Invoice - Setting up the member electronic signature

Invoice E-signature Set up

Scope and Purpose

The purpose of this document is to provide the information needed to use and print the E-signature on final invoices.

Highlights

• When uploading the E-signature in Acumin, the image is encrypted and saved directly in the database and cannot be accessed.

• Authorized users can remove the E-signature from the member properties form by clicking on the Destroy button.

• The E-signature will print:

  • if the signature option is enabled for the invoice and,

  • if the option "Printed in Final form" is selected and,

  • if the invoice signatory member selected has an E-signature file uploaded in his member properties.

• The signature image must respect the size requirements to display without distortion which is crucial for a signature.

• The E-signature will print when the PDF format is selected.

Steps to implement the E-signature:
To proceed, the user needs to have permission "#417 – Load and view Signature for Use with invoice".

• Prepare the E-signature file;

• Save the E-signature file in a temporary folder;

• Upload the E-signature file in the member properties;

• Test the E-signature;

• Delete the E-signature file from the temporary folder.

Setting up the E-signature

Prepare the image file

• The E-signature must be saved in either .jpg or bmp format.

• The physical size of the signature canvas is fixed and should be:

  • 8 cm width X 2 cm height. OR

  • 485 pixels width X 121 pixels height (145 dpi)

This includes the white space around the signature itself.

For a better result, see our recommendations below:

• Position the signature on the bottom left of the canvas to appear aligned with the text and the signature line.

• Set the signature colour in black and the canvas background colour "transparent" (if saving in jpg format).

Invoice example using an E-signature.

Saving the E-signature file

The member's E-signature files will have to be saved in a temporary folder accessible by the authorized user that will set up the signature in the member propertie, in the Other Images folder under the Executable folder for example.

Uploading the E-signature in Acumin

To upload the E-signature in the member properties,

1. On the main option bar, click on View then Persons then Members;

2. In the Search- Person form,

   1. Enter the member number or name and click on the filter icon.

   2. Right-click on the appropriate member and select Properties Member.

1. In the Member Properties form, click on the Picture/Signature tab;

2. In the Member Signature section, press on the Select Signature button and select the folder where the signature is temporarily saved and select the signature file needed.

Tip :

• The image of the signature displayed will be the same as printed on the invoice document. If distorded, it means that the signature image doesn't respect the size or proportion.

• Don't forget to select the correct image format "jpg" or "bmp"

1. Once the E-signature is visible the Member Image section, click on the Load Signature button to encrypt and save the signature in Acumin. The

1. The option "Allow use of my signature in electronic format on the invoice" will be checked by default.

2. You can then click on OK button to save and exit from the member properties.

Test the signature

To test the signature on invoices, you need the following.

1. An unposted invoice with the correct member set as the signatory.

1. The Signature (Include E-signature if any) option needs to be enabled in the Invoice Document Creation form.

1. The invoice must be printed as the "Final" invoice for the E-signature to appear on the printed invoice.

To print the Final invoice from the Invoice Document Creation form, do the following.

• The Draft version (without the E-signature if any) option must be disabled.

• Click on the PDF Invoice button.

• Click on No to the question Do you want to print the saved Invoice?

• The invoice will launch with the signature.

To print the Final invoice from the Show Invoice Details form:

• • Verify that the options previously outlined in the Invoice Document Creation form are set and saved.

  • Select the invoice. Right-click and select the Print in Final Form option.

• Click on OK in the Paper Clip form.

• Click on No to the question Do you want to print the saved Invoice?

• The invoice will launch with the signature.

Delete the E-signature file

Once the E-signature is uploaded and tested, the authorized user can delete it from the temporary folder that was used to upload it into Acumin. This is done with Windows-File Explorer.