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Document Parameters - Document Design Manager

Datafile Software

Document Parameters - Document Design Manager

In addition to the design features accessible from the document mask there are various parameter screens which can be used to configure the printed output and the processing of the document. When you select Parameters we automatically display the first of these parameter screens. You can navigate between the parameter screens by using the options available at the bottom of the parameter screen.

The PREVIOUS button, available on all bar the first parameter screen, takes you to the previous parameter screen. The NEXTbutton, available on all bar the last parameter screen, takes you to the next parameter screen. The OK and CLOSE buttons both return you to the document mask.

The ACTION pull-down lists the parameter screens available allowing you to go directly to the required screen if desired.

In addition to the buttons you can navigate between pages by use of the <Page-Up> and <Page-Down> keys. The <End> key will also take you to the next page and the <ESC> key will return you to the document mask. Note that once you have changed the value of an item then the value is updated to the definition – if you want to reset it you must either change it back or exit from the document design without saving.

General Document Parameters 1

Number of Lines down the Document

Set the number of lines to be printed down the document (max 132)

Width (of each line)

Key in the number of characters of the document width.Max. is 128 characters.

Lines where document detail starts/ends

These questions refer to the first and last printing lines in which detail entries are to be printed.

Credit Note Document

You usually have different documents for credit notes. If this document is to be used as a credit note set this question

Allow Credit Note against Non-Credit Order

If this is a credit note then normally the document could only be processed against a works order which is flagged as a credit order.When set this option allows you to run a credit document against a ‘normal’ order.

Re-Activate

If crediting against a completed works order you may want to re-activate the order to allow further processing.

Select Which Orders to be Processed

This allows you to specify how the order is to be selected in the document. Although you would normally leave this as 0, three responses are allowed

0 You Specify – no default is offered and you select in normal manner.

1 All Outstanding – defaults the order reference to process to the first outstanding order.

2 Every Order – defaults the order reference to the first Order Reference on file.

Default to Which Assembled Quantity

This prompt asks you to select the default quantity to process of the finished item when processing the document. You would normally have this set as either Order Quantity or Outstanding Quantity but the options available are

0 Quantity Outstanding – the quantity awaiting build

1 Order Quantity – the quantity originally ordered

2 Last Quantity – the last build quantity (if for example you wanted to print an acknowledgement with different details after a build)

9 Zero – defaults to 0.

Default to Which Component Quantity

This prompt asks you to select the default quantity to process of the component item when processing the document. You would normally have this set to ‘4-Calc Quantity’ but the options available are

0 Quantity Outstanding – the total component qty awaiting issue

1 Order Quantity – the total component qty originally entered

2 Last Quantity – the last quantity issued on a build

3 Delivery Outstanding – the total component qty awaiting issue

4 Calc Qty – this defaults the component issue qty based on the qty of the assembly to be processed and the number of components such a quantity requires.

9 Zero – defaults to 0.

Omit Prompt for component qty (accept above)

This option allows you to suppress at run-time the option to confirm the defaults for the assembly and component quantity and automatically accepts the above.

Print Zero Quantity Selections Outstanding

Normally if a detail is not processed (i.e. a quantity of zero is entered against it) then it is not printed either. This option, when set, prints the detail if it is still outstanding.

Include Description Only Details

This option controls whether the build instructions, entered as description only details, are to be printed on this document.

Use Stock File Only (No Transactions)

This option when set updates the quantities processed onto the Stock record but suppresses the generation of stock transactions.

Update Order Header and Detail Files
Update Stock and Stock Transactions

Generally speaking on both the Order Acknowledgement and the Build Note you update the Order files – this means on an Acknowledgement it updates the reference and date details and on a build updates the works order record to show the build (as well as reference and date details).The Build Note is normally set to update stock to update the physical movements of the assembly and component items.

Allow Adjustment of Assembled Quantity and W/Off

The assembled quantity processed is set according to the default quantity above. If this option set then you can overtype this quantity and reduce/increase as required.

Allow Adjustment of Component Quantity

The component issue quantity is set according to the default quantity above. If this option set then you can overtype the quantity and reduce/increase as required.

Keep Assembled Items on Back Order by Default

If allowing adjustment of quantities then if you process less than the outstanding quantity you will be asked whether the remaining is left on back order. This prompt sets the default response as ‘Yes’.

Don’t Complete Based on Qty (Ask if Complete)

Set to prompt the operator whether the works order is complete after build (default is ‘No’) this allows the under/over build (subject to write-off parameters) of the works order.

Allow Zero Build Quantity on Works Order Header

Set to allow zero build quantity to be entered on the works order header – note that this option is not applicable with multi-level assemblies and system must be set to allow adjustment of component quantities.

General Document Parameters 2

Update Which Number Sequence

This prompt determines which sequence you use for the reference number printed on the document. Up to twelve sequences are allowed for Bill of Materials, six for the Works Order Acknowledgement and six for the Build Note. Each document can be assigned it own sequence number or it can share the sequence number of another document.

Use Order Number as Document Number

Instead of having a document sequence you may elect to use the order number as the document number (provided that the order number is numeric and less than six characters).

Prices to 4 decimal places (otherwise 2)

You can specify M-type data items for prices in the stock and works order files, if these are set then you need to set the document to print prices to 4dp.

Document Headings (1stPrint)

This screen allows you to set co-ordinates, expressed as the line number and printing column number, where you wish to print the Order Header information. You would normally position these items from the document mask (using F4-Select to select the category/item).

Order Reference – the Works Order Number

Date – the date the document printed at

Date Required – the required date entered on the Works Order Header

Assembly Code – the assembly number the works order was entered for

Stock Code – the stock code of the finished stock item the works order is building

Quantity – the quantity of the finished item being processed on the document

Build Wastage % - the wastage percentage of the assembly

Document Number – the document reference

Account Code – the end-customer, if any, the works order was entered for

Document Headings (2ndPrint)

This screen allows you set the co-ordinates for an optional 2nd print of Order Header details above.

User Defined Column Entries

This screen allows setting of co-ordinates for ‘text’ order detail items. In the case of detail print items you only need to set the horizontal ‘column’ print position. As with the document headings you would normally set the printing positions from the document mask though size/indent settings would be amended here.

Column-1 – set size and printing position of the ‘column 1’ detail item.

Column-2 – set size and printing position of the ‘column 2’ detail item.

Description column/width – set printing position of the component description and size of description to print (normally you would set the width the same as the data item width of description but you may reduce if required)

Order Detail Entry Number – this gives a counter of the detail entries printed.

Assembly Level Number – prints the assembly level of the component

Stock/Product Column – set printing position of the component stock code.

Sub-Assembly Stock/Product Indent – set the number or characters the stock code is to be indented for second (subsequent) assembly levels.

Cost per factor – the cost-per-unit setting of the component stock item.

Unit of Issue – the text issue unit (KILO, EACH, etc) recorded on the stock record.

Column Entries for Values

Here you can specify the printing position of the line value items. Unlike text items when printing a value you specify the printing position ‘Before Decimal’ – i.e. the significant figures, the ‘After Decimal’ – i.e. the pence and ‘Print Decimal’ whether you print the decimal point. In practice you would position these items from the document mask using F4-Select and these values would be set for you.

Quantity – the total component quantity issued on this document

Cost Each – the unit cost of the component

Quantity x Cost – the value of the components issued

Sub-Assembly Quantity – the quantity of a sub-assembly built for issue

Build Wastage % - the assembly wastage percentage applied to the component

Stock Wastage % - the stock wastage percentage applied to the component

Original Order Quantity – the original quantity ordered

Original Build Quantity – the original build quantity required.

Physical Stock Quantity – the quantity currently recorded as physical qty on stock record

Reserved Stock Quantity – the quantity currently recorded as reserved qty on stock record

On-Order Stock Quantity – the quantity currently recorded as on-order qty on stock record

Free Stock Quantity – the quantity currently recorded as free-stock (physical + on-order – reserved)

Available Stock Quantity – the quantity currently recorded as available qty (physical – reserved)

Shortfall Stock Quantity – the quantity you are unable to process due to insufficient stock.

Omit Printing of Zero Value Entries

If the value (qty x cost) of a component entry selected is zero then if this set then the entry will not be printed.

Base Shortfall On

If printing the shortfall quantity then this can be calculated based on physical, free or available stock. Set as required – note if BOM is updating reservation details to stock you would normally set this as ‘0-Physical’

Maximum Size of Values Printed

This prompt refers to the maximum number of significant digits (i.e. the value before the decimal point) expected.

Values to include ",” in thousands

This prompt asks that when you print values of 1000 that prints as 1,000. If set then you need to manually increase the after decimal value of each numeric print item by 1 character for each 1000 printed according to the maximum size of values.

Space a Line between document entries

Set to leave blank line between each entry printed.

Final Document Totals

Here you can set the printing position of the document total item Total Quantity x Cost. As with line values you can enter the ‘before dec’, ‘after dec’ and ‘print dec’ values but in practice you are likely to position these items for print from the document mask.

Order Header Items Printed

This parameter screen allows you to nominate for print up to twenty items from the Works Order Header database. In addition by setting the flag for Extra Header Items a further twenty items can be printed.Additional parameter options include

Use Item for Date

This allows you to select a date data item from the Works Order Header database for use as the document print date.

Print Header Text

On entry of the Works Order Header you can enter additional notes these can either be printed by nominating the individual data items for print anywhere in the header/footer area of the document or, by setting this option, printing within the detail area of the document. If set then the additional notes/extra text are printed as the first x lines of description within the detail area.

Omit Detail Lines

Omits print/process of detail lines on the document.Useful if wish to print a document for a great deal of header information.

Edit Header Text

If set then allows edit of the Additional Notes when printing the document.

Stock Items Printed

This parameter screen allows up to 15 items to be printed from the stock record of the finished/assembly stock item.

Prompts: Request Information from Keyboard

This allows you to define up to twelve free-format items for input and to print as part of the header or footer of the document. These items can also be stored against the Works Order Header/Detail and Stock Transaction files (if set to update these files). For example, you may wish to print a special message on certain documents. The first six items you specify are prompted at the start of the document prior to the line entries; the last six are prompted at the end of the document after the line entries.

For each prompt you wish to us key in the title such as "Deliver To”, and then key in the size (up to a max of 40) for the run-time response.You can then set the line/column printing position although once the item is configured for prompt you can set this via F4-Select from the document mask. Finally you can set data item numbers against the Works Order / Stock Transaction files to store the entered data against.

Order Detail Items to be Printed

This parameter screen allows you to print up to 10 nominated items from the order detail database. If the item selected for print is a Table Item then options exist for printing the table description, rather than the value, and the length of the description.

In addition you can select for print the order detail items to total, such as weight, for print within the document footer.

Finally the question Print Detail Text allows you to print the additional component notes, entered within the Works Order Detail entry, underneath the component description

Order Detail Items to be Confirmed

This parameter screen allows setting of two ‘confirm’ items.These are data items on the Works Order Detail database that you would be allowed to amend after confirming the component quantity for issue.

In addition you can define alternate items to display when processing the component details during document production.

Optional Features During Printing/Updating

Allow Fast OK of Order Header/Account Details

When processing the document manually you are asked to confirm selected Order and Finished Stock details, you then asked to confirm details OK. With this prompt set the last of these prompts is omitted.

Force Updating of Files

Set to Yes then once the details have been processed the operator is forced to update the file.

Automatic Updating of Files

If not set you are asked to Update the Order and Stock files (if updating both) individually. If set you are asked to Update Files and both files are updated as appropriate. Note if this question is set then you should not set the next option to omit changes to details as this is automatically suppressed for you.

Omit Option to Change Any Details

If not set (and automatic file update not set) then you are asked whether you wish to amend details after the document has been printed.If set then this prompt is omitted.

Always Accept Next Document No (no overtyping)

The document number is displayed for confirmation/amendment after selecting the Works Order you wish to process. If this prompt set then this reference cannot be amended.

Use Document Number as Stock Reference

Normally set, particularly if performing automatic updates, this uses the document number as the stock transaction reference.

Remember Previous Description on Stock Update

If not updating files automatically then you are asked for the stock transaction description when updating the stock files. This is normally entered during the Order Entry process but if not you can have the system offer the last description used, this session, for confirmation/amendment.

Assemble more than one item per serial build

If finished item and components are batch / serial tracked then you can only build one serial/batch item at a time to maintain traceability. If set this option after printing the build document and updating the files the system will automatically loop back to reprocess the order until quantity is fully built.

Re-calc Build Cost Using Latest Prices

If set the system recopies the current cost price as the component cost for the works order details and uses this to accumulate the cost value of the finished item. In not set then the cost price as at original order entry is used.

Re-calc Sub Assemblies Using Current Stock Levels

If exploding sub-assemblies only where there is insufficient stock then setting this option recalculates the build requirements of sub-assemblies based on current stock levels during the build process

Start New Page on Each Works Order Detail Operation

If using Works Order Operation Stages set this option to perform a page break for each stage.

Issue Component Stock Only

Set to only issue the components from stock on the current document and not receive the finished goods into stock.

Build Finished Goods Only

Set to receive the finished goods into stock on the current document and not issue components from stock.

Special Print Options

Force Printing of Document

When set if you have confirmed the details are OK then you are forced to print the document.

Omit any Print

 

When set the document is not actually printed but the files continue to be updated. This may be useful on a Build Document where you need to update the files but no printed confirmation is required.

Force Page Out on Each Page

Under some printer set-ups a document might not print until the job ‘times out’. When set this option closes the print job after processing each page forcing the print of the document. This is usually only required in Datafile systems on a Windows 95/98 peer-to-peer network using Datafile ‘DOS’ printer configurations.

Single Sheet Stationery

When set before each page is printed the operator is asked to confirm the paper is inserted in the printer. This is useful where a document is required to print on specific stationery that is not normally in the printer tray.

Omit Printing of Any Order Details

Set to omit print of details on a document. This prompt is used to allow print of a Works Order Header when no details have yet been entered.

Default Printing to Printer Number

When printing a Datafile document/report the printer offered is usually the last printer used this session. Here you can set a specific printer (configured in Datafile) to print this document to.

Confirm at point of printing

When processing a Works Order document the printer is usually selected at the start of the document process and all orders processed that session are printed to the selected printer. When set this option asks for the printer at the point of responding to the ‘Print Document’ question and asks for each document.

Automatic Print to Printer Number

This option asks for the printer number to automatically print the document to (no user prompts).

Number of Copies (1stPrint)

This option asks for the number of copies to print of the document. This prompt is applicable even when not automatically printing the document.

Automatic 2nd Print to Printer Number

This option asks for the printer number to print a second copy of the document to. This maybe useful where you wish to print a ‘customer’ copy on stationery and an ‘internal’ copy on plain paper.

Number of Copies (2ndPrint)

This option asks for the number of copies of the 2nd print. This prompt is only applicable if automatically printing a second copy.

Apply Authority Check for Re-Prints / Auth Level

A document can be reprinted for a completed works order.This option asks whether you wish to apply an authority level check for reprints of a completed works order and what the authority level required is. Note that a document can be reprinted without limit whilst the order is active.

Print Dates in DD/MM/YYYY format

Transaction dates in Datafile allow entry of two characters for the year (26-99 being 1926 to 1999 and 00-25 being 2000 to 2025). If this is set the printed transaction date (from Document Headings) prints with a four-digit year.

Copy Data Items between Files

This parameter screen allows the setting of copy items to the Stock Transaction file from the Works Order Header, Works Order Detail and Stock Files. 10 copy items are allowed for each set.

Selection Criteria / Auto Run Features

Enter Search Criteria for Order Headers

Usually used on automatic documents, though is also applicable for single documents, this option allows you to set selection criteria to restrict the orders processed.

Allow User Changes to Criteria

If set to allow criteria you may want to allow amendment of this criteria when the document is being processed, set this prompt to allow user changes.

Always Write Back Current Criteria

If set to allow criteria and to allow amendment of criteria at run-time then you may want to save these changes back for next time.Set to allow this.

The first three criteria questions relate to the Order Headers processed, the questions are then repeated for the Order Details processed.

Auto Run (Hands Off) Printing Facility

Set to ‘Y’ produces a document automatically for all orders subject to the quantity and selection criteria defaults.

Auto-refresh SQL

Set to omit individual updates to SQL on the update databases but instead refresh the databases in full (on auto-run procedures this will improve speed of document processing and, depending on number of updates, improve speed of update to the mirrored SQL database.

Auto Run without Locking Files

A ‘normal’ auto-run requires exclusive lock of the stock and works order databases, setting this prompt omits this requirement but does mean that if whilst processing an order a ‘lock’ isn’t possible then that order is omitted.

Auto-Run Summary Screen

Only applicable for automatic runs without locking files this option omits the screen display whilst processing orders and can improve processing speed.

Do Not Remember Doc-Date as System Date

Within any one application the system ‘remembers’ input into transaction date inputs, so that if amend the date it remembers this for the next transaction date. Setting this option prevents the document date being remembered.

Only allow quantity if physically available

When set this restricts the component quantity issued to that which is physically available on the stock item.

If physical check, omit part quantities

If the system cannot issue the full requirement of the component, because of insufficient stock, then none of the component is issued when this is set.

If physical check, prompt to abandon

When this option set if the system fails the physical check for a component the system will prompt to abandon the build process.

Automatically Link to Another Document
Link to Document (Print/Build)
No
Auto Mode

If this document is a manually processed document (i.e. not an automatic run of several orders) then you can elect to automatically process another Bill of Materials document after this. Set this option to allow the automatic link and then define the document type/number you wish to link to and whether the follow on document is to be processed automatically.

Auto Accept Batches Input at Order Entry

If pre-allocating batches during order entry you are still asked to confirm these details in the document. If this set then provided the quantity processed are the same as originally entered then the pre-allocated batches are automatically accepted.

Continuation Options

Continued Over Message
Message printed on line/column
Omit Footer Printing
C/F Amount printed

These questions enable you to specify the messages printed when a document is longer than one page. First, key in the message you want to print, i.e. ‘Carried Forward’. Then key the line/column the message is to print at (this is usually below the last detail line). If printing cost values on the component detail then you can set a sub-total for each page by setting the C/F amount print position.

The omit question refers to whether the detail you normally print at the footer of the page (below the last detail) are to be printed on all pages or just the last page. Set this prompt to just print on the last page. If omit footer printing then all text and data items below the detail (except for continuation message and value) are omitted, lines and boxes that start below the detail area are omitted but images continue to print.

Following the footer/carried forward details a similar set of questions allow you settings for the header area when the document is longer than one page. If omitting header printing then all text and data items above the detail (except for continuation message and value) are omitted, lines and boxes that start and finish above the detail area are omitted but images continue to print.

Batch Tracking Printing (Header)

If your finished item is batch tracked then you may want to print these batch details on the build note this parameter screen allows this.

Print WOH Batches

Set to allow print of batch details

Start/End on Line

This prompt asks which line to start and finish printing the batch details of the finished item.

Quantity (Before, After, Decimal Point)

This prompt asks for the column settings for the print of the batch quantity setting before (the start of the significant figures), after (the start of the decimal figures) and whether or not to print the decimal point.

Print Batch Item / Column

These prompts allow selection of series of print items from the batch file and column setting for the item print.

Max Across Page

If building multiple batch/serial items you may wish to print the batch details across the page rather than down. This option allows setting of the number of batch prints across the page.

Repeat Col Offset

If printing across the page this setting asks for the number of columns to add for the second and subsequent prints.

Batch Tracking Printing (Detail)

If any of the component details are batch/serial tracked then you may want to print these details on the build note. Component batch details are printed in the detail area below the order detail they relate to.

Print WOD Batches

Set to allow print of batch details

Space Line Before

Set to allow line gap between last description line and the first batch/serial on print.

Quantity (Before, After, Decimal Point)

This prompt asks for the column settings for the print of the batch issue quantity.

S/Ass Qty (Before, After, Decimal Point)

This prompt asks for the column settings for the print of the batch build quantity when the component is a sub-assembly (this is usually the same as the issue quantity except where configured to issue available stock before build).

Print Batch Item / Column

These prompts allow selection of series of print items from the batch file and column setting for the item print.

Max Across Page

If building multiple batch/serial items you may wish to print the batch details across the page rather than down. This option allows setting of the number of batch prints across the page.

Repeat Col Offset

If printing across the page this setting asks for the number of columns to add for the second and subsequent prints.

Customised Features (if implemented)

Datafile Software Limited offers a service to add custom features for particular customer needs. Should you purchase any special feature there may be configuration settings that need to be applied to this screen. For normal usage settings on this screen do not apply.

Custom Fields
  • Release ID: Standard
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