SYSPRO Ribbon bar > Setup > Stationery Formats > SRS Document Print Setup

SRS Document Print Setup

You use this program to view details of SRS document types and templates currently defined. It provides a central location from which all SRS document types and templates can be maintained.

This program enables you to:

  • Open the Maintain SRS Document Templates program.

  • Add templates using the Maintain SRS Document Types program.

  • Delete template configurations.

  • Add/change template configuration options using the Maintain SRS Document Templates program.

  • Design new templates using Crystal Reports for SYSPRO.

  • Import/export template configuration files.

This is the main browse program for SRS document printing and can be accessed from:

  • the SYSPRO ribbon bar SYSPRO ribbon bar > Setup > Stationery Formats > SRS Document Setup

  • the SYSPRO main menu SYSPRO Main Menu > Utilities > SRS Document Setup

This program is also loaded the first time you define an SRS stationery format for a document (i.e. When you select SRS Options and then Change from within a Stationery Format program). In this case, you can only create and maintain templates for the selected document type (see Templates). No options relating to document types are available.

SRS Document Printing Formats

Field Description
File  
Select Select this to use the entry currently highlighted in the listview in the corresponding field of another program.
Exit Select this to exit the program.
Edit  
New Select this to add a new document type or template.
Type Select this to use the Maintain SRS Document Types program to add a new document type. The facility to add new document types and to copy document types is provided for use by developers.
Template Select this to use the Add SRS Document Templates program to add a new template for the selected document type.

Multiple templates can be defined against a single document type.
Change Select this to maintain the document type or template currently highlighted.
Type Select this to use the Maintain SRS Document Types program to maintain the document type currently highlighted in the Document Types list.

For standard document types supplied by SYSPRO, this enables you to indicate the fields required for archiving purposes.
Template Select this to use the Maintain SRS Document Templates program to maintain the entry currently highlighted in the Templates listview.
Delete Select this to delete the document type or template currently highlighted.
Type Select this to delete the document type currently highlighted in the Document Types list.
[Note]

This option is not enabled for document types supplied by SYSPRO (i.e. the standard Stationery Formats).

You can therefore only delete the user defined document types you added.
Template Select this to delete the entry currently highlighted in the Templates listview.
[Note]

This deletes the SRS template, but not the Document format itself.

For example:

You used the Inventory Document Format program to create a document format for Stock receipts. You selected Format - 2 and set the Print method to SRS document.

You used the Add SRS Document Templates program to add an SRS document template for this format.

If you subsequently delete this document template, then Format - 2 for Stock receipts with the Print method - SRS document is not deleted. Only its associated template is deleted.

This means that if an operator attempts to generate a Stock receipt document using Format - 2 an error occurs as no SRS template can be found for that document format.
Options  
Confirm Deletions Select this if you want the system to prompt you to confirm the deletion of a template When you select to delete it. If you do not select this option, then the template is deleted without warning.

Document Types

This pane is displayed when you access the SRS Document Print Setup program from the SYSPRO Program List.

All document types currently defined are displayed. This enables you to define the templates for the document types you require without having to access each one from the individual Stationery Format programs.

The document types displayed are:

  • the standard document types, as defined in the control file ..\Base\ReportingServices\ReportMenu\Documentmenu.xml

  • the custom document types, as defined in the control file ..\Base\ReportingCustomized\ReportMenu\Documentmenu.xml if custom document types exist

Field Description
Add Select this to use the Maintain SRS Document Types program to add a new document type.
[Note]

The facility to add new document types and to copy document types was provided for use by developers.
Change Select this to use the Maintain SRS Document Types program to maintain the document type currently highlighted in the Document Types list.

For standard document types supplied by SYSPRO, this enables you to indicate the fields required for archiving purposes.
Delete Select this to delete the document type currently highlighted in the Document Types list.
[Note]

This option is not enabled for document types supplied by SYSPRO (i.e. the standard Stationery Formats).

You can therefore only delete user defined document types which you have added.
Type This indicates the list of document types currently defined.
Custom The word "Yes" is displayed in this column if the document type is user defined (i.e. not a standard SYSPRO document type).

Templates

This pane displays the templates you created for the selected document type.

Document templates are used to design basic layouts for documents. Document printing programs use these templates to create transactional documents, for example invoices, order acknowledgements, stock receipts etc.

This pane reads the existing document template configurations linked to the selected document type, as defined in the control file ..\Base\ReportingCustomized\ DocumentControl\Documents.xml.

Field Description
Select Select this to use the entry currently highlighted in the listview in the corresponding field of another program.
Add Select this to use the Add SRS Document Templates program to add a new template for the selected document type.

Multiple templates can be defined against a single document type.
Change Select this to use the Maintain SRS Document Templates program to maintain the template currently highlighted in the listview.
Delete Select this to delete the template currently highlighted in the listview.
[Note]

This deletes the SRS template, but not the Document format itself.

For example:

You used the Inventory Document Format program to create a document format for Stock receipts. You selected Format - 2 and set the Print method to SRS document.

You used the Add SRS Document Templates program to add an SRS document template for this format.

If you subsequently delete this document template, then Format - 2 for Stock receipts with the Print method - SRS document is not deleted.

This means that if an operator attempts to generate a Stock receipt document using Format - 2 an error occurs as no SRS template can be found.
Import Select this to copy a template (for the selected document type) from a network drive or an external drive or device onto the current machine.
Export Select this to copy the currently highlighted template from this machine onto a network drive or an external drive or device.
Design Select this to use Crystal Reports to modify the design of the template currently highlighted in the listview.
[Note]

  • If you are creating your own template and you selected the Create a new template option in the Add SRS Document Templates program, then the Document fields in the Field Explorer of Crystal Reports are not displayed when you design the template.

    For this reason, a sample_blank_ template was created for each document type.

    Therefore, if you want to display the Document fields in the Field Explorer of Crystal Reports When you design your new template, you need to select the Copy template option from the Add SRS Document Templates program, and create your template by copying the sample_blank_ template provided.

  • Irrespective of the number of report designers in use (as defined in the operator maintenance), only one SRS document format can be modified at a time.

    There is one XML document in BASE\ReportingCustomized\DocumentControl\Documents.XML that contains all the meta data on SRS document formats and XML does not support multiple edits to the same file.

Templates Listview

The following information is included in the Templates listview for the selected document type:

Field Description
Template name

This indicates the name you assigned to the document template.
File name This indicates the name of the template file for the document.
Created by This indicates the name of the operator who created the template.
Created date This indicates the date on which the template was created.
Created time This indicates the time (on the Created date) at which the template was created.

The following columns can be added to the listview by right clicking in a column heading and selecting the Field Chooser option:

Field Description
Changed by This indicates the name of the operator who changed the template, subsequent to it having been designed.
Changed date This indicates the date on which the template was changed.
Changed time This indicates the time (on the Changed date) at which the template was changed.
Consolidate emails This indicates whether all documents for a common (single) email address are grouped into one PDF document (i.e. whether the option: Send multiple documents as single attach is selected in the Maintain SRS Document Templates program).
Consolidate prints This indicates whether the documents you selected to print using one of the batch printing programs (e.g. AR Statement Print, PO Print, SO Batch Invoicing, Quotation Document Print, etc) are spooled to the printer as a single print job (i.e. whether the option: Spool multiple documents as single job is selected in the Maintain SRS Document Templates program).
Group emails This indicates whether all documents for a single email address must be grouped together When using this template (i.e. whether the option: Group by email address is selected in the Maintain SRS Document Templates program).
Group faxes This indicates whether all documents for a single contact name and number are to be faxed together in a single fax transmission (i.e. whether the option: Group by contact information is selected in the Maintain SRS Document Templates program).
Max attachments This indicates the maximum number of documents that can be attached to each individual email When using this template.
Schema file This indicates the schema file (xsd) for the document template.
Template id This is the template number. It is incremented each time you add a new template to the document.
XML file This indicates the xml file for the document template.

Samples

This listview displays the sample templates shipped with SYSPRO.

These are the sample reports linked to the standard document types, as defined in the control file ..\Base\ReportingServices\ DocumentControl\Documentsamples.xml.

Two sample templates are supplied for each document type supplied by SYSPRO:

  • sample_

    This is a pre-designed template which you can use as is, or modify using the Design function.

  • sample_blank_

    This is a blank template which you use to design your own template.

    Using the sample_blank_ template enables you to view the Document fields in the Field Explorer of Crystal Reports when you design the template.

The following information is included in this listview:

Column Description
Sample name Indicates the descriptive name of the sample template.
File name Indicates the file name of the sample template.
Schema file Indicates the schema file (xsd) for the document template.
XML file Indicates the xml file for the document template.

Sales Orders

The sample template: sample_so_cons_invoice_document is used when printing consolidated dispatch invoices when the option to print individual dispatch lines on the invoice is not selected (SO Document Formats - Preferences > Print Options).

The sample template: sample_so_payment_invoice_document is used when printing Counter Sales invoices with deposits and payments. The options Print deposit detail lines and Print payment detail lines must be enabled as required (SO Document Formats - Preferences > Print Options > Counter Sales).

Error messages

Unable to Launch SYSPRO Reporting Services

The message File 'reportingcustomized\reportmenu\documentmenu_system.xml' file not found could be displayed when you select the Design option.

If you then use the Maintain SRS Document Types program to add a document type, the message The document type BLAH could not be found in the IMPSRA.IMP control file. A new document type must first be added to this file could be displayed.

To remedy this, select to maintain a document template in this program to recreate the file.

Deleting a document template configuration

You would typically use this procedure when you have document template configurations against a document type which are no longer in use.

  1. Open the SRS Document Print Setup program (SYSPRO ribbon bar > Setup > Stationery Formats > SRS Document Setup).

  2. Within the Document Types pane select the required document type, and then select the document template configuration you want to delete from the Templates pane.

  3. Select (Delete > Template) from the Edit menu.

    You need to ensure that the document template configuration is not linked to any document formats before you delete the configuration.

    The document template configuration is deleted from the Templates pane and from the ..\Base\ReportingCustomized\DocumentControl\Documents.xml control file.

Designing a template using Crystal Reports

You would typically use this procedure when:

  • you copied the sample document and you need to remove the sample database's company logo from the template.

  • you copied the blank sample document and you need to design the template using the existing data source.

  • you copied an existing template and you need to change the design of the template.

  • you are creating a template from scratch, including a data source.

  1. Open the SRS Document Print Setup program (SYSPRO ribbon bar > Setup > Stationery Formats > SRS Document Setup).

  2. Within the Document Types pane select the required document type, and then select the document template configuration from the Templates pane for which you want to design a template.

  3. Select the Design option from the toolbar in the Templates pane and design the template in Crystal Reports.

  4. Save your changes.

    Select SYSPRO > Save Report from the Add-ins menu.

Enabling archiving of a document type

You would typically use this procedure when you are required to archive documents of a specific document type (for example invoices). You only need to follow this procedure once per document type, to enable archiving of the document type.

[Note]

Once you have enabled archiving of a document type, then the archiving process will automatically start on the client workstation once the printing/emailing/faxing of the documents are completed.

  1. Open the SRS Document Print Setup program (SYSPRO ribbon bar > Setup > Stationery Formats > SRS Document Setup).

  2. Within the Document Types pane select the required document type, and then select (Change > Type) from the Edit menu.

  3. Assign selected archive fields.

    [Note]

    Every document type has mandatory archive fields that are selected by default. These fields cannot be removed. You can optionally define more archive fields.

  4. Save the document type.

    The document type details have been saved to the ..\Base\ReportingCustomized\ReportMenu\Documentmenu.xml control file. In a SQL environment, the SRS archive control table for the document type has also been created in all the valid SQL databases in your environment.

  5. Within the Templates pane select the required document template configuration, and then select (Change > Template) from the Edit menu.

  6. From the Archive options group, select the Archive document option and the archive type required at the Archive type field.

  7. Save your changes.

    The details in the Templates pane are refreshed and the changes are saved to the ..\Base\ReportingCustomized\DocumentControl\Documents.xml control file.

Exporting a document template configuration

You would typically use this procedure to export a document template configuration to use it on another application server/workstation.

  1. Open the SRS Document Print Setup program (SYSPRO ribbon bar > Setup > Stationery Formats > SRS Document Setup).

  2. Within the Document Types pane select the required document type, and then select the document template configuration you want to export from the Templates pane.

  3. Select Export from the Templates pane toolbar, and then select an export destination folder.

    The document template configuration is exported to a subfolder within the selected destination folder on the client workstation. The document description is used as the subfolder name.

Importing a document template configuration

You would typically use this procedure if you have created and exported a document template configuration on another server/workstation and you now want to deploy it on the SYSPRO application server.

  1. Open the SRS Document Print Setup program (SYSPRO ribbon bar > Setup > Stationery Formats > SRS Document Setup).

  2. Within the Document Types pane select the required document type, and then select the document template configuration you want to import from the Templates pane.

  3. Select Import from the Templates pane toolbar, and then select the import file.

    You need to select the document template configuration XML file (for example Invoice_Printing.xml) from within the folder that was previously exported from another server/workstation.

  4. Save your changes.

    The imported template configuration is added to the Templates pane and the ..\Base\ReportingCustomized\DocumentControl\documents.xml control file.

Linking the template configuration to the document format

  1. Open the relevant document format setup program (SYSPRO ribbon bar > Stationery Formats).

  2. Select the document type, and select the format assigned to the document type.

  3. Enter a description for the document format and select SRS document as the print method.

  4. Within the Format options pane highlight SRS Options, and select Change.

  5. Select a template configuration.

  6. Define the other format options required.

  7. Save your changes.