You use this program to define the page layout required for the printing of your permanent entry invoices. A permanent entry format must be defined before you can use the AR Post Permanent Entries program.
| Field | Description | ||||
|---|---|---|---|---|---|
| Print method | Indicate the method by which you want to print AR permanent entry invoices. | ||||
| Standard document | Select this to print AR permanent entry invoices using pre-printed stationery. | ||||
| Word document |
Select this to print AR permanent entry invoices using MS Word. Refer to Word Printing for additional information about printing using MS Word. |
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| SRS document |
Select this to print your AR permanent entry invoices using SRS Document Printing. See SRS Document Printing Overview for additional information. |
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| Format options |
Indicate the section of the document to maintain. You select one of the options and then use the Change function to define the preferences and page layouts for your document.
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| Message | Define an invoice message for the permanent entry invoice. | ||||
| Change | Select this to indicate the preferences, options and print positions for your permanent entry invoices (see Format Options). | ||||
| Copy Format | Select this to copy a permanent entry format from another company to your current company | ||||
| Save | Select this to save any information you entered. | ||||
| Alignment | Select this to print a permanent entry using test characters to verify that the fields you have defined are correctly aligned on your stationery. | ||||
| Select this to print the stationery format information
you defined and saved for the AR permanent entry
invoices. It is advisable to keep this report for disaster recovery purposes. |
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| Cancel | Select this to exit the program without saving any information you entered. | ||||
![[Note]](images/note.png)
The Message function enables you to define an invoice message for the permanent entry invoice.
| Field | Description |
|---|---|
| Message |
The wording you enter in this 15 character field is the actual message that is printed on the permanent entry invoice. If you are not using pre-printed stationery, you could use this field to print "Tax Invoice" at the top of the permanent entry invoice. |
| Row |
This indicates the vertical position (i.e. Top to bottom) at which you want to print the message. All measurements are based from the top left hand corner of the page. The row specification for any field cannot exceed 65. |
| Column |
This indicates the horizontal position (i.e. Left to right) at which you want to print the message. All measurements are based from the top left hand corner of the page. The column specification for any field cannot exceed 120. |
| OK | Select this to accept the message information you entered. |
| Cancel | Select this to ignore the message information you entered and to return to the previous screen. |
The Copy function enables you to copy a permanent entry format from another company to your current company.
| Field | Description |
|---|---|
| Current company | This indicates the company in which you are currently working. This is the company to which the format will be copied. |
| Copy from company | Indicate a valid company from which you want to copy a permanent entry invoice format. |
| OK | Copy the permanent entry invoice format from the company you selected to the current company. |
| Cancel | Select this to return to the previous screen without copying a format. |
You use the Alignment function to print a permanent entry using test characters to verify that the fields you have defined are correctly aligned on your stationery.
| Field | Description |
|---|---|
| Number of pages to print | Indicate the number of test documents to print. You
can select up to 5 test invoices to print, one after the
other. This enables you to check whether the information on each invoice is aligned correctly not only on the first page, but also on each subsequent page. |
| Print test format alignment? | |
| OK | Select this to print the test format alignment for the document. |
| Cancel | Select this to return to the previous screen without printing an alignment. |
The Format options enable you to maintain each section of the document.
The following Format options are available depending on the Print method selected:
- Preferences (see Preferences)
-
Detail section (see Detail Section)
-
MS Word Options (see MS Word Options)
-
SRS Options (see SRS Document Print Setup and SRS Document Template)
This section enables you to configure default settings you want to apply when printing AR permanent entry invoices.
The following preferences can be selected when you use highlight the Preferences line and select the Change function:
| Field | Description |
|---|---|
| Total number of lines on a page |
This indicates the number of lines you want to print on each page. A maximum of 99 lines can be entered. You cannot access this field if you selected the Print using MS Word option. |
| Highest start column across page | Indicate the maximum column number that can be specified when
defining the column print positions for fields on the document. This must be in the range 1-150. See also Preference restrictions. |
| Print date format |
This indicates the format in which you want to print dates on your permanent entry invoices. The system defaults to using the date format configured for the company (Company Maintenance), but you can select to use the Short date format or the Long date format. |
| Length of notes line | This indicates the maximum number of characters that must be printed for each line of notes captured against a permanent entry. |
| Maximum number of notes lines | This indicates the maximum number of lines of notes that can be printed for each permanent entry invoice. |
| Close |
Select this to return to the previous screen. To save the information you entered you must select save from the AP Permanent Entries screen. |
This section is only available if you selected the Print method: Standard document and enables you to indicate the fields you want to print on your AR permanent entry invoices.
When you highlight the Detail section format option and select the Change function, the fields for which print positions can be defined are displayed.
The following options are used to indicate the print positions for these fields:
| Field | Description |
|---|---|
| Clear Row/Column |
Select this to delete the row and column print positions for the highlighted field. When you select this function, the print positions for the highlighted field are set to zero, which means the field is not printed. |
| Text Fields | The Text Fields function enables you to enter up to 8 lines of text (30 characters per line) that you want to print at a specific position on each document. |
| Change | Select this to maintain the row and column print positions for the highlighted field. |
| Close |
Select this to close the current window and return to the previous window. You save the changes you made when exiting the program. |
The Text Fields function enables you to enter up to eight lines of text (15 characters per line) that you want to print at a specific position on each permanent entry invoice.
| Field | Description |
|---|---|
| Clear text | Select this to clear the text and print positions for the highlighted text field. |
| Change | Maintain the highlighted text line. |
| Maintain Text Entries | |
| Text | Indicate the actual text that must be printed on the document. |
| Row |
Indicate the vertical position (i.e. Top to bottom) at which you want to print the text entered in the Text field. The row specification for any field cannot exceed 65. |
| Column |
Indicate the horizontal position (i.e. Left to right) at which you want to print the text entered in the Text field. The column specification for any field cannot exceed 120. |
| OK | Select this to accept the information you entered for the text field. |
| Cancel | Select this to ignore the information you entered for the text field and to return to the previous screen. |
| Close | Select this to return to the previous screen. |
You use the Change function from within the Detail Section to maintain the row and column print positions for the highlighted field in the section.
| Field | Description |
|---|---|
| Positions |
All measurements are based from the top left hand corner of the page. For some fields, only the Row or only the Column may be available for you to define. To assist you in positioning the fields correctly, select the Print Mask for Document Alignment to print a grid of the required columns and lines. Ensure that the layout mask is output to the printer on which you will be printing your documents. |
| Row |
This indicates the vertical position (i.e. top to bottom) at which you want to print the highlighted field. The row specification for any field cannot exceed 65. |
| Column |
This indicates the horizontal position (i.e. Left to right) at which you want to print the highlighted field. The column specification for any field cannot exceed 120. |
| OK | Select this to accept the print positions you entered. |
| Cancel | Select this to ignore the print position you entered and to return to the previous screen. |
The following table lists the fields you can print in the detail section of the permanent entry document:
| Field | Origin/Comment |
|---|---|
| System date | |
| Time document printed | |
| Company name | Company Maintenance - Address tab. You print this field if you are not using pre-printed stationery. |
| Company address line 1-3 | Company Maintenance - Address tab. You print this field if you are not using pre-printed stationery. |
| Company tax registration number | Company Maintenance - General tab |
| Tax exemption number | This prints the tax exemption number defined against the customer (AR Customer Maintenance). |
| Company registration number | This prints your company's registration number (Company Maintenance - General tab). If your nationality code is set to CAN and you require the Canadian GST system (Tax Options - General tab, then you can define a print position for the GST registration number field instead of the Company registration number. |
| Customer | This prints the customer code of the customer you are charging. |
| Customer name | This prints the name of the customer you are charging. |
| Customer address line 1-5 | AR Customer Maintenance |
| Customer postal/zip code | AR Customer Maintenance |
| Customer tax number | This prints the tax registration number defined against the customer (AR Customer Maintenance). |
| Ship to address line 1-5 | AR Customer Maintenance |
| Ship to address postal/zip code | AR Customer Maintenance |
| Contact | AR Customer Maintenance |
| Currency | This print the currency code for the charge. |
| Currency description | Browse on Currencies - Description defined against the currency |
| Salesperson | |
| Invoice date | |
| Invoice number | |
| Branch | |
| Invoice terms | This prints the terms applicable to the invoice |
| Reference | This prints the reference entered against the permanent entry using the Browse on AR Permanent Entries program. |
| Entry description | This prints the description entered against the permanent entry using the Browse on AR Permanent Entries program. |
| Product class | This prints the product class entered against the permanent entry using the Browse on AR Permanent Entries program. |
| Sales tax code | This prints the sales tax/GST code entered against the permanent entry using the Browse on AR Permanent Entries program. |
| Amount on which tax is payable | This prints the taxable amount of the charge. |
| Sale tax percentage | This prints the sales tax percentage applied to the charge. |
| Sales tax amount | This prints the amount of sales tax for the charge. |
| Invoice amount including tax | This prints the total invoice amount including tax. |
| Invoice amount | This prints the total invoice amount entered against the permanent entry using the Browse on AR Permanent Entries program. |
| Total cash discount offered | |
| First notes line |
As an alternative to printing your documents on pre-printed stationery, you can configure SYSPRO to allow you to print your stationery documents using Microsoft Word.
Refer to Word Printing for additional information about printing using MS Word.
You use the Design Template function to open the applicable Word template and insert the fields that you want to print on your stationery.
Refer to Design Template for additional information.
Print notes on a permanent entry invoice
This task indicates how you can print notes on your permanent entry invoices.
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Define a print position for the field: First notes line (Permanent Entry Format Detail section).
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Configure entries for the preferences: Length of notes line and Maximum number of notes lines (Permanent Entry Format Preferences).