To design a cheque layout for the purchase ledger select ‘Purchase Statements’ from the Document Design menu and then select Cheque Layout. The system then asks for the pathname for the cheque document – usually DATA\???-CHQ.DEF (where ??? is the current company id). Confirm as required and the cheque layout will be opened.
The cheque design is configured as in the statement / remittance design above – confirming the page set-up and adding/amending print items as required.
In addition to the options discussed above with regards to page set-up are two options with regards to multiple documents per page. Pre-printed cheque stationery may have 2/3 actual cheques per A4 (or similar) page and these options allow this.
Set the number of cheques across the page (usually 1 but allows up to 9) and the number of cheques down (usually 2/3 but again allows up to 9) the page.
The categories available in the cheque layout are:
Cheque Details - Allows print of the cheque parameters – the date, the amount, the amount in words and the cheque number.
Account Details - Allows print of up to ten items from the supplier record.
In addition to the print categories there are various parameter screens, six in all, which can be used to configure the printed output and the processing of the document.These parameter options are as followed:
Reports take the ‘page size’ settings from the print profile or the printer; however these settings are defined separately for the document. Note that although you can size the document to a maximum of 132 lines to match the page length of the stationery you are using, you can only configure the print of details up to 66 lines.
Key in the number of characters of the document width – max is 136 characters although you can only design up to 128 characters. If using direct windows print then the more characters across the page the smaller the print (in essence other print methods follow the same guideline but require ASCII codes to set the font size as well).
Selecting this option causes the printer to stop at the end of each page to give the operator time to insert another sheet of paper. Leaving blank assumes automatic feeding.
These prompts control where and how the cheque date is printed. Usually set from the Cheque Details category on the mask these options allow you to set the line/column for print of the date either as one item or split into its component parts.
These prompts control where and how the cheque number is printed (if not pre-set on the layout).Alternatively you can position the cheque number print item from the mask via the ‘Cheque Details’ category.
These prompts control when printing the amount whether it is prefixed with the currency sign, or leading zeroes. Enter the appropriate ASCII code for these characters if required.
This prompt controls the line number on which the cheque narrative is printed. Alternatively you can position the narrative from the mask.
The system will use the AMOUNT field from the purchase transaction as the cheque value unless you nominate another item here.
If processing payments via the automatic generation routines and via manual/Cashbook input and you only want to print a cheque for the automatic payment routines then set this option – otherwise all payments with a blank reference have a cheque printed.
Cheques are usually printed in the order they were printed. If combining with a separate remittance advice that is produced as part of the automatic payment routines it can be easier to produce the cheques in account code order (the same as the statement/remittance)
These prompts ask for printing position of the payee name, usually set via the document mask although the size must be set here. The item used for the payee name is set within the ‘Account Items to be Printed’ parameter screen.
These prompts ask for the printing position of the cheque amount, usually set via the document mask although it can also be set here.
If your cheque layout has boxes into which you update a number into – for example if writing a cheque for £357 pounds you update THREE into the hundreds box, FIVE into the tens box, and SEVEN into the singles box, then these parameters allow you to specify the column number to print at. If setting manually, and not via the mask, you also need to update the line number on the first parameter screen.
Similar to the above this asks for the column to update the number of pence into, however this updates as a value ‘57’.
If the cheque layout has a narrative for updating the cheque value into – for example, if writing a cheque for £357.52 then you write Three Hundred Fifty Seven Pounds and Fifty-Two pence, then these parameters allows you to specify the line, column and size to print the narrative at. If setting the print position via the mask you must set the size manually first.
This prompt asks for the data item number on the supplier database that contains the PAYEE name for a cheque. Usually set as the account name you can nominate an alternative item if required.
The remainder of this screen allows you to specify a further ten items from the accounts file to print on the cheque. You can, of course, position these data items from the document mask.
This option allows the cheque date to be printed with a four-digit year. Set if required.
This screen is reserved for those occasions when a user has a special requirement that Datafile Software has programmed specifically. Any parameter settings required for this special option are defined here, and your reseller will advise.
Article ID: 1379
Created On: Mon, Jul 2, 2012 at 3:16 PM
Last Updated On: Mon, Jun 19, 2023 at 3:35 PM
Online URL: https://kb.datafile.co.uk/article/cheque-design-purchase-ledger-excluding-compact-document-design-manager-1379.html