Invoice/Credit Configuration - Order Processing Document
The Platinum System " Order Processing" allows the layout of your Invoices and Credits to be configured to print the details you require. This is done using a system of "tokens" which represent the items you wish to print, and their positions on the document.
This article is for the following documents :-
- "Invoice"
- "Credit Note"
Contents
Layout Data Formats
Formats are stored in a special file, which must be accessed through the format amendments programs. It cannot be edited from outside the Platinum System.
A library of "Standard Formats" is available. These are automatically copied to the "User Format" the first time a document is printed, and may be copied manually if, for instance, you wish to start using pre-printed stationary where before you were using plain paper.
If required, you may assign special formats to certain Accounts, and/or assign these formats to different print records from the default. A format name may be up to 11 characters in length, and contain any combination of typeable characters.
Layout Tokens
Tokens are indicated by the character '~' followed by a number (the token identifier).
These identifiers may be up to 3 digits in length in the range 1 to 999. Tokens each have specific uses, which are listed below.
Parameters
Some tokens may also be given parameters. The number of parameters vary for each token. To specify a token with parameters the token must be followed by a comma then parameter. Each parameter is similarly divided from the next by a comma (no terminating comma is required).
Document Areas
For the purposes of configuration, the invoice/credit layouts are divided into 3 main areas: "Headings", "Body" & "Footings".
Area Tokens
| ~100 | Configuration Section Start | |
| ~199 | Configuration Section End | |
| ~200 | Heading Block (First Page) Start | |
| ~299 | Heading Block (First Page) End | |
| ~300 | Heading Block (Continuation) Start | |
| ~399 | Heading Block (Continuation) End | |
| ~400 | Footing Block (Continuation) Start | |
| ~499 | Footing Block (Continuation) End | |
| ~500 | Footing Block (Last Page) Start | |
| ~599 | Footing Block (Last Page) End | |
| ~600 | Body Block Start | |
| ~699 | Body Block End | |
| ~700 | Totals Configuration Block Start | |
| ~799 | Totals Configuration Block End | |
| ~800 | Tax Configuration Block Start | |
| ~899 | Tax Configuration Block End |
Tokens
General Tokens
These can appear in either Headers or Footers.
| ~1 | (30 characters) Account Name
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| ~2,n | (30 characters) Account Address Line
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| ~3 | (6 characters) Account Code
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| ~4,n | Telephone Number/Email Address
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| ~5 | (15 characters) Fax Number
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| ~6,n,m | Account Notes Line
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| ~7 | (3 characters) Page Number
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| ~8 | (3 characters) Total Pages on Invoice/Credit
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| ~9,n | (8 characters) Document Number
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| ~10,n | Document Date
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| ~11,n | (40 characters) Company Name
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| ~12,n | (50 characters) Company Address
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| ~13,n | (one line) Heading Line
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| ~14,n | (one line) Footing Line
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| ~15 | (11 characters) Heading Document Type
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| ~17 | Top Left hand corner of Totals Block
Use if totals are to be printed in self configuring block. See below. | |||||||||
| ~18 | Top Left hand corner of Tax Details Block
Use if tax is to be printed in self configuring block. See below. | |||||||||
| ~19 | (10 characters) Total: Amount Before Tax or Blanket Discount
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| ~20 | (10 characters) Total: Blanket Discount Amount
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| ~21 | (10 characters) Total: Pre Tax After Applied Blanket Discount
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| ~22 | (10 characters) Total: Tax Amount
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| ~23 | (10 characters) Total: Amount after Tax and Blanket Discounts
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| ~24 | (6 characters) Blanket Discount Percentage
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| ~25 | (10 characters) Total: Amount Paid
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| ~26 | (10 characters) Total: Amount Outstanding after Payment
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| ~27 | (5 characters) Percentage Charged at Tax Rate
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| ~28 | (10 characters) Description for Tax Rate
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| ~29 | (10 characters) Amount Taxed at Tax Rate
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| ~30 | (10 characters) Amount of Tax Charged at Tax Rate
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| ~31 | (10 characters) Amount after Tax at Tax Rate
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| ~32 | (3 characters) Total Number of Pages
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| ~33 | (6 characters) Account Group
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| ~35,n,"x" | Settlement Discount Layout
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| ~39,n,"x" | Payments Tendered Layout
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| ~44,n | (30 characters) Delivery Addresses
Print a line of delivery address. It is important to specify which line using the parameter.
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| ~45,n | (5 characters) Current Time
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| ~46,n | (15 characters) Additional Invoice Prompt
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| ~47,n | (30 characters) Additional Invoice Text
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| ~52,n | (60 characters) Order General Notes
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| ~55 | (6 characters) Prints the (Country Determined) word for Tax
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| ~56 | (3 characters) Do not print this line if blank
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| ~57 | Skip block until next ~57
Print Spaces if all Items have a date equal to the User Date (e.g. headings.). | |||||||||
| ~58 | Skip block until next ~58
Print Spaces if no Items have an individual discount applied (e.g. headings.). | |||||||||
| ~60 | Skip block until next ~60
Print Spaces if "Delivery Note" is not required. | |||||||||
| ~61,n | (8 characters) User/Group Name
| |||||||||
| ~62 | (10 characters) Total Weight
Excludes Backorder Items. | |||||||||
| ~63 | (10 characters) Total Volume
Excludes Backorder Items. | |||||||||
| ~64 | (10 characters) Carriage Amount
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| ~65,n | (3 characters) Order Status
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| ~71 | (10 characters) Total Amount Paid (including change)
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| ~72 | (10 characters) Change Given
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| ~211 | (10 characters) Account Reference
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| ~213,n | (1 character) Account Analysis Code
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| ~214,n,m | Account Analysis Description
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| ~215,n | (60 characters) Account Extra Notes
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| ~216 | Skip block until next ~216
Print Spaces if a Credit Card Transaction is not involved. | |||||||||
| ~217 | (30 characters) Credit Card Holder Name
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| ~218 | (20 characters) Credit Card Number
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| ~219 | (5 characters) Credit Card Expiry Date, as MM/YY
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| ~220 | (10 characters) Credit Card Authorisation Code
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| ~221 | (2 characters) Credit Card Issue Number
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| ~222 | (5 characters) Credit Card Valid From Date, as MM/YY
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| ~223 | (15 characters) System Merchant Number
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| ~224 | (15 characters) Transaction Comment
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| ~234 | (30 characters) Account V.A.T. Registration Number
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| ~239 | (3 characters) Payment Period
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| ~240,n | Payment Due Date
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| ~248 | (3 characters) Incoterm
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| ~249 | (17 characters) EORI Number
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| ~255,"x" | Skip block until next ~255
Print spaces if the account does not have the given account attribute set.
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| ~256,n,"x",m | (30 characters) Account Attribute
Print an account attribute code or description.
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Configuration Tokens
These affect the overall layout of the invoice/credit , and should be grouped together at the head of the layout file.
Document Blocks
The block information can either be supplied by you, in which case you should leave the parameters blank to begin with, and fill the values in when you are happy with the rest of the file; or the compiler can track the values down itself, which will marginally slow down the compilation process.
| ~101,n,m | 1st Page Heading Block
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| ~102,n,m | Continuation Page Heading Block
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| ~103,n,m | Continued Page Footing Block
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| ~104,n,m | Final Page Footing Block
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Document Configuration
| ~105,n,m,l | Enables grouping of multiple Stock Codes
Enables grouping of multiple Stock Codes into single lines on the invoice/credit . The parameter 'n' is the number of characters at the start of the code which must be identical for the codes to be grouped. parameter 'm' is the number of characters following these parameter 'n' characters which must be identical in order for the items to occupy one "column". parameter 'l' is the number of "columns" allowed per line.. | ||
| ~109,n | Normal and Slip Body Style
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| ~111,n | Line Skip
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| ~112,n | Heading Block
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| ~113,n,m | Body Block
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| ~114,n | Footing Block
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| ~115,n | Form Length
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| ~116,n | Carriage Amount
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| ~117,n,m | Backorder Printing
Prints a section after the invoice/credit Items consisting of Items on backorder for the current account, using the same line layout as for the items.
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| ~124 | Print a Customer Statement
Automatically prints a customer statement to follow the invoice. No statement will be printed if the customer's account balance is zero following this invoice and any payments made along with it.
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| ~198 | Currency conversion configuration
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Body Block
General Information
'~6nn,1,2,3,"4",5,6,"7"' where '~6nn' represents an item, described below, which you wish to be printed in the invoice/credit body.
All have up to seven parameters :-
- Parm 1 - 'n'
- Column Position across from the left of the page.
- Parm 2 - 'm'
- Unused. (Used by other Systems, but should be set to '0' here if a third parameter is used).
- Parm 3 - 'l'
- Varies by Token. If not used, and parm 4 or above are needed, should be skipped by placing the commas next to each other. i.e. ~6nn,1,2,,"4",5.
- Generally, for numeric tokens, which print by default to two decimal places.
- '0' - Quantity : Trailing Zeroes are Stripped off. Currency : Zero figures are not printed.
- '1' - Quantity : Trailing Zeroes are NOT Stripped. Currency : Zero figures are printed.
- '2' - As '0', but allow 3 decimal places.
- '3' - As '1', but allow 3 decimal places.
- Parm 4 - 'x'
- Optional. Varies by token. If used should be contained in quotes. If not used and parm 5 or above required, should be skipped in the same way as parm 3. i.e. ~6nn,1,2,3,,5
- Parm 5 - 'k'
- Column, when '~105' is used. See above. Up to 10 columns are allowed, limited by the "col" parameter after '~105'. If the body token is to refer to the line total, or main text item, then this parameter should be '0' (the default). If it is to refer to the value for a specific column then it should be given the value 1 - 10.
- Parm 6 - 'j'
- Varies by Token. If not used, and parms 7 or above are needed, should be skipped by placing the commas next to each other. i.e. ~6nn,1,2,3,"4",5,,"7".
- Parm 7 - 'w'
- Optional. Varies by token. If used should be contained in quotes.
 | Body Tokens may be used in the Headers or Footers, and will in this case take their value from the first order, or first item on that order, which appears on the Invoice or Credit. This feature will generally be of use if you tend to print one Order per Invoice. In other cases the results may be misleading, so the feature should be used with care.
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Body Tokens
| ~601,n | (10 characters) Item Quantity
| |
| ~602,n,m,l | Nett Amount | |
| ~603,n,m,l | (10 characters) Unit Price
| |
| ~604,n | (10 characters) Tax Amount
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| ~605,n | (10 characters) Amount after Tax
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| ~606,n,m,l | (1 character) Tax Band
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| ~607,n,m,l | Item Date
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| ~608 | (15 characters) Stock Code
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| ~609,n,m,l | (30 characters) Stock Description
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| ~610,n,m,l | Your Order Number
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| ~611,n | (10 characters) Units
| |
| ~612,n | (6 characters) Percentage Discount
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| ~613,n | (10 characters) Total Nett Order Value
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| ~614,n | (3 characters) Stock Group
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| ~615,n | (10 characters) Weight
| |
| ~616,n | (10 characters) Volume
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| ~617,n,m,l | (1 character) Stock Analysis Code
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| ~618,n | (10 characters) Price List Over-ride
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| ~619,n,m,l | (15 characters) Short Description
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| ~620,n | (6 characters) Depot Code
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| ~621,n | (10 characters) Quantity in Stock
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| ~622,n | (30 characters) Order Delivery Name
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| ~623,n,m,l | (30 characters) Order Delivery Address
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| ~624,n | (20 characters) Location
| |
| ~625,n,m,l,"x" | (10 characters) Sales Price
| |
| ~626,n,m,l | (5 characters) Percentage Tax Charged
| |
| ~627,n,m,l | (8 characters) Delivery Note Number
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| ~628,n | (15 characters) Customer Order Number
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| ~629,n | (30 characters) Item Reference
| |
| ~630,n,m,l | (15 characters) Stock Analysis Description
| |
| ~633,n | Delivery by Date
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| ~634,n | Delivery Date
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| ~635,n | (3 characters) Item Price Group
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| ~636,n | (30 characters) Item Price Group Description
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| ~637,n | (10 characters) Picked By
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| ~638,n | (10 characters) Delivery Method
| |
| ~639,n,m,l | (60 characters) Description/Detailed Notes
Prints usual Stock Description for up to three lines, then all Detailed Notes.
| |
| ~640,n | (8 characters) User/Group Name
Person who created the order. | |
| ~641,n,m,l | (30 characters) Order Reference
| |
| ~642,n | (30 characters) Stock Group Description
| |
| ~643,n,m,l | (10 characters) Stock Barcode Number
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| ~644,n | (10 characters) Account Fixed Stock Price
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| ~645,n | (30 characters) Account Fixed Stock Price Notes
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| ~646,n | (10 characters) Consignment Number
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| ~647,n | (4 characters) Number of Boxes in the Consignment
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| ~648,n | (20 characters) Batch Code
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| ~649,n | (10 characters) Batch Quantity
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| ~650,n | (20 characters) Batch Location
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| ~655,n,m,l | (10 characters) Local Currency Amount
| |
| ~656,n,m,l,"x",k,j,"y" | (30 characters) Stock Attribute
Print a stock attribute code or description.
| |
| ~657,n,m,l,"x" | (30 characters) Country of Origin
Print a country code or a country name.
| |
| ~658,n,m,l,"x" | (10 characters) Commodity Code
Print a commodity code.
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Including Batch Information
Meaningful "Batch Information" may be retrieved only for Stock Lines marked as "Batched", which prompt for batch information whenever they are booked into or out of stock. The information extracted depends on the Order Item's status. If the item has been booked into stock, for example on a Goods Received Note, then you will see information relating to the batch transactions involved in booking the item in question in. This would enable you to go straight to the locations where the items are to be placed.
If the item has not yet impacted Stock History, on a Picking List for instance, you will get information on the batches you currently have in stock, enabling you to see which batches are suitable to be picked from.
Another thing to bear in mind is that for the second and subsequent lines of Batch Information for an item, only the Batch tokens ('~648' -> '~650') shown above will be printed.
Batch Information in Item Descriptions
When a "Batched" stock item is booked out of stock, and batch information assigned, either manually or automatically if the system can identify the batch without prompting, the assigned "Batch No:" will be inserted into the first blank line of the item's description for this document. This information will then be printed as part of the item's description on printouts produced subsequently such as any advice note or invoice.
This depends on the item having at least one blank line of description, and on the document being printed after the item is booked out of stock.
Totals Block
General Information
'~7nn,1,2,"x",4,5' where '~7nn' = token number.
All have up to five parameters :-
- Parm 1 - 'o'
- Line from Top of Block to print on.
- Parm 2 - 'n'
- Column from Left of Block to print.
- Parm 3 - 'x'
- Up to 15 Character Description.
- Parm 4 - 'm'
-
- '0' - Description precedes Figures (default).
- '1' - Description follows on from totals.
- Parm 5 - 'l'
- '0, 1 or 2' - Printing conditions.
- In general, if items are configured to print one line after another, and "blanket discount" does not apply, then if Parm 5 for blanket discount amount is set to '0' then Blanket discount details will not be printed at all and the next line will shuffle up. If Parm 5 is set to '1' and no blanket discount applies then zeroes will be printed, and if it is set to 2 then a blank line will be printed.
Totals Tokens
Some tokens below are suppressed on Tax Inclusive documents if '~119' is included in the Configuration section.
| ~701,n,m,l | (25 characters) Total Amount Before Tax or Blanket Discounts
| |
| ~702,n,m,l,k,j | (25 characters) Blanket Discount Amount
If the 'S99.99' is included in parameter 'l' it will be substituted with the percentage discount applied.
| |
| ~703,n,m,l,k,j | (25 characters) Pre Tax Amount after Blanket Discount
| |
| ~704,n,m,l | (25 characters) Total Tax Amount
Superseded on Tax Inclusive documents (see above). | |
| ~705,n,m,l | (25 characters) Total Amount after Tax and Blanket Discount
| |
| ~706,n,m,l | (25 characters) Total Amount Paid
| |
| ~707,n,m,l | (25 characters) Total Amount Outstanding after Payment
| |
| ~708,n,m | (25 characters) "Equals" Lines
A line of '=' signs where the figures would go in the other cases. | |
| ~709,n,m,l,k,j | (25 characters) Amount Charged at 1st Tax Rate
If '99.99' is included in the description it will be substituted with the percentage Tax applied. Superseded on Tax Inclusive documents (see above).
| |
| ~710,n,m,l,k,j | (25 characters) Amount Charged at 2nd Tax Rate
If '99.99' is included in the description it will be substituted with the percentage Tax applied. Superseded on Tax Inclusive documents (see above).
| |
| ~711,n,m,l,k,j | (25 characters) Amount Charged at 3rd Tax Rate
If '99.99' is included in the description it will be substituted with the percentage Tax applied. Superseded on Tax Inclusive documents (see above).
| |
| ~712,n,m,l,k,j | (25 characters) Amount Charged at 4th Tax Rate
If '99.99' is included in the description it will be substituted with the percentage Tax applied. Superseded on Tax Inclusive documents (see above).
| |
| ~713,n,m,"x",l,k | (25 characters) Tendered Amounts Breakdown
Prints a line for each sales centre with a payment posted to it.
| |
| ~714,n,m,l,k,j | (25 characters) Carriage Amount
| |
| ~716,n,m,l | (25 characters) Blanket Discount Amount
An alternative for '~702' for Negative Discounts. (i.e. Surcharges.). If the Discount is '0%' or greater '~702' will be used; if the Discount is less than '0%' then '~716' is used. If '~716' is not supplied, '~702' will be used. | |
| ~717,n,m,l | (25 characters) Total Amount Tendered
| |
| ~718,n,m,l | (25 characters) Change Given
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Tax Block
General Information
| ~801,n,m | Details for 1st Tax Band
| |
| ~802,n,m | Details for 2nd Tax Band
| |
| ~803,n,m | Details for 3rd Tax Band
| |
| ~804,n,m | Details for 4th Tax Band
| |
| ~805,"x" | (up to 160 characters) Layout String
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Tax Tokens
| ~806,n,m | (1 character) Tax Band Indicator
| |
| ~807,n | (5 characters) Tax Percentage
| |
| ~808,n | (10 characters) Tax Band description
| |
| ~809,n | (10 characters) Amount Rated in this Tax Band
| |
| ~810,n | (10 characters) Amount of Tax Charged on the Amount Rated
| |
| ~811,n | (10 characters) Total Amount After Tax in this Band
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Print Style Tokens
The following print style codes must have 3 spaces after them as these codes always 6 characters wide.
| ~79 | (6 characters) Expand
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| ~80 | (6 characters) Unexpand
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| ~81 | (6 characters) Compact
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| ~82 | (6 characters) Uncompact
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| ~83 | (6 characters) Double Strike On
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| ~84 | (6 characters) Double Strike Off
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| ~86 | (6 characters) Paper Forward
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| ~87 | (6 characters) Paper Backward
| |
| ~88,n | (up to 32 characters) Insert print style
This print style code doesn't need any spaces after it as it will the width of the print code to insert.
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Currency Conversions
| Platinum "Elite" systems only. "Solo" systems will need to be upgraded to "Elite", contact your Platinum dealer or our sales team on (0116) 230 1500 or by using our website sales contact page for your upgrade path. |
All tokens that return a currency amount may now be modified to convert that amount into a different currency before printing. This is done by using a currency modifier after the token number but before any parameters. This modifier begins with a special symbol and may optionally be followed by a number and/or a three character currency code.
To get the relevant currency symbol to print on a document, the symbols '$' and '#' (hash symbol, but may have been misprinted as a pound sign) are used immediately after the token that you wish the currency conversion to take place. Using the '#' will suppress the printing of the currency symbol. This can be useful when printers don't have relevant symbols for some currencies.
 | Unless the relevant currency required is set up against the base rate in Currency Maintenance, no conversion will take place. Also, the customer needs to be correctly flagged for the appropriate Country. |
The number part of the modifier may be used to specify the maximum number of characters to print. Some currencies may involve quite large amounts and this number can be used to make sure there is enough room to print them. The three character currency code specifies which currency to convert the amount to. This may be omitted, in which case the currency specified for the account associated with the invoice/credit being printed will be used, if there is one.
 | Some examples using '~29,1' amount taxed at first tax rate. Note that '~29' may not represent an amount in all document formats. This is just an example.
|
Currency Configuration
There is an optional Currency Conversion configuration token which when used should be placed in the Configuration block. This token may have a currency modifier applied to it which will then be used by default throughout the document, although it can be overridden by modifiers applied to individual tokens.
| ~198x | x = Default currency modifier (optional) |
Country/Currency Tokens
There is a group of tokens that may be used in headers and footers to print details about the country and currency set up for the account associated with the document.
| ~292,n | (3 characters) Country code/description for the document.
If the account in use has a specific country associated with it this will be used, otherwise the system default country will be output.
| |
| ~293 | (12 characters) Exchange rate from base currency to account currency
| |
| ~294 | (15 characters) Sub-units of the currency set for this account
| |
| ~295 | (15 characters) Units of the currency set for this account
| |
| ~296 | (30 characters) Name of the currency set for this account
| |
| ~297 | (3 characters) Code of the currency set for this account
| |
| ~298 | Skip block until next ~298
Should be used in pairs on a line. Everything between them is blanked out if there is no currency set for this account |
