RMA Document Formats

RMA Document Format

Field	Description
Document type	This enables you to indicate the type of document for which you want to configure print settings.
RMA Issue	Select this to configure print settings for an RMA Issue document.
Format	This indicates the format assigned to the document type. You can define up to 36 different formats (i.e. 0 to 9, A to Z). This flexibility allows you to configure and print RMA Issue documents according to your own requirements as well as those of your customers.
Description	Enter a description for the document type and format you selected above.
Print method
Standard document	Select this to define a document format for quotations using pre-printed stationery.
SRS document	Select this to print your documents using SRS Document Printing.
Word document	Select this if you want to print your quotation documents using pre-defined MS Word templates (see MS Word Options).
General
Format options	These options enable you to indicate the section you want to maintain. You select one of the sections and then use the Change function to define the preferences and page layout for the document. The options available change depending on the Print method you select to configure.
Change	Select this to edit the preferences and print positions for the various sections of the RMA Issue document (see Format Options).
Copy	Select this to copy a document type to another format, or to another document type (see Copy).
Save	You use this function to save the details assigned to the document format.
Alignment	Select this to print a document using test characters. This enables you to verify that the print positions and fields you defined for the document are aligned correctly. It is advisable to print the alignment to the printer on which you will be printing your documents.
Print	Select this to print a document listing all the selections you made within the RMA Issue document format. It is advisable to keep this report for disaster recovery purposes.
Delete	Select this to delete the document type and format currently selected.
Close	Select this to exit the program without saving any changes made. If you have made changes to the format, then the program prompts you to save or discard these changes.

Copy

This screen is displayed when you select the Copy function to copy a document type to another format, or to another document type.

This is useful if you want to define multiple formats for the same document type, with minor differences in each. Instead of having to re-define the entire document, you can copy the original document to another format and then apply the required changes to the copied format.

Document types and formats can also be copied between companies (i.e. from one company to another).

Field

Description

Company

This indicates the company in which you are currently working.

Copy from format

Select the format of the document type you want to copy.

Change Company

Select this to change to a different company from which you want to copy a sales order document.

Copy from company

Indicate a valid company from which you want to copy a document format.

OK

Select this to accept the company id you entered at the previous prompt.

Cancel

Select this to return to the previous screen without changing the company id.

OK

Select this to copy the document format you selected to the new document.


	This option does not save the format you copied. To save the new format, you must select Save from the RMA Document Format screen.

Cancel

Select this to return to the previous screen without performing the copy

Format Options

This section enables you to maintain each section of the document.

The following options are available depending on the Print method selected:

Preferences (see Preferences)
Heading section (see Heading Section)
Detail section (see Detail Section)
Cross shipment section (see Cross Shipment Section)
Header notes / comments (see Header Notes)

SRS Options (see SRS Document Print Setup and SRS Document Template)

MS Word Options (see MS Word Options)

When you highlight a section for a Standard document format 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	This enables you to enter text 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 to the format at the time of exiting the program.

Text Fields

The Text Fields function enables you to enter up to 12 lines of text (15 characters per line) that you want to print at a specific position on each document.

Field	Description
Clear text	Select this to clear the text and print positions for the highlighted text field.
Change	Select this to maintain the highlighted text line.
Text	This indicates the actual text that must be printed on the document.
Row	This indicates 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	This indicates 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.

Positions

You use the Change function from within each 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.

Preferences

You use the Preferences Format option to define the default page layout for each of the available sales order documents.

These preferences are defined separately for each document. The options available depend on the Print method of the document.

Field	Description
Total number of lines on page	Indicate the number of lines you require on your RMA Issue document. The entry made here cannot exceed 99.
First detail line starts on line	Indicate the line number from the beginning of the page at which the first detail line must be printed, within the block of detail line information. The entry made here cannot exceed 65.
Last detail line ends on line	Indicate the line number at which the last detail line must be printed. This must be from the beginning of the page, within the block of detail line information. The entry made here cannot exceed 65.
Number of spaces between detail lines	Indicate the number of blank lines you want to insert between detail lines. An entry of zero indicates that no blank lines are required.
Detail lines print block size	Indicate the number lines that each RMA detail line can use.
Print date format	Indicate the format in which you want to print dates on your stationery. This can be based on your system date format or a user-defined date format (i.e. short date or long date). These formats are defined within the System Setup program.
Bitmap Forms	Select this to specify bitmap images that you want to print on your document when it is faxed and/or printed (see Bitmap Forms).
Close	Select this to return to the previous screen.

Bitmap Forms

This screen is displayed when you select the Bitmap Forms function.


	When designing a bitmap to print as a background, you should note the following: Only `.BMP` format images are supported (i.e. you must convert `JPG`, `WMF` and other image formats to `.BMP` before printing). The size of the bitmap (disk file size) should remain reasonable (a suggested maximum of about 4 MB). Although larger bitmaps will generally print correctly, workstation memory or printer memory may result in the image not being printed correctly, if at all. Bitmap backgrounds assigned to a report or document are excluded if the document is e-mailed from SYSPRO's Activating print preview program.

Field Description

Bitmap for faxing

Enter the name of the bitmap that you want to associate with the faxing of this document. The file must have a .BMP extension.

Your entry here is used only if your Fax settings are configured to use a 3rd party fax application (Fax Settings) to fax your documents.

Bitmap for printing Enter the name of the bitmap that you want to associate with the printing of this document. The file must have a .BMP extension.

Bitmap width

Indicate the width of the bitmap image that you want to print on the document.

Field	Description
Inches	Select this to indicate that you want to use inches as your measurement factor.
Millimeters	Select this to indicate that you want to use millimeters as your measurement factor.

Close Select this to return to the Preferences screen.

Heading Section

You use this section to define the row and column at which you want to print each of the heading fields on the RMA Issue document.

The row refers to the vertical (top to bottom) position on the document, while the column refers to the horizontal (left to right) position on the document.

Fields

The following table lists the fields you can print in the Heading section of Return Merchandise documents:

Field	Origin/Comment
Company name	This prints your company's name.
Company address lines 1-3	These line print your company's address.
Company tax registration number	This prints your company's tax registration number (Company Maintenance - General tab).
RMA number	This prints the RMA number.
RMA number (with attributes)
RMA date	This prints the RMA date.
Customer code	This prints the code of the customer for the RMA.
Customer name	This prints the customer's name linked to the customer code.
Branch	This prints the branch applicable to the RMA Issue.
Ship to address lines 1-5	These lines print the current delivery address details to which goods will be shipped for the customer as defined on the RMA.
Ship to address postal/zip code	This prints the postal/zip code of the Ship to address defined against the RMA.
Extended tax code
Telephone	This prints the customer's telephone number as defined on the RMA issue.
Fax	This prints the customer's fax number as defined on the RMA issue.
Contact	This prints the name of the contact for the customer.
Customer tax registration number	This prints the customer's tax registration number (AR Customer Maintenance).
User defined field	This prints your own user-defined information for the RMA.
Customer sold-to name	This prints the name of the sold to name of the customer to whom the RMA is made out.
Customer sold-to address 1-5	This prints the Sold to Address defined against the customer (Browse on Customers).
Customer sold-to postal/zip code	This prints the postal or zip code for the Sold to Address.
Sales order alternate key	This prints the alternate key for the RMA. This depends on the alternate key you selected at the Default alternate key option (Sales Order Setup - General 2 tab). These keys are: Geographic area, Warehouse and Branch.
Tax exemption number	This field prints the tax exemption number defined against the RMA Order Header (RMA Issues and Receipts).
Company registration number	This field prints your company's registration number (Company Maintenance - General tab).
Customer GST registration number	This field prints the customer's GST registration number (AR Customer Maintenance). This only applies if you are using Canadian GST (Tax Options).
Company GST registration number	This field prints your company's GST registration number (Company Maintenance - General tab). This only applies if you are using Canadian GST (Tax Options)
Order type	This prints the Order type defined against the RMA. Order types are maintained using the Browse on Order Types program.

Detail Section

You use this section to define the row and column at which you want to print each of the detail fields on the RMA Issue document.

The row refers to the vertical (top to bottom) position on the document, while the column refers to the horizontal (left to right) position on the document.

Fields

Print positions can be defined for the following fields in the Detail section:

Field	Origin/Comment
Detail line number
RMA type
Problem code
Problem description
Invoice number
Stock code
Serial number
Date purchased
Warranty date
Authorized quantity
User-defined field 1
User-defined field 2
Estimated repair cost - labor
Estimated repair cost - material
Billable / payment type
Cross shipment indicator
Stock description
Stock code long description
Product class
Return by date
Comment description
Receiving price
Date issued
Date received
Unit of measure
Stock revision
Stock release level

Cross Shipment Section

You use this section to define the column at which you want to print each of the cross shipment fields on the RMA Issue document.

The row refers to the vertical (top to bottom) position on the document, while the column refers to the horizontal (left to right) position on the document.

Fields

Print positions can be defined for the following fields in the Cross Shipment section:

Field	Origin/Comment
Stock code
Stock description
Product class
Warehouse
Cross shipped quantity
Price
Taxable indicator
Sales order number
Unit cost
Stock revision
Stock release level

Header Notes

You use the Header notes/comments Format option to configure the settings required for the printing of header notes on the RMA Issue document.

Field	Description
Print the RMA header notes as
Header (after the RMA header section)	Select this to print header notes in the header of the RMA Issue document, after the header section.
Footer (after the RMA detail section)	Select this to print header notes in the footer of the RMA Issue document, after the detail section.
Don't print the header notes	Select this if you do not want to print header notes on your RMA Issue documents.
Print header notes from line	Indicate the line number from which the header notes must be printed. The start line number must be less than 65.
Print header notes from position	Indicate the position from which the header notes must be printed. This position must be greater than 1.
Close	Select this to accept your selections and to return to the previous screen.

MS Word Options

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.

Design Template

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.