Standard ERP Form Templates

Transcription

1 Standard ERP Form Templates Version 8.0 Mac OS December 2014

2 TABLE OF CONTENTS TABLE OF CONTENTS...1 GLOSSARY...2 INTRODUCTION TO THE FORM TEMPLATES REGISTER...3 EDITING OBJECTS...4 Text Objects...4 Lines and Frames...4 Fields...5 Notes and Comments...6 Pictures...6 Pictures in the Matrix...7 Page Sum Element...8 Related Information...8 OPERATIONS MENU...9 Properties...9 PC Printer...10 Copies...10 Send to Back...10 View All, First Only, Middle Only, Last Only, Single Page Only...10 Row Styles...10 SINGLE- AND MULTI-PAGE FORMS...12 PRINTING FORMS...14 RELATED ITEMS...17 Printers...17 Styles...17 Languages...18 TIPS AND TRICKS...19 Exporting Form Templates...19 Special Fields...19 Miscellaneous Notes...19 EXERCISES...20 Theory Questions...20 Practical Exercises...20 APPENDIX...21 Terminology between different versions of English language...21 Standard ERP Form Templates page 1/21

3 GLOSSARY HansaWorld term Matrix Element or Object Explanation There are registers that contain tables (i.e. a matrix). A table may hold various types of information. For example, an invoice will contain the items with all relevant information units sold, base price, discount, etc. These two terms usually describe a Form Template entity this can be one of six Text, Line, Frame, Field, Picture and Page Sum Standard ERP Form Templates page 2/21

4 INTRODUCTION TO THE FORM TEMPLATES REGISTER Standard ERP has a built-in forms editor where all documents used in the program can be designed. In the System module, click [Registers] icon in the Master Control panel, and then [Form Templates] to show a list of all the available Forms. To edit an existing form, double-click on one of the records in the list to open the editing window (as you would with any other record in Standard ERP), or click [Create: New] or [Create: Duplicate] to create a new Form Template. Remember to go to the Properties setting as the next step (this setting is described in more detail further in this manual) to add/change the code to a unique one. This setting can be found under the Operations menu in the Form Template record Inspect window. If this is not done, it will not be possible to save the new record. Now, you can start to design or re-design your Form Template. When you are done with the Form, click [Save] to save it. It is also wise to save it from time to time during the editing. The 'Form Template: Inspect' window shows the selected Form Template. At the top of the window there are six buttons: [Text], [Line], [Frame], [Field], [Picture] and [Page Sum]. There is also the option to add a Grid, making it easier to specify the location of a specific element. In the editing area, each printing object in the Form Template is shown either as a framed box, or as text. You can select an object by clicking on it with the mouse and then dragging it to another place, re-sizing it, etc. Standard ERP Form Templates page 3/21

5 EDITING OBJECTS To edit an object, double-click on it with the mouse. This will open a dialogue box where you can perform editing functions. These are described for each object type: Text, Lines and Frames, Fields, Pictures and Page Sum. For all object types, the fields Left, Top, Right and Bottom indicate the location in pixels of the four sides of the object. Tip: the Left and Right positions give the number of pixels from the left edge of the Form Template and Top and Bottom ones number of pixels from the top edge. The Justification options allow you to justify the text within the objects (where applicable) as you wish. Style refers to a Styles setting, where you can set the font, font size and font style. Text Objects To add a new text element to the Form Template, click the [Text] button and then draw the rectangular object in the Form Template in the place where you would like the text to be displayed on the document. When you release the mouse button, the following dialogue box will appear: Text: This is the text that is to be printed on the document. This can be up to 80 characters long, but is limited to one line. To create a text area with more than one line, use the appropriate number of separate one-line text objects. Left, Top, Right, Bottom: Use these fields to specify the size and position of the text box that is to contain the text. When creating a new text box, the measurements of the box that you have just drawn will appear here. Style: Use this field to assign a font and font style to the text. If no Style is entered, the first record in the Styles setting (Module System > Settings > Styles) will be used. Justification: Use these options to specify how the text will appear inside the text box. Clipping: If Clipping is On, the text will be cut if the text is longer than the text box. Exclude From Page: Please refer to the Single- and Multi-Page Forms page for details about these options. Click [OK] to close. The text field is visible on the screen and you can move it around the Form Template with the mouse or with the arrows. Click [Save] to save the Form Template with your changes. To edit a text object once it has been created, double-click on it to open the 'Text' dialogue box. Lines and Frames Use these tool buttons to draw lines and frames on the Form Template. Click either button and then draw the object. When you release the mouse button, a dialogue box will appear where you can indicate the width in pixels of the line or frame and the pages on which it is to be printed. Except for the parameters defining the Text object, in Frames and Lines you will find the following as well: Line Width: This is where you can define how thick the line or frame should be in pixels. You can also use fractions for very thin lines, i.e. 0.1 Standard ERP Form Templates page 4/21

6 Format: This field is for advanced use and in a normal setup should be left empty. Fields A field is an area on the Form Template, where information from the Standard ERP database is to be printed. The following example from an Invoice Form Template explains how: Fields appear as framed boxes containing the field name, e.g. "Payment Terms". The box frames are for identification only. They will not be printed. The [Frame] button can be used to add a printing frame if desired. Above each field there is a text object which identifies the information shown in the field. These will not be necessary if the document is to be printed on preprinted stationery. To add a field, click the [Field] button and mark the position of the field. A dialogue box will open as below: Standard ERP Form Templates page 5/21

7 Except for the parameters defining the previously described objects, in Fields you will find the following as well: Fieldname: Enter the Field Name (use 'Paste Special' to see all the available Fields for the Document Type). The list of available fields will depend on the Form Type used in the Properties setting (for more details go to the Operations Menu paragraph of this manual). Field Argument: This field is used for some more advanced Form Templates settings and should usually be left blank. Line Height: Some fields consist of more than one line (e.g. the text in Letters and Mails and the fields listing the Items in Quotations, Orders and Invoices). You can modify the spacing between lines (in pixels) with the Line Height field. Usually the number of pixels that you specify should be the same as the font size. If you leave this field empty, the lines of text may be printed on top of each other. Make sure you put the same line Height in all your matrix fields so all the rows are even and all the data is on the same level. Format: In the Field object the Format is used to define if the Field is a Header type or Matrix type. Use the matrix type if the information in the original record is stored in the matrix, for example, the rows in an Invoice. For other cases use Header type. Word Wrap: You can decide if the longer texts will be wrapped or not. If the selection is Off, then the text will not be wrapped, it will be printed in one line, regardless the size of the field. If you choose the option On, flow down or On, flow up, the text will be wrapped and will not exceed the field borders. This feature is very useful especially for the Note field. Click [OK] to save. Notes and Comments Usually, each field that you place on a Form Template corresponds to a field in the original record. For example, the Customer No. field will print the contents of the Customer Number field for every Invoice. The exceptions are a few special fields that print some universal information. You can find more information on this in the Tips and Tricks section at the end of this manual. Pictures Use the [Picture] button to include a picture in your design. Click the button and draw a frame for the picture on the Form Template. A dialogue box will appear. Standard ERP Form Templates page 6/21

8 Picture Name: Enter the file name of the picture as it is on your hard disk, including the file extension (e.g. logo.bmp). The picture must be stored in the same directory or folder as the Standard ERP database and application. The picture will appear directly on the Form Template if it is in.pdf format. In multi-user systems, the picture has to be on the server. If you want to see the pictures in print preview, you have to put the same picture files on the client installations as well. Format, Line Height and Padding: Are to be used only for printing pictures in the matrix (see below). In all other cases, leave them unspecified. Adjust to Frame: If this checkbox is on, the picture will be adjusted to the picture frame you created on the form, so its dimensions will be different than the original ones of the picture. In the Windows environment, files of BMP (bitmap) format are supported. For Macintosh and Linux, PDF (Portable Document Format) format is supported. It is advised though that you use the BMP format logo at all times on all platforms besides other formats, otherwise it might not be printed. If the Form is one that will be faxed through a fax server, remember that all pictures will be omitted. Pictures in the Matrix Besides logos and other images that can be added to the Form Template design, it is possible to print pictures of items in the matrix part of the document. The documents in Standard ERP that support this feature are Invoices, Cash Notes, Quotations, Sales & Purchase Orders and Goods Receipts. To be able to print item pictures on a document, it is necessary to first attach them on Item Records, using the Add picture button on the Tile Pricing. Because the file format requirements are the same as those for printing other pictures (BMP or PDF, depending on the OS), both formats should be attached in multi-platform systems. To add an item picture column in the matrix, click the [Picture] button. Then draw a column in the matrix by pressing, holding down and finally releasing the mouse key as with any other matrix columns. In the opening picture definition dialogue box, the following extra fields need to be filled in: Format: Use '1' for matrix columns Line Height: This should be high enough to fit the picture. The size of the picture is defined with the Top, Bottom, Left, Right Fields. Padding: This is the separation height between two pictures on different rows. Note that the Line Height in other matrix columns (like Item Code, Item Description, etc.) has to be the same as the picture height. You can see a fragment of an example invoice with pictures below: Standard ERP Form Templates page 7/21

9 Page Sum Element Use the [Page Sum] button to include a page subtotal in your Form Template. Click and drag to create it. The principle is that you include one such element in the Form Template where you have a matrix (thus the need for a page subtotal). Then, choose a field to print the page subtotal. The edit window of the Page Sum element looks the same as the one for the Field element: Sum Of: You can define which pages will be summarized with this Page Sum. Enter the Field name that you want to get page subtotals for (use 'Paste Special' to see all available Field Names for the Document Type), which will always be a field that prints out values from the relevant register's matrix line (in the example of an invoice document Form Template, the field with the Field name 'Row Sum' prints out the total sum for each line in the Invoice matrix and for this field we want to see the subtotal on each page). Choose other options for the Field element and click [OK] to save. Note that the Line Height and Format fields do not have to be filled in, as this is a normal field. Related Information When you have created your objects, you may need to move or delete them. These operations will be described below. To move an element, select it and use the mouse to drag it to the desired location, or use the arrow buttons on your keyboard to move the object by one pixel per button press. As mentioned previously, you can also define the position of the element by editing the respective fields in the properties dialogue box of that element. You can also move several elements together. To select them, drag a box around all the elements you want to move or select them one by one with your mouse while holding down the [Shift] key. Use the keyboard arrow buttons to move several elements around. To delete an element, select it and press the [Backspace] or [Delete] keyboard key. You can also delete several elements at the same time select them and press [Backspace] or [Delete]. Standard ERP Form Templates page 8/21

10 OPERATIONS MENU When a Form Template is open in a record window, the Operations menu is available. Properties This menu command opens the 'Form Template Properties' dialogue box. Here you can record basic information for the Form Template currently being edited. Code: A unique code for the Form Template. If you have created a new Form Template by copying a sample form, you must enter a new Code before you can save it. Comment: A description of the Form Template, e.g. Invoice. Form Type: Using 'Paste Special', select one of the available Document Types for this field. When the time comes to add fields to the Form Template, only the fields available for that Document Type will be available in the 'Paste Special' list in the 'Field' dialogue box. PDF Code page: If you print your documents to PDF files, you may need to change the default codepage used for character encoding. For example, if you were to create a form in Cyrillic, you would have to change this field accordingly (Use 'Paste special' to get a list of the available options). PDF Landscape: If this checkbox is ticked, the pdf that is created automatically when creating an from the record will be displayed in landscape format. Matrix Rows On: Please refer to the pages covering Single and Multi-Page Forms for details about these options. Printer Dialog: Check this box to force a printer dialogue to be shown each time the document is printed. Standard ERP Form Templates page 9/21

11 PC Printer If a dot matrix printer is used, use this dialogue box to define the page size. A dot matrix printer needs certain settings for printing on continuous stationery. If you are printing a document to pre-printed forms, you may need to define the number of rows in the page, the number of visible rows and the left margin for the forms used. Copies Use this function to define the number of copies to be printed each time the Form Template is used and their respective headings and the printer tray from which each copy is to be printed. If you want the headings to be printed, be sure to include the Copy Type field in your Form Template design. Send to Back When you design your Form Templates, you will most likely put many different objects to your design and sooner or later will have a situation when you cannot edit a selected object because another one is covering it from the top. You can solve this issue with the Send to Back command. Select an object on the top and press this option. Now you are able to access the underlying objects. For example, if you create a text object and then draw a Frame object around it, it would only be possible to change the text object again by moving the Frame away. With Send to Back, you can send the Frame object to the back and easily access the text object, without moving anything. View All, First Only, Middle Only, Last Only, Single Page Only These functions are described on the Single and Multi-Page Forms pages described later in this manual. Row Styles When creating Quotations, Orders, Invoices and Project budget records, you can add special types of rows to their matrixes by using the Operations menu from within the Record: Inspect window. This setting will allow you to define special styles and row heights for these specific row types when printing one of the above mentioned records with the current Form Template. Here you specify a Style and row height for each of the available matrix row types. Standard ERP Form Templates page 10/21

12 Standard ERP Form Templates page 11/21

13 SINGLE- AND MULTI-PAGE FORMS When designing Forms, you should consider what is to happen when the printing of a document requires more than one page. Two options are available: 1. The "simple" option, where the same page setup is used for each page. 2. The "multi-page" option allows the use of up to four page designs, as follows: First: The first page of a multi-page document. Middle: In a multi-page document, the pages between the first and last pages. Last: The last page of a multi-page document Single: The sole page of a single-page document. When an object of any kind (i.e. text, line, frame or field) is added to the Form Template design, the Exclude From Page check boxes can be used to specify the pages on which the object is not to be printed. If none of these boxes is checked, the object will be printed on every page. This will be the case when using the "simple" option. If you want the object to be printed on certain pages only, check one or more boxes for pages where it should be excluded. For example, if the object is to be printed on all pages except the first, check the First box. If it is only to be printed on the first page, check all boxes except the First box (i.e. it will be excluded from all pages except the first). The Text object in the illustration below will be printed on the first and single pages only: To help with the design process, you can choose to display the objects from a particular page. To do this, select 'First Only', 'Middle Only', 'Last Only' or 'Single Page Only' from the Operations menu. For example, select 'First Only' to view the objects that are to be printed on the first page (i.e. those whose First box has not been checked). Select 'View All' to see all objects, irrespective of the page on which they are to be printed. The number of pages printed will vary from record to record, depending on the number of rows that the record has. An Invoice with one Item will be printed on a single page (i.e. using those objects that have an un-checked Single box). An Invoice with 100 Items (i.e. 100 rows) will be printed over several pages. You should specify the maximum number of rows that can be printed on each page by selecting 'Properties' from the Operations menu. This opens the 'Form Template Properties' window, which has four fields under the overall heading of Matrix Rows On: Standard ERP Form Templates page 12/21

14 In the case of the "simple" option, you can enter the number of rows to be printed only in the Single Page field and leave all others with 0. Otherwise, enter different numbers as necessary. For example, the First and Single are set to 5, Middle to 6 and Last to 7. Invoices will be printed depending on the number of rows, as specified in the table below. Note, that it is advised to put on the Last page the same or higher quantity of rows than on the Middle page. Also there should be at least one row set up on First page. Invoice Rows Pages Type of Page Up to 5 1 Single First and Last First, Middle and Last First, 2x Middle and Last Standard ERP Form Templates page 13/21

15 PRINTING FORMS Once a Form Template has been designed, you should specify when it is to be printed. This is done by defining the Form Template for a document in the 'Forms' list in the appropriate module. This is only necessary if you have given your Form Template a new Code using the 'Properties' Operations menu function. For example, when printing an Invoice, Standard ERP will not have a Form Template defined for that document if starting from an empty database. A sample Form Template for this document will be supplied with Standard ERP. If you have used this sample as a basis for designing your own invoice with the Form Template code "INVOICE1", you should specify that this will now be the Form Template to be used for printing Invoices. To do this, follow these steps: 1. Select the Sales Ledger module by clicking the Module button on the Master Control panel. 2. Click [Forms] in the Master Control panel. The 'Forms' list window is opened showing a list of available documents. Highlight 'Invoices'. 3. Select 'Define Document' from the Operations menu. 4. In the first row, enter the Code of your new invoice Form Template ("INVOICE1" in the example). Use the 'Paste Special' feature to see all available Form Templates and to ensure the spelling is correct. Standard ERP Form Templates page 14/21

16 5. Click [Save] to save the Invoice definition. From now on, whenever Invoices are printed, the "INVOICE1" Form Template will be used. 'Define Document' (steps 3 and 4 above) can also be used to specify that different invoice Form Templates are to be used depending on the Language on the record (this can also be set up to default to the Language code on the Customer/Supplier cards), the Access Group of the user or the number sequence in which the Record Number (e.g. Invoice number) falls. It is also possible to specify that more than one Form Template is to be printed (for example, you might require that a Delivery Note is printed with each Invoice). Remember that the language code you specify in the column 'Language' doesn't have to be defined in the system, although it is recommended. Additionally, you can specify what form is to be printed for OK'd (i.e. approved) and not OK'd records, by using Paste Special in the 'Status' column. Keep in mind that, when printing a record, if no suitable Form Template is found (that is, not matching any lines in the Define Document setting), the operation will be cancelled and an appropriate error message for a missing Form Template will be shown. For example, if the Define Document setting for the Invoices document contains one row with a Form Template Code specified and the 'Status' column value set to OK'd, then, if trying to print an un-ok'd invoice, an error will be shown as there is no Form Template defined for such a record. The same applies to any other combination of other column values. Also, this may be a way to prohibit the printing of un-ok'd records or to allow the printing of records only for certain groups of users (by using the 'Acss. Gr.' column) or simply to prevent errors by not printing documents that don't need to be printed, or are not yet ready to be printed. Standard ERP Form Templates page 15/21

17 However, some of the columns will not be taken into account when Defining Form Templates for certain registers. For example, the register Quotations does not have the OK checkbox and therefore the 'Status' column will be disregarded when the system selects the Form Templates to be printed. Another example would be the Stock Movement record, which doesn't have a Language field (i.e. the column 'Language' will be disregarded). The 'Define Form' function is available for most of the documents printed in Standard ERP, allowing a high level of flexibility in the production of printed output. Standard ERP Form Templates page 16/21

18 RELATED ITEMS All of these settings can be found in the System module. Printers The Printers setting is used to specify the different printers available in your network. Prior to filling in this information, a print server has to be installed in your network and only then can you supply the necessary data (the print server IP address and port). Once this has been done, the 'Define Form' function can be used to specify which printer is to be used when printing a particular Form Template. Styles The Styles setting is used to define the various types of styles and fonts that are available for use when designing Form Templates. This setting is crucial for the appearance of your documents. If it is not filled in, all your documents will look plain. In this setting, you have to define the Font (use 'Paste Special to get a list of all available fonts'), the Size and any decoration (i.e. Font style Normal, Bold, Italics or Bold and Italics). A sample style definition is shown below. If you are using mixed operating systems for your client computers, you should fill out all the sections for each operating system. If you need the text on your document to be rotated, you should use a style with Rotation defined. The possible options are: 90 for rotation to the left, 180 for rotation up side down and 270 for rotation to the right. 0 means that the text will be printed in a normal way. You can also print barcodes on documents instead of regular text to do that, you need to use a style with Barcode defined. There are four possible options: Code 128, Code 39, EAN 13 and QR Code. It will be necessary to have a specific barcode font installed on your computer. Standard ERP Form Templates page 17/21

19 Languages The Languages setting is used to define a list of available languages when using Paste special in the language fields. This setting is not mandatory, but is strongly recommended. Standard ERP Form Templates page 18/21

20 TIPS AND TRICKS Exporting Form Templates It is possible to export all or selected Form Templates from your system. In order to do this, you need to access the module 'Integration'. If you cannot find it in the list of Modules, it is required to alter the setting 'Access groups' in the System module. For your access group, add a new line, enter Module in the column Type, select the Integration module from the 'Paste special' window in the column Item and choose the Level as Full. Restart the program and the Integration module will be available. In the Integration module, choose the export Base Registers. Check the 'Form Templates' checkbox (as shown in the picture below). In the Code field, enter the code of the Form Template you want to export and an optional Comment (if you don't enter a code all Form Templates will be exported). Press [Run] to start the export. Choose a location for the export file, a filename and press [Save]. Now, you can import the Form Templates back into the system or into another Standard ERP database by using the import 'Automatic, manual file search' in the module System. The export file can also be directly edited in order to change styles, positions and any other aspect of the exported Form Template. Special Fields There is a number of universal Special fields available for use, which are not connected with any register. Here are some of them: Page Number: This field will print out the page number and the total page count separated by a forward-slash ( / ). Note: This will print out the contents of the first note, which is attached to the record (i.e. by using the paperclip icon). Copy Type: As mentioned above, it will print out the captions, defined in the Copies setting, accessible from the Operations menu for each copy of the document. Row Number: A field to put in document Form Templates when a matrix will be printed. This will print the row number of each printed row. Miscellaneous Notes When using language codes for printing document Form Templates, make sure that the settings Days and Months and Values in Text in the System module are filled out for the respective language code, otherwise the elements like Date with Month in Words will not be printed at all. In some businesses it might be required to use thermal printers for POS receipt printing. You can then choose whatever is better for your business to use a Single page setup in this situation every POS receipt will look similar and will have the same size each time, or a Multi-page setup, to have the receipt adjusted to the quantity of rows. To set up the Form Template properly for the Multi-page, you should put the number of rows as -1 for Single and First page, 1 for Middle page and 0 for Last page. Standard ERP Form Templates page 19/21

21 EXERCISES Theory Questions 1. What is the difference between a field and a text object? 2. In which register can you define text fonts? 3. Briefly explain the purpose of Multi Page forms. 4. If you have an Invoice with 4 rows, what type of page will be printed? 5. If you have an Invoice with 35 rows, what type of page will be printed? 6. In which setting do you inform HansaWorld how and which Form Template is to be printed for a specific document? Practical Exercises 1. Download the Standard ERP by HansaWorld Sample and open it. 2. Go to the system module and open the Form Templates register. 3. Create a new Form Template for invoices by duplicating an existing Form Template. Change the name of the Form Template. 4. Change the font of the company name. 5. Remove the fields for the delivery date. 6. Remove the column for item number in the matrix. Move the field for quantity to the left side of the Form Template and make the specification column wider. 7. Save the Form Template and connect it to the invoices and print a preview of an invoice. You can hand this invoice in to your trainer. Standard ERP Form Templates page 20/21

22 APPENDIX Terminology between different versions of English language The language used in this material is American English. There can be slight differences between other versions of the English language, which can lead to confusion. This table should help to clear these up. It has been sorted alphabetically. British USA Canada Australia + New Zealand Singapore Cheque Check Cheque Cheque Cheque Colour/coloured Color/colored Colour/coloured Colour/coloured Colour/coloured Credit Note(CN) Credit Memo (CN) Credit Memo (CM) Credit Note (CN) Credit Note Dialogue Instalment Dialog Installment Jewellery Jewelry Jewellery Jewellery Jewellery Licence (noun) License Licence Licence Licence Mileage Claim Miles Way Lists Mileage Claim Mileage Claim Miles Miles KM KM KM Mobile Cell Mobile Mobile Mobile Nominal Ledger (NL) General Ledger (GL) General Ledger (GL) General Ledger (GL) General Ledger (GL) Post Code ZIP Code Post Code Post Code Post Code Purchase Ledger Payable (PL = AP) Payable (PL = AP) Purchase Ledger Purchase Ledger Sales Ledger Receivable (SL=AR) Receivable (SL=AR) Sales Ledger Sales Ledger Salesman Salesperson Salesperson Salesman Salesperson Stock Inventory Inventory Stock Inventory Stocktake Inventory Count Inventory Count Stocktake Inventory Count Stock Depreciation Inventory Adjustment Inventory Adjustment Stock Depreciation Inventory Adjustment Supplier Vendor Vendor Supplier Vendor VAT Sales Tax or Tax Tax (ideally GST/PST) GST GST/SST/HST Standard ERP Form Templates page 21/21