Export-It Maintenance & Support

Export-It requires a current “maintenance code” to function in other then “demo” mode.  Syscob will supply a maintenance code upon receipt of a user-generated “Maintenance Invoice” received by either facsimile, to (03) 9731 0742, or by an email message to support@syscob.com.au.  A new installation will need to submit a “Maintenance Invoice” or when an EDI email address is changed a security warning dialog may indicate the need for one (with the new EDI email address) or a seven [7] day “countdown” dialog warning of impending expiration may show that a renewal invoice is needed.

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 this (upper is from RFPs and lower is from ExportIt module):

When the software is not used daily then a maintenance period might expire without the user being aware of the expiration.  If the maintenance period has expired then a dialog like one of these will appear:

To renew or extend the maintenance period open the “ExportIt” shortcut (where you would do a PRA or FI).  You should get a “Maintenance Code Expired” dialog like one of those above.  Answer it with its “OK” or “Yes” 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 this, 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).


Make sure that you have entered a person's email address in the “Human Email Address” field as that is where notifications will be sent.  If any thing was changed then press the [F2] key (function key 2) on the keyboard to save the changes.  Now perform steps 1 through 4:

  1. Step 1, tick “Email RFPs” for RFPs (and “Email PRAs and FIs” which are free with RFPs) if you need to use the AQIS EXDOC system.  Only tick “Email CMR” if you need direct access to the Customs ICS system (which requires use of Digital Certificates, but is not needed when SEW-style RFPs are used to obtain EDNs via EXDOC).
  1. Step 2, select the “Start Date” (the date you wish 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”.

  1. Step 3, enter the number of “2 Month Units” for which you wish to pay maintenance.  For example, enter 6 for a year (12 months) or enter 1 to pay for 2 months.  The value entered will by multiplied by twice the monthly rate shown and the total cost will be shown.
  1. Step 4, print the invoice (or press the “Print Preview” button to open the “PreView Invoice Print” window then press the “Copy to Clipboard” button and “paste” a copy into Notepad for printing if your printer is not configured for Export-It) and tick how it will be paid, so we can reconcile our accounts when the payment arrives, and then fax it to us or send a copy in an email to us.

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.

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 your system for the facilities and period selected.  We will then send two (2) email messages.  One will be sent directly to your Export-It system 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 your Export-It software.  We do not need to have prepayment to generate your code (the invoice should be paid within 30 days) and can usually get the code back to you in about 15 minutes from receipt of your invoice.

Invoice Details

An Export-It maintenance invoice specifies:

Which is why Syscob Support staff must receive a copy of the maintenance invoice in order to generate a maintenance code for the software.  Since this is a normal commercial invoice, payable within 30 days, it need not be prepaid.  However, Syscob needs to know how it will be paid (by EFT, direct deposit or cheque via post) in order to reconcile our accounts when payment is made.

Syscob recommends the following procedure:

  1. Generate maintenance invoice and either print it or “copy & paste” it into a text document for printing.
  2. Fax to (03) 9731 0742, facsimile number on the invoice, or email to support@syscob.com.au
  3. Pass the invoice to accounting for payment with other invoices.

If faxing the invoice to Syscob be sure to “tick” the payment method box (just above account details on the invoice) to indicate how the invoice will be paid.  If emailing the invoice then be sure that either the attached invoice or the email message body indicates how payment will be made.

Upon receipt of a maintenance invoice the Syscob Support staff will typically send the new maintenance code and a notification message within 15 minutes of receipt.