4.1. Application Maintenance Code
Syscob applications will only function when a valid maintenance code exists for the current date. If the existing maintenance code is expired, or a code does not exist, then the application (or features within it) cannot be used. The maintenance code is generated by Syscob on a one-for-one basis from a maintanance invoice.
For the Export-It Plus commercial documents application the invoice is generated by Syscob and sent to the exporter. This generally occurs 30 days prior to expiration of the current maintenace period, but can also occur at the request of the exporter. Syscob will generate and return a Windows® installer that will install the new maintenance code to enable use through the next maintenance period.
In the case of the Export-It statutory EDI application the exporter must generate a maintenance invoice and provide a copy to Syscob before a maintenance code can be generated and returned to the Syscob software at the exporter site as a SEDI message. This is the only way that the flexibility in maintenance period and software features can be altered to fit the requirements of the exporter.
ExportIt Module for Maintenance Invoice
Export-It warns the user, via a 7-day “countdown”, each day for a week before the maintenance period is due to expire. During the “countdown” week the user sees a dialog like one of these:
RFP's countdown dialog is at right:
ExportIt warning dialog:
When the software is not used daily then a maintenance period might expire without the user being aware of the expiration. If the maintenance has expired then a dialog like one of these will appear:
RFP's expired dialog is at right:
ExportIt expired dialog:
To renew, extend or obtain an intial maintenance period open the “ExportIt” shortcut. You may get a “Maintenance Code Expired” dialog like one of those above. Answer it with its “” button to generate a maintenance invoice. Should you not get an “expired” dialog when the “ExportIt” module opens then select “Generate Maintenance Invoice” from the “Maintenance” menu.
Either will open the “Export-It Maintenance Invoice Generator” form. That window should look like this, but with your company details (click on the prior or following, or any reduced size image, to open the capture at full size in a new browser tab or window):
Verify that your “Company Details” at the top are correct. Change any that are not. If you need to change the “State” be sure to use the small button with the ellipsis [“”] to pick the state code from the list—do not just type a postal state code.
Make sure that you have entered a person's email address in the “Human Email Address” field as that is where notifications related to the maintanace code will be sent. If any thing was changed then press the [F2] key (function key 2) on the keyboard and answer the confirmation dialog to save the changes. Now perform steps 1 through 4:
- Step 1 — Tick “Email RFPs”
for RFPs (and “Email PRAs and FIs”
which are free with RFPs) if you need to use the DofA EXDOC system.
Only tick “Email CMR” if you need
direct access to the Customs ICS system (which requires use of Digital
Certificates, but do not tick if SEW-style RFPs are used to obtain
EDNs via EXDOC).
- Step 2 — Select the “Start Date” (the date on which the new
maintenenace period to begin) by clicking the ellipsis [“”]
button and then clicking the date on the calendar that appears. This
date could be today or in the future. If your maintenance code has not
yet expired then pick the day it will expire as the “Start Date”.
- Step 3 — Enter the number of “2 Month Units” for which
you wish maintenance coverage. For example, enter 6 for a year (12 months)
or enter 1 for only 2 months of coverage. The value entered will by multiplied
by twice the monthly rate shown (which depends on the selected features in step 1)
and the total cost will be shown.
- Step 4 — Print the invoice (or press the “” button to open the “PreView
Invoice Print” window then press the “” button and “paste” a copy into
Notepad for printing if your printer is not
configured for Export-It), tick how it
will be paid (so we can reconcile our accounts when the payment arrives) and
then fax it to Syscob or send a copy in an email to Syscob.
If printer not setup or to copy into email:
The maintenance invoice will look like the following sample (click to enlarge). Note the “payment indictation” boxes, to enable us to reconcile the payment when it arrives, the bank details for transfer or EFT payment and the total amount to be paid. After sending a copy to Syscob pass this invoice to the accounting department for payment as any other commercial invoice (i.e. within 30 days).
When we receive a copy of the invoice (we need information from it to create a maintenance code) we will generate the code that enables the EDI system for the facilities and period selected. We will then send two [2] email messages. One will be sent directly to the exporter's SEDI subsystem with the maintenance code attached. The second will be sent to the “Human Email Address” given as a notification that the code has been sent and with instructions on how to be certain the code is received and processed by the Export-It software. We do not need to have prepayment to generate the code, but invoice should be paid within 30 days, and can usually get the code back to an exporter in about 15 minutes from receipt of their invoice.