L4 – Statement Printouts (Page per Master Record)

As the name suggests, a statement print is similar to that of a statement within the sales ledger; each page contains a header, detail records, and footer. The header contains information from the master record (i.e. the account detail), the detail contains information from the detail file (i.e. the transaction detail) and the footer contains more information from the master record.

When first selected a blank design screen is displayed but to begin the design you need to access the parameter screens available off the main toolbar.

General Statement Parameters – 1

Report Title

Pre-set with the menu description used when creating this option you can overtype the title here.

Which Printer Control Set

Select the printer style to use (1-8). Usually 1 is a standard 80-column report, 2 is a 128-column report.

Number of Lines Down On Statement

Width of Each Line (Max 128)

Set the number of lines down and with column width of the statement. Note that these values should match that as set against the selected print style.

Lines Where Transaction Entry Starts

Lines Where Transaction Entry Ends

These prompts refer to the first and last line entries where the detail records are to be printed, above the start point is the ‘Header’, and below the end point is the ‘Footer’. If more detail records are to be printed that can be within this range a second page is printed (and so on).

Print Statement Entries from Detail Database No

Enter the Database Number from the application location of files for the detail database to be processed within the statement.

Omit Print of Statement if No Active Details

Omit print of statement for a master record if no detail records are to be printed.

Print Detail Entries in Last-In-First-Out Order

Set to print details in reverse order - latest first. Only applicable if PREV-POINTER option configured within the Data File Profiles.

Size of Values (3-10) – i.e. 5=99999.99, 7=9999999.99

Set the number of significant figures to be printed for numeric data items.

Specify MASTER Criteria

Allow Changes

Save Changes

These options allow definition of selection criteria on the master file for records to be processed.Also set whether changes can be made by the operator at run-time and if these changes are to be saved and offered as the default criteria next time.

Allow a List of Records

Set whether, at run-time, the operator will be able to select the prime-index values of the master records to be processed (max 100).

Specify DETAIL Criteria

Allow Changes

Save Changes

These options allow definition of selection criteria on the detail file for records to be processed.Also set whether changes can be made by the operator at run-time and if these changes are to be saved and offered as the default criteria next time.

General Statement Parameters – 2

Continued Over Comment / Line / Col

Continued From Comment / Line / Col

Specify the text to be printed on the statement when the detail printed is sufficient to allow 2 or more pages per master record – i.e. ‘Continued Over’, etc. Also specify the printing position for these text items.

Print the "Date Printed” on Line / Col

Set print position for the date the statement was printed on line / column.

Print the "Statement Page” on Line / Col

Set print position for the page number of the statement on line / column.

How Many Lines Printed for Each Detail Record (1-5)

Although usually printed on one line you can set up to five lines to be printed for each detail record.

Number of Blank Lines between Details (0-9)

Set number of lines to be left, if any, between print of each detail record on the statement.

Omit Detail Lines after First One if Blank

If printing detail entries over more than one line (perhaps to include extra description details) then set this option to suppress these lines where no detail is set to be printed.

Flag Master Records As Being Printed – Item

Lock Records as Required (Otherwise Lock File)

The first option allows you to select a Y/N flag item on the master record to be updated as ‘Y’ if a statement is printed for that account. If set then the second option asks whether you wish to lock individual records as they are updated or whether you wish to lock the entire file.Locking individual records takes more time and may skip a record on print if unable to obtain a record updating lock, locking the entire file speeds this up but does mean no other users can use that file during the print.

Master Items to be Printed

This parameter screen allows for the selection of items to be printed from the Master (and linked lookup) files. You select the DB No (F4-Select is available), the item number (again with F4-Select if needed), and then specify the line / column at which the item is to print.

Detail Items to be Printed

This parameter screen allows for the selection of items to be printed from the Detail (and linked lookup) files. You select the DB No (F4-Select is available), and the item number (again with F4-Select if needed). You can then specify the line (within the detail block) where the item is to be printed – if more than one line per detail record configured, followed by the column number. Finally you can set up to four items which are omitted from print if the value matches that of the previous entry.

Sequencing Options

The final parameter screen allows you to configure the sequence the master file records are processed and thus the order the statements are printed in.

Available sequence types are:

1 – Record Number

2 – Prime Index Order

3 – User Defined Sequence

If you select type ‘3 – User Defined’ then you have the option to choose up to four data items from the master file to sort the print on – specifying the size to sort (usually accepting the default size of the data item) and setting whether the item is to be sorted in ascending or descending order.

Text Labels and Line Drawing

To enter text labels and titles on the statement design and to draw lines you use the initial display screen. Text is entered by positioning the cursor where you want to begin and using the keyboard to type the text, to delete text use the space bar to ‘overwrite’ existing text. Lines are drawn by selecting Line Mode off the tool bar and then using the mouse and hold down the left-mouse key and draw the line (vertical or horizontal) required. To revert to entering text, select Text Mode off the tool bar.