporation Integrated Cloud Environment Netsuite User’s Guide
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R i c o h A m e r i c a s C o r p o r a t i o n
© 2012-2015 Ricoh Americas Corporation
Integrated Cloud Environment Netsuite User’s Guide
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Copyright © 2012-2015 Ricoh Americas Corporation
It is the reader's responsibility when discussing the information contained this document to maintain a level of confidentiality that is in the best interest of Ricoh Americas Corporation and its member companies.
NO PART OF THIS DOCUMENT MAY BE REPRODUCED IN ANY FASHION AND/OR DISTRIBUTED WITHOUT THE PRIOR PERMISSION OF RICOH AMERICAS
CORPORATION.
All product names, partner’s brands and their products, domain names or product illustrations, including desktop images used in this document are trademarks, registered trademarks or the property of their respective holders and should be noted as such. Any trademark or registered trademark found in this support manual is used in an informational or editorial fashion only and for the benefit of such companies. No such use, or the use of any trade name, or web site is intended to convey endorsement or other affiliation with Ricoh products.
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Table of Contents
Table of Contents ................................................................................................................................... 1 1 Preface ............................................................................................................................................... 2 2 Introduction ....................................................................................................................................... 4 3 Scan to Netsuite ............................................................................................................................... 5
3.1 Scan to Netsuite Screens and Operations ......................................................................... 5 3.2 Purchase Order ............................................................................................................................. 11
3.2.1 Documents in NetSuite related to Purchase Order ........................................................... 15 3.3 Expenses ....................................................................................................................................... 17
3.3.1 Documents in NetSuite related to Expenses ...................................................................... 21 3.4 Documents .................................................................................................................................... 23
3.4.1 Documents in NetSuite ...................................................................................................... 27 3.5 Opportunities ................................................................................................................................ 28
3.5.1 Documents in NetSuite related to Opportunities .............................................................. 32 3.6 Scanning and attaching documents to Other Categories in NetSuite .......................................... 34
4 Scan to Netsuite Smart Operation Panel ............................................................................................ 37 4.1 Scan to Netsuite Smart Operation Panel Screens and Operations ........................... 37 4.2 Documents .................................................................................................................................... 40 4.3 Purchase Orders ........................................................................................................................... 43 4.4 Expenses ....................................................................................................................................... 45 4.5 Opportunities ................................................................................................................................ 47
5 Appendix .......................................................................................................................................... 51 5.1 File Name ................................................................................................................................... 51 5.2 Troubleshooting Scan to Netsuite ....................................................................................... 52 5.3 Messages related to Scanning ............................................................................................ 53 5.4 Scan to Netsuite Application Limitations .......................................................................... 56
6 Notes: ................................................................................................................................................ 57
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1 Preface
This guide provides the details on how to use the Integrated Cloud Environment Netsuite Application on Ricoh MFPs.
About This Guide
This guide is divided into three primary sections:
1. Introduction
This section lays the foundation for understanding the Integrated Cloud Environment, and related application.
2. Operation of Netsuite Integrated Cloud Environment Applications
This section contains step-by-step instructions on how to scan documents using the Integrated Cloud Environment Netsuite application.
4. Appendix
This section contains additional reference materials.
Note: The operation panel screen shot images provided in this document are for illustrative purposes only. These images may not reflect the exact image you experience on your multi-functional printer (MFP device).
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2 Introduction What is Integrated Cloud Environment? The Integrated Cloud Environment is a collection of Web applications running within the “Ricoh Cloud.” An appropriate MFP device, with Browser Unit, is used to access these web applications. These web applications provide various document management services, like Scanning, OCR, Cloud Printing, and connectivity to popular document storage services.
Application Application ICON Feature Description
Scan to Netsuite
Scan to Netsuite allows you to send hardcopy documents to your Netsuite account. It also supports OCR, PDFA, Text, Word, and Excel formats
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3 Scan to Netsuite
3.1 Scan to Netsuite Screens and Operations
This section provides an overview of the Scan to Netsuite application and its operation.
Screen Shot
ICE Splash Screen
Press the operation panel button that Integrated Cloud Environment is allocated to, this is generally the [Other Functions] button. This screen is then displayed. Note: If more than one application is available select the [Browser] button.
This is the startup screen for the Integrated Cloud Environment.
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ICE Portal Screen
This screen illustrates the Main Menu. The Main Menu shows the user, by use of large colorful icons, the applications which they have been subscribed to.
Press on the [Netsuite] icon to access the Scan to Netsuite application.
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Login Screen
Press on “Account” entry field located next to the “Account:” label.
This will open the soft keyboard. Enter User Name, press OK
Press on “User Name” entry field located under the “User Name:” label.
This will open the soft keyboard. Enter User Name, press OK
Press on “Password” entry field located under the “Pasword:” label.
This will open the soft keyboard. Enter User Name, press OK
Then Press ‘Login’ button.
Note: You must have a valid “NETSUITE,” application account to log-in.
Home: Return to Main Menu screen [Application List].
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Note: Refer to the Troubleshooting section for additional error messages related to a login failure.
If authentication fails, this error message is displayed. In this case, please re-enter the correct Netsuite® login credentials.
Note: The Login Page will retain the previously entered User Name. If this was entered incorrectly, please re-enter the User Name as well as the Password.
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This screen lists the different ‘Role’ user has. In the above example there is only one role. However some users may have multiple roles. Please select appropriate role.
Home: Return to Main Menu screen [Application List].
Next: Change to next screen
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In this screen user can select the Category to which user needs to scan and attach the document.
Home: Return to Main Menu screen [Application List].
Back: Change to previous screen
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3.2 Purchase Order
Purchase Order
Home: Return to Main Menu screen [Application List].
Back: Return to previous screen
Search: Search Purchase Orders based on Name or number, Select proper search option using radio button (Name or Number)
Select a Purchase order in this screen.
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Sample search results based on name.
Sample search results based on number.
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Selecting a Purchase Order in the previous screen displays scan setting screen.
The following Settings are available:
1. Mode: Color or Grayscale
2. Scan File Format: PDF or JPG
3. Duplex: Simplex or Duplex
4. OCR: Off, Text, PDF, Word, Excel
5. Page Size: Auto, Letter, A4, Legal, 11x17 or A3
Note:
1. Select Size as ‘Auto’ for all standard sizes recognized by the MFP. 2. Use Letter,A4, Legal, A3 or ‘11x17’, if you are scanning non standard sizes, such as ‘Receipts’ etc.,
depending on the size of the original or when the device does not support Auto paper size detection.
3. Models like MPC400, MPC305, MP301 and SP5200S/SP5210 etc show only ‘Letter’, ‘A4’ and ‘Legal’ size.
4. File Name: Max Chars (32)
Home: Return to Main Menu screen [Application List].
Back: Return to Purchase Order List
Scan: Scan documents to NetSuite [The ‘Start’ key can also be used to initiate scanning].
Send scanned image with OCR: When checked, both the Scanned image and the OCR file are uploaded. This setting is available only when OCR setting is not set to ‘Off’.
File Name: Touch the entry data field next to “File Name,” this will open the soft keyboard. Enter the file name [Max 32 Characters] of the document to be stored in Box™. If the filename is not entered a system generated filename that includes a Time stamp, and a 3 digit random number, is created. See Appendix for details
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When, the [Scan] button or [Start] key is pressed. This message is displayed.
When the scan is completed, a ‘Scanning was Finished’ message is displayed momentarily.
Also a ‘Sending…’ message is displayed during the scanned data transfer between the MFP and web server.
Note: These messages are displayed as a function of the MFP’s browser, not by the Scan to Netsuite application.
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3.2.1 Documents in NetSuite related to Purchase Order
Select Transactions -‐> Purchases/Vendors -‐> Enter Purchase Orders -‐> List
Click On ‘View’
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Under ‘Communications’ Section Expand ‘Files’
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3.3 Expenses
Expenses
Home: Return to Main Menu screen [Application List].
Back: Return to previous screen
Search: Search Expenses based on Name or number, Select proper search option using radio button (Name or Number)
Select an Expense in this screen to proceed to scan setting screen.
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Sample search results based on name.
Sample search results based on number.
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Selecting an Expense in the previous screen displays scan setting screen.
The following Settings are available:
1. Mode: Color or Grayscale
2. Scan File Format: PDF or JPG
3. Duplex: Simplex or Duplex
4. OCR: Off, Text, PDF, Word, Excel
5. Page Size: Auto, Letter, A4, Legal, 11x17 or A3
Note:
1. Select Size as ‘Auto’ for all standard sizes recognized by the MFP. 2. Use Letter,A4, Legal, A3 or ‘11x17’, if you are scanning non standard sizes, such as ‘Receipts’
etc., depending on the size of the original or when the device does not support Auto paper size detection.
3. Models like MPC400, MPC305, MP301 and SP5200S/SP5210 etc show only ‘Letter’, ‘A4’ and ‘Legal’ size.
4. File Name: Max Chars (32)
Home: Return to Main Menu screen [Application List].
Back: Return to Expenses List
Scan: Scan documents to NetSuite [The ‘Start’ key can also be used to initiate scanning].
Send scanned image with OCR: When checked, both the Scanned image and the OCR file are uploaded. This setting is available only when OCR setting is not set to ‘Off’.
File Name: Touch the entry data field next to “File Name,” this will open the soft keyboard. Enter the file name [Max 32 Characters] of the document to be stored in Box™. If the filename is not entered a system generated filename that includes a Time stamp, and a 3 digit random number, is created. See Appendix for details
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When, the [Scan] button or [Start] key is pressed. This message is displayed.
When the scan is completed, a ‘Scanning was Finished’ message is displayed momentarily.
Also a ‘Sending…’ message is displayed during the scanned data transfer between the MFP and web server.
Note: These messages are displayed as a function of the MFP’s browser, not by the Scan to Netsuite application.
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3.3.1 Documents in NetSuite related to Expenses
Select Transactions -‐> Employees -‐> Enter Expense Reports -‐> List
Click On ‘View’
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Under ‘Communications’ Expand ‘Files’
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3.4 Documents
Documents
Home: Return to Main Menu screen [Application List].
Back: Return to previous screen
Folder Name: Search folders, by entering name in the edit box(Soft keyboard opens up). Press ‘Search’ button to Search
New Folder: Create Folder, by entering name in the edit box(Soft keyboard opens up). Press ‘Create’ button to create
Select a Folder in this screen to proceed to scan setting screen.
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Sample search results based on name.
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Selecting a Folder in the previous screen displays scan setting screen.
The following Settings are available:
1. Mode: Color or Grayscale
2. Scan File Format: PDF or JPG
3. Duplex: Simplex or Duplex
4. OCR: Off, Text, PDF, Word, Excel
5. Page Size: Auto, Letter, A4, Legal, 11x17 or A3
Note:
1. Select Size as ‘Auto’ for all standard sizes recognized by the MFP. 2. Use Letter,A4, Legal, A3 or ‘11x17’, if you are scanning non standard sizes, such as ‘Receipts’
etc., depending on the size of the original or when the device does not support Auto paper size detection.
3. Models like MPC400, MPC305, MP301 and SP5200S/SP5210 etc show only ‘Letter’, ‘A4’ and ‘Legal’ size.
4. File Name: Max Chars (32)
Home: Return to Main Menu screen [Application List].
Back: Return to Folder List
Scan: Scan documents to NetSuite [The ‘Start’ key can also be used to initiate scanning].
Send scanned image with OCR: When checked, both the Scanned image and the OCR file are uploaded. This setting is available only when OCR setting is not set to ‘Off’.
File Name: Touch the entry data field next to “File Name,” this will open the soft keyboard. Enter the file name [Max 32 Characters] of the document to be stored in Box™. If the filename is not entered a system generated filename that includes a Time stamp, and a 3 digit random number, is created. See Appendix for details
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When, the [Scan] button or [Start] key is pressed. This message is displayed.
When the scan is completed, a ‘Scanning was Finished’ message is displayed momentarily.
Also a ‘Sending…’ message is displayed during the scanned data transfer between the MFP and web server.
Note: These messages are displayed as a function of the MFP’s browser, not by the Scan to Netsuite application.
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3.4.1 Documents in NetSuite
Select Documents & select folder
Under ‘Communications’ Expand ‘Files’
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3.5 Opportunities
Opportunities
Home: Return to Main Menu screen [Application List].
Back: Return to previous screen
Search: Search Opportunities based on Name or number, Select proper search option using radio button (Name or Number)
Select an Opportunity in this screen to proceed to scan setting screen.
Sample search results based on Customer name.
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Sample search results based on number.
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Selecting an Opportunity in the previous screen displays scan setting screen.
The following Settings are available:
1. Mode: Color or Grayscale
2. Scan File Format: PDF or JPG
3. Duplex: Simplex or Duplex
4. OCR: Off, Text, PDF, Word, Excel
5. Page Size: Auto, Letter, A4, Legal, 11x17 or A3
Note:
1. Select Size as ‘Auto’ for all standard sizes recognized by the MFP. 2. Use Letter,A4, Legal, A3 or ‘11x17’, if you are scanning non standard sizes, such as ‘Receipts’
etc., depending on the size of the original or when the device does not support Auto paper size detection.
3. Models like MPC400, MPC305, MP301 and SP5200S/SP5210 etc show only ‘Letter’, ‘A4’ and ‘Legal’ size.
4. File Name: Max Chars (32)
Home: Return to Main Menu screen [Application List].
Back: Return to Opportunity List
Scan: Scan documents to NetSuite [The ‘Start’ key can also be used to initiate scanning].
Send scanned image with OCR: When checked, both the Scanned image and the OCR file are uploaded. This setting is available only when OCR setting is not set to ‘Off’.
File Name: Touch the entry data field next to “File Name,” this will open the soft keyboard. Enter the file name [Max 32 Characters] of the document to be stored in Box™. If the filename is not entered a system generated filename that includes a Time stamp, and a 3 digit random number, is created. See Appendix for details
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When, the [Scan] button or [Start] key is pressed. This message is displayed.
When the scan is completed, a ‘Scanning was Finished’ message is displayed momentarily.
Also a ‘Sending…’ message is displayed during the scanned data transfer between the MFP and web server.
Note: These messages are displayed as a function of the MFP’s browser, not by the Scan to Netsuite application.
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3.5.1 Documents in NetSuite related to Opportunities
Select Transactions -‐> Sales -‐> Create Opportunities -‐> List
Click On ‘View’
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Under ‘Communications’ Expand ‘Files’
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3.6 Scanning and attaching documents to Other Categories in NetSuite
Scan to Netsuite application Supports scanning documents directly to Purchase Order, Opportunities and Expenses. If there is a need to attach documents to other categories in NetSuite, first scan documents to a folder in Netsuite, using ‘Documents’ category & then attach the document to necessary item.
Example: Attaching a document to Sales Order
Select Transactions -‐> Sales -‐> Enter Sales Orders -‐> List
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Click on ‘View’
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Under ‘Communication’ section, click on ‘Files’
Click on ‘Attach Existing Files’ list box. Here you will find the documents which are already in NetSuite Repository. Select the file and attach it to Sales Order.
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4 Scan to Netsuite Smart Operation Panel
4.1 Scan to Netsuite Smart Operation Panel Screens and Operations
This section provides an overview of the Scan to Netsuite application and its operation on a Smart Operation panel supported devices.
Screen Shot
Press the ICON on home screen to launch Browser NX application with Integrated Cloud Environment URL.
Integrated Environment application portal is displayed. Press on ‘Netsuite’ ICON.
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Login Screen:
Enter Account in Account edit box
Enter user name in User Name edit box.
Enter the password in password edit box
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Select Role
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4.2 Documents
Documents
Following Settings are available: 1. Mode: Color or Grayscale 2. Scan File Format: PDF or JPG 3. Duplex: Simplex or Duplex 4. OCR: Off, Text, PDF, Word, Excel 5. Page Size: Auto, Letter, A4, Legal, 11x17 or A3 Note: 1. Select Size as ‘Auto’ for all standard sizes recognized by MFP. 2. Use ‘Letter’, ‘A4’, ‘Legal’, ‘A3’ or ‘11x17’, if you are scanning non standard sizes like ‘Receipts’ etc, depending on the size of paper. File Name: Max Chars (32)
Home: Return to Main Menu screen [Application List]
Scan: Scan documents to NetSuite
Send scanned image with OCR: When checked both Scanned image and OCR file is uploaded. This setting is available only when OCR setting is not ‘Off’.
File Name: Touch the edit box next to Filename, this will open up softkey board. Enter file name [Max 32 Characters] of the document to be stored in NetSuite. If filename is not entered filename with Time stamp and 3 digit random number is created. See Appendix for details.
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Pressing this displays a new folder creation dialog box.
Pressing this switches the dialog in to folder selection mode from folder browsing mode
Pressing this dismisses the dialog
Pressing this arrow next to the folder name displays sub folders under that folder Search Filter
Pressing this displays soft keyboard, enter a search keyword. A filtered folder list based on this keyword is listed.
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Enter Folder Name
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4.3 Purchase Orders
Purchase Orders
Following Settings are available: 1. Mode: Color or Grayscale 2. Scan File Format: PDF or JPG 3. Duplex: Simplex or Duplex 4. OCR: Off, Text, PDF, Word, Excel 5. Page Size: Auto, Letter, A4, Legal, 11x17 or A3 Note: 1. Select Size as ‘Auto’ for all standard sizes recognized by MFP. 2. Use ‘Letter’, ‘A4’, ‘Legal’, ‘A3’ or ‘11x17’, if you are scanning non standard sizes like ‘Receipts’ etc, depending on the size of paper. File Name: Max Chars (32)
Home: Return to Main Menu screen [Application List]
Scan: Scan documents to NetSuite
Send scanned image with OCR: When checked both Scanned image and OCR file is uploaded. This setting is available only when OCR setting is not ‘Off’.
File Name: Touch the edit box next to Filename, this will open up softkey board. Enter file name [Max 32 Characters] of the document to be stored in NetSuite. If filename is not entered filename with Time stamp and 3 digit random number is created. See Appendix for details.
Press on this button to select Purchase Order
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Pressing this dismisses the dialog
Pressing this displays soft keyboard, enter a search keyword. A filtered purchase order list based on this keyword is listed. Select a Purchase Order
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4.4 Expenses
Expenses
Following Settings are available: 1. Mode: Color or Grayscale 2. Scan File Format: PDF or JPG 3. Duplex: Simplex or Duplex 4. OCR: Off, Text, PDF, Word, Excel 5. Page Size: Auto, Letter, A4, Legal, 11x17 or A3 Note: 1. Select Size as ‘Auto’ for all standard sizes recognized by MFP. 2. Use ‘Letter’, ‘A4’, ‘Legal’, ‘A3’ or ‘11x17’, if you are scanning non standard sizes like ‘Receipts’ etc, depending on the size of paper. File Name: Max Chars (32)
Home: Return to Main Menu screen [Application List]
Scan: Scan documents to NetSuite
Send scanned image with OCR: When checked both Scanned image and OCR file is uploaded. This setting is available only when OCR setting is not ‘Off’.
File Name: Touch the edit box next to Filename, this will open up softkey board. Enter file name [Max 32 Characters] of the document to be stored in NetSuite. If filename is not entered filename with Time stamp and 3 digit random number is created. See Appendix for details.
Press on this button to select an Expense
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Pressing this dismisses the dialog
Pressing this displays soft keyboard, enter a search keyword. A filtered expenses list based on this keyword is listed. Select an Expense
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4.5 Opportunities
Opportunities
Following Settings are available: 1. Mode: Color or Grayscale 2. Scan File Format: PDF or JPG 3. Duplex: Simplex or Duplex 4. OCR: Off, Text, PDF, Word, Excel 5. Page Size: Auto, Letter, A4, Legal, 11x17 or A3 Note: 1. Select Size as ‘Auto’ for all standard sizes recognized by MFP. 2. Use ‘Letter’, ‘A4’, ‘Legal’, ‘A3’ or ‘11x17’, if you are scanning non standard sizes like ‘Receipts’ etc, depending on the size of paper. File Name: Max Chars (32)
Home: Return to Main Menu screen [Application List]
Scan: Scan documents to NetSuite
Send scanned image with OCR: When checked both Scanned image and OCR file is uploaded. This setting is available only when OCR setting is not ‘Off’.
File Name: Touch the edit box next to Filename, this will open up softkey board. Enter file name [Max 32 Characters] of the document to be stored in NetSuite. If filename is not entered filename with Time stamp and 3 digit random number is created. See Appendix for details.
Press on this button to select an Opportunity
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Pressing this dismisses the dialog
Pressing this displays soft keyboard, enter a search keyword. A filtered Opportunity list based on this keyword is listed. Select an Opportunity
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Messages During Scanning [Smart Operation Panel Only]
When Scanning is interrupted
Device is not ready
User has cancelled Scanning
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Message during scanning from glass
Spinner during Scanning
Spinner during Uploading scanned image to ICE Server
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5 Appendix
5.1 File Name The “File Name” by default will have following format:
Scan File Format File Name
PDF YYYYMMDDHHMMSS_XYZ.pdf
JPG YYYYMMDDHHMMSS_XYZabcd.jpg
YYYYMMDDHHMMSS = Time Stamp based on MFP device
XYZ = 3 digit Random Number
Abcd = Counter, Starting from 0001 [If multiple pages are scanned with the Scan File Format set as JPG, for each page, one JPG file will be generated, also if OCR is selected, a separate OCR files is generated for each page scanned.]
OCR File Format File Name
PDF Scan Image file name _OCR_a.pdf
Example: 1. YYYYMMDDHHMMSS_XYZ_OCR_a.pdf 2. YYYYMMDDHHMMSS_XYZabcd_OCR_a.pdf
Word Scan Image file name _OCR.docx
Example: 1. YYYYMMDDHHMMSS_XYZ_OCR.docx 2. YYYYMMDDHHMMSS_XYZabcd_OCR.docx
Text Scan Image file name _OCR.txt
Example: 1. YYYYMMDDHHMMSS_XYZ_OCR.txt 2. YYYYMMDDHHMMSS_XYZabcd_OCR.txt
Excel Scan Image file name _OCR.xlsx
Example: 1. YYYYMMDDHHMMSS_XYZ_OCR.xlsx 2. YYYYMMDDHHMMSS_XYZabcd_OCR.xlsx
Note: If the user enters a ‘File Name’ in the scan settings screen, ‘YYYYMMDDHHMMSS_XYZ’ will be replaced by user entered name.
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5.2 Troubleshooting Scan to Netsuite Error and Warning Messages related to Authentication
Message Condition
Please Enter User Name.
This illustrates what is displayed when the ‘Login’ button is pressed without entering the ‘User Name’ ONLY.
Please Enter Account.
This illustrates what is displayed when the ‘Login’ button is pressed without entering the ‘Account’ ONLY.
Please Enter Password.
This illustrates what is displayed when the ‘Login’ button pressed without entering the ‘Password’ ONLY.
Please Enter User Name and Password.
This illustrates what is displayed when the ‘Login’ button pressed without entering the ‘User Name’ and ‘Password’.
Cannot Connect to NetSuite Service.
This illustrates what is displayed when the Scan to NetSuite™ application cannot connect to the NetSuite ™ service in order to validate the user credentials.
Authentication Failed: Incorrect User Name or Password.
This illustrates what is displayed when an incorrect User ID or Password is entered in the Login Screen.
Authentication Failed: Account is locked.
This illustrates what is displayed when the ‘Login’ button pressed and user’s account is locked.
Authentication Failed: You do not have privileges
This illustrates what is displayed when the ‘Login’ button pressed and user’s account does not have sufficient privileges.
Your password has expired. Please reset password.
This illustrates what is displayed when the ‘Login’ button pressed and user’s password has expired.
Authentication Failed.
This illustrates what is displayed for any other error not defined in this table.
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5.3 Messages related to Scanning Message Condition
While Scanning in progress. This message is displayed.
This message is displayed momentarily, when scanning is finished.
If any device error occurs during scanning. This message is displayed.
This screen is displayed when no paper is inserted in ADF or on the platen glass.
When scanning is done from the platen glass the user is prompted to insert the next sheet of paper, or to complete the scan job by pressing the (#) button.
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Messages During Scanning [Smart Operation Panel Only]
When Scanning is interrupted
Device is not ready
User has cancelled Scanning
Screenshots show some of the messages during scanning.
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Message during scanning from glass
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5.4 Scan to Netsuite Application Limitations
1. When uploading the file to the external service, the job is run in the background on the application server. There is no feedback to the user on MFP panel with respect to completion or failure. During the Scan operation on the MFP user gets notification only related to the transfer of the scanned image from the MFP to the application server.
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6 Notes: Please use this page, and the following page, for future reference information.
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