Defining Enclosures
See Enclosures Overview for more information about enclosures in Emplifi Agent.
To access the Enclosure Codes screen:
In Administration, select Company Setup > Fulfillment > Enclosure Codes.
Enclosure Fields
The top section of the enclosure screen is a standard Code Definition.
The following enclosure specific fields are available:
Field | Description |
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Enclosure Code | This is the ID that was assigned when the code was created. It cannot be modified. |
Description | This is the description from the code definition. |
Enclosure Type | Checks and Coupons will be printed from Emplifi Agent. The value of each item printed is written to a register, which is typically transferred to an accounting system. The Other enclosure type is for any other type of enclosure that does not involve printing from Emplifi Agent (including checks and coupons created externally). Items with a Fixed Value have a predetermined amount that cannot be changed by the agent when the enclosure is added to a case. Items with a Variable Value can have their amounts changed by the agent, within the parameters you define. Items with a Variable Limit can also have their amounts changed by the agent. However, the agent's authorization amount is verified to prevent selection of enclosures over the agent’s authorized limit. |
Detail Split Type | Detail Splits allow you to specify multiple accounts or business units to which the value of the enclosure will be charged.
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Detail Split Save | This option determines whether the user will be forced to enter detail splits before the case window can be closed, if they have not already done so.
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Quantity Limit | This is the maximum quantity of this item that can be selected as a single enclosure line on a case. If the same enclosure is entered multiple times on the same case, each one can have up to this quantity.
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Unit Value | This is the value to the customer of this enclosure. It may or may not be the same as the unit price.
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Unit Price | This is the price of the enclosure. |
Unit Cost | This is the cost of the enclosure to the company. |
Minimum Amt | Enter a minimum monetary amount for this enclosure. For example, you might not want a check to be sent out for amounts less than $10.00. |
Maximum Amt | Enter a maximum monetary amount for this enclosure. You will typically want to provide an upper limit for checks and coupons. The Minimum Amt and Maximum Amt fields work together to define a range of acceptable values for the user to enter when they attach an enclosure to a case. If they enter a value outside of this range, an error message displays. |
Qty on Hand | This is the number of items that you currently have in stock. The number is decremented automatically as enclosures are picked during fulfillment processing.
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Reorder Point | This indicates when a new order should be placed to replenish inventory when the Quantity on Hand falls to this level. |
Reorder Qty | This indicates the number of items that should be ordered when a replenishment order is placed. |
Enc Lang ID | You can assign a default language for the enclosure, if applicable. |
WebService Provider for Pick | Determines the Web Service to use when processing this enclosure. |
Active | Determines whether this enclosure is active or inactive. Inactive enclosures cannot be added to a case. |
Authorization Level | Used in conjunction with the address enclosure authorization level. This controls whether an enclosure will be sent to an address, based on the address and enclosure's authorization level. The governing rules that determine whether an enclosure should be restricted is as follows: if the "send to" address had an authority level less than the enclosure’s authority level, then the enclosure can not be saved on the case. The agent will be warned and allowed to change the enclosure or the "send to" address. |
Label Printing | Determines whether mailing labels will be printed for the enclosure:
If a case contains a mix of enclosures with different label printing options, the following general rules apply:
Example: A case has six enclosures, three defined as "1 label per address," and three defined as "1 label per enclosure." There will be a total of four labels printed in this case, one for the first three, and one for each of the other three. |
Label Std Letter | If this enclosure code needs to have a label printed for the address, specify the standard letter ID for the label. |
Coupon Std Letter | If this enclosure code needs to have a coupon printed for the address, specify the standard letter ID for the label. |
Check and Coupon Format | This indicates the format to use when displaying a coupon or check number. The format can contain constants along with a numeric placeholder. The placeholder will indicate the sequential number of the coupon. Example: BRAND-[9999] If the next coupon number is 123 when printed, the coupon number would look like: BRAND-0123.
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eCoupon Code | This field is used in integrations with eCoupon vendors and is typically set up by Professional Services. To learn more about eCoupon integrations, contact your Emplifi Account Manager or Professional Services representative. |
Last Coupon Seq | Stores the last coupon number used when batch coupon printing is enabled. |
Checking Accounts | If you will be printing checks or coupons for this enclosure, you will need to define a checking account for the enclosure. See the topic on Processing Checks and Coupons for more information. |
Requires High Value Permit To Print | Select this check box to mark the check enclosure code as requiring special handling before allowing a check enclosure with a larger than normal refund amount to be printed. When one or more of these enclosures are included in a Check Print Document in Manage Batches, a user must have the FulfillmentProcessHighChecks function assigned to them to allow them to print, reprint, or void the check document. If the user's profile does not include this function, and a Password Override is configured, the system prompts for the password when the operation is performed, and the user can enter the password to perform the print, reprint, and void. |
File to Print | Enter the filename of the external file associated with this enclosure. The file must exist in the website’s Enclosures folder to be processed by the fulfillment process. This function is commonly used to print brochures or other informational documents to send to customers who do not have email. You can type the full path and file name or click the arrow beside the field to display the Select a File dialog. If the file is in a sub-folder under the Enclosures folder, you can enter a relative folder path for the file (for example: document.pdf or coupon/document.pdf). If the selected path is not in the website’s Enclosures folder, when you tab from the field, after typing or navigating and selecting a file, an upload dialog displays. Uploaded files can only be saved to the Enclosures folder. Files cannot be uploaded to sub-folders. Click Upload. If a file of the same name already exists in the Enclosures folder, a dialog displays prompting you to save the file with a new name or overwrite the existing file. The dialog also provides a view link which allows you to open the file before determining what you want to do. If you select the Use New Name button, the file is uploaded and the file name incremented by adding a ".###" with the ### being a number between 001 and 100. For example, "document.pdf" becomes "document001.pdf." |
File Print Letter Type | Select the letter type to allow case enclosures configured to print by specifying a file name to be printed server-side at the same time as their associated letter. The letter and enclosures are printed and collated to the same print tray. You must also select the Print Enclosures Server Side With Letters check box on the Fulfillment configuration to use this feature. For more information, see Configuration: Fulfillment. |
Link to Letter (On Add) | Use this option to have the enclosure automatically associated to a letter when the enclosure is added to a case. The choices are as follows:
The association will occur in the following scenarios:
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Link To Letter (On Prep) | Use this option to have the enclosure automatically associated to a letter when a letter is being prepared. The choices are as follows:
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Forced Currency | If the enclosure value should always be in a given currency, select the currency code here. |
Currency Unit Value | If you specify a value in the Forced Currency field, enter the enclosure value in the given currency.
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Requires Approval | Select this option if this enclosure requires individual approval by a manager before it can be sent to a customer. Enclosures can be approved using the Enclosure Approval Utility. |
Exclude From Fulfillment | Select this option to prevent this enclosure from appearing on any fulfillment reports and utilities. |
Retain Rejected | If selected and this enclosure is suggested but not selected as an enclosure, the enclosure will still be added to the case but added in a rejected status. |
Require Rejected Reason | If selected and the associated enclosure on a case is marked as rejected, the user must enter a reason why the enclosure was rejected. The rejection reason is recorded on the case enclosure by using the Enclosure Status Reason Code (FFK). The column is used to record the reason for either rejected or voided (if reason required) enclosures. |
Require Void Reason | If selected and the associated enclosure on a case is marked as voided, the user must enter a reason why the enclosure was voided. The void reason is recorded on the case enclosure by using the Enclosure Status Reason Code (FFK). The column is used to record the reason for either voided or rejected (if reason required) enclosures. |
Require Link to Letter | If selected when the enclosure is processed during fulfillment batch creation, the case enclosure must reference a letter on the case that is also being processed by the batch creation. If the option is selected but the case enclosure is not linked to a letter, the case enclosure is not picked, and an exception is created. |
Require Send To to Match Letter | If selected when the enclosure is processed during fulfillment batch creation, the case enclosure's Send To address must be the same as the linked letter's send to address. If the option is selected but the case enclosure and letter's Send To addresses do not match, an exception is created for the case. |
If the computed enclosure value falls outside the configured Min/Max Value Range, the system displays a below/above warning message, the Enclosure Value will not be changed, but the newly entered split amount will be accepted. However, the split amount must be brought within both the value limit rules and split balance to save the case.