Document Design Manager - Parameters - Stock Control

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 NEXT button, 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

Number of lines down on document

The maximum number of lines that can be printed is 132.

Width of each line (max 255)

The maximum width of a document is 255 characters. Enter the appropriate width here.

Line where transaction detail starts/finishes

These prompts refer to the first and last line where the line entries (i.e. the stock transaction details entered) may be printed. Typically you leave a section for header and footer details.

Single Sheet Stationery

Normally never set but if is then will stop the printer at the end of each page to ask the operator to insert another sheet of paper.

Space a Line between transaction entries

If set then a blank line is printed between each transaction.

Maximum Size of Values Printed

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

Values to include ",” in thousands

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

Number of Copies Printed

Defaulting to ‘1’ here you can set to print up to 9 copies of the document. If set to print 2 or more copies then you are not asked at run-time for another printout.

Force Updating of Files

If set then when asked to update stock transactions must respond ‘Y’ (can still abandon during transaction entry)

Force Printing of Document

If set then when asked to print the document must respond "Y” (can still abandon during transaction entry).

General Document Parameters – 2

The options available on General Document Parameters 2 differ slightly depending on the transaction type the document is being designed for. Each item available here can be printed twice on the document by specifying the appropriate line/column number.

Date

This refers to the entered stock transaction date (available on all documents)

Reference

This refers to the entered reference (available on all documents)

User 1

This is an additional ‘header’ item than may be entered during transaction entry (available on all documents)

Account

During transaction entry you can enter a sales/purchase account code within the transaction header (only available on sales issues, purchase orders, purchases received, goods received and stock reservations)

Which Price

Stock allows up to 9 selling prices to be defined and used during stock issue/reservation.

Adjust Type

Only applicable on stock adjustment documents this prints the adjust type entered within the transaction header (if adjust-type is a table entry then the table description is printed)

User Defined Column Entries

As with General Document Parameters 2 the options here can vary depending on the transaction type.

Stock Description column

Allows you to configure the print of the stock description. This is the description as recorded on the stock file not the transaction description entered on each analysis line.

Stock Description maximum width

Allows you to set the size of description printed, although in practice this is rarely set different from the data item size.

Stock Description number of lines (max 2)

Up to two lines of stock description can be set against the stock records and you can configure whether the system should print one or two lines.

For each of the prompts below you enter a column number at which you want to start printing the item – leave as zero if not required.

Stock Code

Price Per

Tax Code

Tax Rate

Unit of Issue

User-2 Detail Item

Transaction Description

To-Stock Code – only applicable on stock transfer

To-Stock Description – only applicable on stock transfer

Which Price – only applicable on cost/price change

Column Entries for Values

Here you can specify the printing position of 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 <Select> and choosing the appropriate category and these values would be set for you but you may want to amend these values manually.

Quantity

Price Each

Quantity x Price

Tax Amount

Total Including Tax Amount

The above items appear on all documents except the cost/price change, the items below only appear on cost/price documents.

Old Cost Price

New Cost Price

Stock Items Printed

This parameter screen allows you to specify up to ten items from the Stock file to be printed in the detail area. If document is for stock transfers, then the first five items are from the ‘from-stock’ record, and the second five from the ‘to-stock’ record.

Extra Transaction Items to be Printed

An option within the Application User Facilities for Stock Control allows an additional eight ‘user-1’ style items to be entered. If enabled the print of these items can be configured here.

Transfer From/To Items Printed

Only applicable when printing a Warehouse Transfer document, these parameter screens allow print of items from the from/to stock location records.

Final Document Totals

Not applicable for Cost/Price documents, here you can specify the printing position of the document total items. As with line values you enter ‘before dec’, ‘after dec’ and ‘print dec’ but in practice you are likely the position these items from the document mask. Items that can be printed are:

Total Quantity x Price

Total Quantity

Tax Amount

Transaction Totals incl. Tax

Transaction Totals incl. Tax (second print)

Account Items to be Printed

This parameter screen allows up to 15 items to be printed from the Sales (or Purchase) Accounts file.If Premier and printing address details then you can also set to compress blank address lines. This screen is only applicable for Stock Issue, Purchase Orders, Purchases Received, Goods Received and Stock Reserved transaction documents.

Tax Analysis Table

Although no stock transactions allow you to amend the VAT code used, certain transaction types do calculate a tax value (using the VAT code of the stock item). The Tax Analysis table allows you to show a summary per VAT code of the goods amount and tax amount for the transactions entered.

Although you can specify the printing positions of the VAT table from the document mask you do need to set the prompt ‘Print Tax Analysis Table’ in this parameter screen before the table is printed.

Special Print Options

Print Dates in dd/mm/yyyy format

Transaction dates in Datafile allow entry of two characters for the year (26-99 being 1926-1999 and 00-25 being 2000 to 2025). If set this option configures the print of the transaction date to be a four-digit year.

Force Page Out on each page

On some printers 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.

Continuation Options

The document detail is limited to x number of lines per page (depending on first and last detail lines set) and if enter more than this number of details a multi-page document is printed. These options allow you to configure extra details on the printed document in this circumstance.

Continued Over Message

Enter text prompt displayed, usually at the end of details on pages other than the last, to show that there are further pages.

Message on line/column

Set printing position of the continued over text

C/F Amount line/column

Set printing position of the carried forward value

Omit Footer Printing

Only Omit Data

If set then all text/data items below the last detail line (except continued over message and value) are omitted from print for all pages apart from the last. Line Drawing and Boxes are also omitted where they start within the footer area.

If set to ‘Only Omit Data’ then data items are omitted but text, line drawings and boxes continue to print.

NB: Images continue to print regardless of this setting.

Continued From Message

Enter text prompt displayed, usually at the top of details on pages other than the first, to show that this page is continued from a previous page.

Message on line/column

Set print position of the continued from text

B/F Amount line/column

Set print position of the brought forward value

Omit Header Print

Only Omit Data

If set then all text/data items above the first detail (except continued from message and value) are omitted from print for all pages apart from the first. Line Drawing and Boxes are also omitted where they start and finish within the header area.

If set to ‘Only Omit Data’ then data items are omitted but text, line drawings and boxes continue to print.

NB: Images continue to print regardless of this setting.

Print Page Number on Line / Column

Print Page Total on Line / Column

Set these options to allow print of ‘Page x of y’

Which Amount for C/F and B/F Printing

This prompt asks which of ‘Total Qty x Price’, ‘Total Qty’ or ‘Total Value (inc Tax)’ is to be printed when printing any C/F or B/F values.

Batch Tracking Printing

Only applicable on documents that update physical stock (so excludes Purchase Orders, Stock Reserved and Cost/Price Change documents) this parameter screen allows print of the batch/serial details for the applicable stock items.

Print Batches

Set if require print of batch details

Space Line Before

Batch details are printed below the standard transaction entry line, if set a blank line is left between the end of the stock description and the start of the batch details.

Quantity Before / After

Set printing position of the batch/serial quantity.

Print Batch Item Line/Column

Up to five items (including the batch/serial code itself) can be printed from the batch file.These items can be specified here.

Max Across Page

Batch/Serial details are normally printed one per line. If using small batch/serial codes you may want to print more than one per line.Set here the number of batches per line.

Repeat Col Offset

If printing more than one batch/serial per line then this option is the number of columns to add to the batch print for second (and subsequent) batch items to print.

On Stock Transfer and Warehouse Transfer document then the Qty and Print Batch Item details are then repeated for the ‘to-stock’ details.