Invoice/Credit Configuration - Accounts Document

The Platinum System " Sales Ledger" 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.

Layout Data File Names

The layout files are stored in the 'SXCo1\Docs' folder, (or 'SXCo2', 'SXCo3', etc).

Invoice

'SL_PLAWN.INV'

Plain Paper (Windows Version)

'SL_PLA.INV'

Plain Paper

'SL_PRE.INV'

Pre-Printed

'SL_OWN.INV'

Own Brand

'SL_LET.INV'

Letter Head

Credit Note

'SL_PLAWN.CRE'

Plain Paper (Windows Version)

'SL_PLA.CRE'

Plain Paper

'SL_PRE.CRE'

Pre-Printed

'SL_OWN.CRE'

Own Brand

'SL_LET.CRE'

Letter Head

Token File Names

These are copied down into the main data directory when they are needed for the first time by Platinum, and from that point the layouts are as follows:

'SXLD050.EPL'

Invoice

'SXLD051.EPL'

Credit Note

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
~2,n	(30 characters) Account Address Line n = 1 -> 5 The line of the address.
~3	(6 characters) Account Code
~4,n	Telephone Number/Email Address n = 0 (15 characters) Telephone Number. n = 1 (20 characters) Mobile Number. n = 2 (60 characters) Email Address.
~5	(15 characters) Fax Number
~6,n,m	Account Notes Line n = 1 -> 5 The line of the notes. m = 0 (40 characters) Print Notes information. m = 1 (10 characters) Print Notes prompt.
~7	(3 characters) Page Number
~8,n	User Date n = 0 (10 characters) Short format. e.g. 'DD/MM/CCYY'. n = 1 (32 characters) Long Format. e.g. 'Friday, 31st January 20??'.
~9,n	(8 characters) Document Number n = 0 Print in all cases. n = 1 Blank if not in Heading.
~10,n	Document Date n = 0 (10 characters) Short format. e.g. 'DD/MM/CCYY'. n = 1 (32 characters) Long Format. e.g. 'Friday, 31st January 20??'.
~11,n	(40 characters) Company Name n = 1 -> 2 The line of the name.
~12,n	(50 characters) Company Address n = 1 -> 5 The line of the address.
~13,n	(one line) Heading Line n = 1 -> 2 Heading text.
~14,n	(one line) Footing Line n = 1 -> 3 Footing text.
~15	(11 characters) Heading Document Type
~16,n	(10 characters) Freetype Prompt n = 1 -> 6 Prompt index.
~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
~20	(10 characters) Total: Blanket Discount Amount
~21	(10 characters) Total: Pre Tax After Applied Blanket Discount
~22	(10 characters) Total: Tax Amount
~23	(10 characters) Total: Amount after Tax and Blanket Discounts
~24	(6 characters) Blanket Discount Percentage
~25	(10 characters) Total: Amount Paid
~26	(10 characters) Total: Amount Outstanding after Payment
~27	(5 characters) Percentage Charged at Tax Rate
~28	(10 characters) Description for Tax Rate
~29	(10 characters) Amount Taxed at Tax Rate
~30	(10 characters) Amount of Tax Charged at Tax Rate
~31	(10 characters) Amount after Tax at Tax Rate
~32	(3 characters) Total Number of Pages
~33	(6 characters) Account Group
~34,n,"x"	Print this Line of Text if Invoice Style n n = 1 No Quantities Specified. This will default to print the freetype Invoice Heading as before, but if a line of text is given after the second comma that will print instead. n = 2 Quantities are specified for at least one item and the print line and headings adjust accordingly. This will default to print the current quantity heading text, else use the text given after the comma. "x" The text to print on the document.
~35,n,"x"	Settlement Discount Layout n The column number about which the text will be centered. "x" A line of descriptive text which may contain the following tokens (without padding spaces): ~36 (6 characters) Settlement Discount Percentage ~37 (10 characters) Settlement Discount Amount ~38 (3 characters) Settlement Discount Period in Days
~39,n,"x"	Payments Tendered Layout n The column number about which the text will be centered. "x" A line of descriptive text which may contain the following tokens (without padding spaces): ~40 (10 characters) Amount Paid ~41 (6 characters) Payment Code ~42 (30 characters) Payment Description
~43,n	(10 characters) Freetype prompt without ':' n = 1 -> 6 Prompt index.
~43,n	(30 characters) Freetype Text n = 1 -> 6 Line index.
~45,n	(5 characters) Current Time n = 0 (5 characters) 24 Hour format. e.g. 'HH:MM'. n = 1 (7 characters) am/pm format. e.g. 'HH:MMpm'.
~61	(8 characters) User/Group Name
~64	(10 characters) Carriage Amount
~211	(10 characters) Account Reference
~213,n	(1 character) Account Analysis Code n = 1 -> 9 Analysis Code index.
~214,n,m	Account Analysis Description n = 1 -> 9 Analysis Description index. m = 0 (15 characters) First 15 characters of description. m = >0 (Up to 30) The full description.
~215,n	(60 characters) Account Extra Notes n = 1 -> 999 Account Extra Note line index.
~216	Skip block until next ~216 Print Spaces if a Credit Card Transaction is not involved.
~217	(30 characters) Credit Card Holder Name
~218	(20 characters) Credit Card Number
~219	(5 characters) Credit Card Expiry Date, as MM/YY
~220	(10 characters) Credit Card Authorisation Code
~221	(2 characters) Credit Card Issue Number
~222	(5 characters) Credit Card Valid From Date, as MM/YY
~223	(15 characters) System Merchant Number
~224	(15 characters) Transaction Comment
~234	(30 characters) Account V.A.T. Registration Number
~237	(3 characters) Account Status
~238	(30 characters) Account Status Description
~401	(80 characters) Top Left hand corner of Credit Charge Text Block The Credit Charge Text Block is defined in " Reports & Settings Maintenance Options System Administrator Credit Charge Settings" and configures itself according to the details of the current document.
~402	(10 characters) Total: Amount of any Credit Charge Applicable to the Current Document.
~403	(10 characters) Total: Gross total for the current document, plus any applicable Credit Charge.

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 n Start Line (i.e. Line for '~200'). m End Line (i.e. Line for '~299').
~102,n,m	Continuation Page Heading Block n Start Line (i.e. Line for '~300'). m End Line (i.e. Line for '~399').
~103,n,m	Continued Page Footing Block n Start Line (i.e. Line for '~400'). m End Line (i.e. Line for '~499').
~104,n,m	Final Page Footing Block n Start Line (i.e. Line for '~500'). m End Line (i.e. Line for '~599').

Document Configuration

~109,n	Body Print Style, Document Style 1 n = 0 Standard. n = 1 Condensed.
~110,n	Body Print Style, Document Style 2 n = 0 Standard. n = 1 Condensed.
~111,n	Line Skip n = 0 No Line Skip. n = 1 Line Skip between Items.
~112,n	Heading Block n => 1 The line to start printing.
~113,n,m	Body Block n The line to start printing. m Depth (Number of lines to print).
~114,n	Footing Block n The line to start printing.
~115,n	Form Length n Number of Lines per Page.
~116,n	Carriage Amount n = 0 Carriage Prints in Totals Block after Discount has applied. n = 1 Carriage Prints in Totals Block before Discount is applied. n = 2 Carriage Prints on the Final Line of the Document Body and is Discounted. n = 3 Carriage Prints in None of the above, and is not Discounted. n = 4 Carriage Prints in None of the above, and is Discounted.
~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. This depends on having the " Sales Ledger" module issued.
~198	Currency conversion configuration See Currency Conversions at the end of this article for more details.

Body Block

General Information

'~6nn,1,2,3' where '~6nn' represents an item, described below, which you wish to be printed in the invoice/credit body.

All have up to three parameters :-

Parm 1 - 'n'

Column position for invoice/credit style 1

Parm 2 - 'm'

Column position for invoice/credit style 1

Parm 3 - 'l'

In the case of a zero total will print 0.00 instead of spaces. For Non-Currency figures, prevents stripping of zeroes after the decimal point. i.e. 1.00 instead of 1

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
~605,n	(10 characters) Amount after Tax
~606,n,m,l	(1 character) Tax Band l = 0 Prints A - I. l = 1 Prints 1 - 9.
~607,n	(65 characters) Item Description

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. j = 0 Do not print when no Discount applies. j = 1 Print even if no Discount applies. j = 2 Print blank if no Discount applies.
~703,n,m,l,k,j	(25 characters) Pre Tax Amount after Blanket Discount j = 0 Do not print when no Discount applies. j = 1 Print even if no Discount applies. j = 2 Print blank if no Discount applies.
~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). j = 0 Do not print when no Tax incurred at this rate. j = 1 Print even if no Tax incurred. j = 2 Print blank if no Tax incurred.
~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). j = 0 Do not print when no Tax incurred at this rate. j = 1 Print even if no Tax incurred. j = 2 Print blank if no Tax incurred.
~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). j = 0 Do not print when no Tax incurred at this rate. j = 1 Print even if no Tax incurred. j = 2 Print Blank if no Tax incurred.
~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). j = 0 Do not print when no Tax incurred at this rate. j = 1 Print even if no Tax incurred. j = 2 Print blank if no Tax incurred.
~714,n,m,l,k,j	(25 characters) Carriage Amount j = 0 Do not print when no Carriage applies. j = 1 Print even if no Carriage applies. j = 2 Print blank if no Carriage applies.
~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.
~720,n,m,l	(25 characters) Credit Charge applicable to the current Document, if the Credit Charge is calculated on the Nett.
~721,n,m,l	(25 characters) Credit Charge applicable to the current Document, if the Credit Charge is calculated on the Gross.
~722,n,m,l	(25 characters) Gross total for the current Document plus any applicable Credit Charge.
~723,n,m,l	(25 characters) Nett Total after Settlement Discount, if a Settlement Discount applies.
~724,n,m,l	(25 characters) V.A.T. Total after Settlement Discount, if a Settlement Discount applies.
~725,n,m,l	(25 characters) Gross Total after Settlement Discount, if a Settlement Discount applies.

Tax Block

General Information

~801,n,m	Details for 1st Tax Band n Line from Block Top. m Column from Block Left.
~802,n,m	Details for 2nd Tax Band n Line from Block Top. m Column from Block Left.
~803,n,m	Details for 3rd Tax Band n Line from Block Top. m Column from Block Left.
~804,n,m	Details for 4th Tax Band n Line from Block Top. m Column from Block Left.
~805,"x"	(up to 160 characters) Layout String "x" Up to 160 characters in length, defines how the text for each of the Four Tax bands will appear. Into this will be inserted variables appropriate to each Tax Band, with their positions in the string given by each token's first parameter as detailed below.

Tax Tokens

~806,n,m	(1 character) Tax Band Indicator n = 1 -> 160 Position across from left of layout string ~805 at which to insert. m = 0 Prints A - I. m = 1 Prints 1 - 9.
~807,n	(5 characters) Tax Percentage n = 1 -> 160 Position across from left of layout string ~805 at which to insert.
~808,n	(10 characters) Tax Band description n = 1 -> 160 Position across from left of layout string ~805 at which to insert.
~809,n	(10 characters) Amount Rated in this Tax Band n = 1 -> 160 Position across from left of layout string ~805 at which to insert.
~810,n	(10 characters) Amount of Tax Charged on the Amount Rated n = 1 -> 160 Position across from left of layout string ~805 at which to insert.
~811,n	(10 characters) Total Amount After Tax in this Band n = 1 -> 160 Position across from left of layout string ~805 at which to insert.

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
~80	(6 characters) Unexpand
~81	(6 characters) Compact
~82	(6 characters) Uncompact
~83	(6 characters) Double Strike On
~84	(6 characters) Double Strike Off
~86	(6 characters) Paper Forward
~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. n = 1 -> 999 Corresponds to the print code ID in the "Print Code Amendments".

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. ~29,1 no conversion '*100.00' - (where * is your usual currency symbol). ~29$,1 convert to the account currency (if there is one) '1005.18F' - (e.g. French Francs.) ~29$12,1 convert to account currency and print to a width of 12 '1005.18F' ~29$USD,1 convert to currency USD (US Dollar) '$234.02' ~29$USD(02),1 convert to currency USD (US Dollar) and target to whole dollar units if within 2 cents. This feature is useful if you want to display values with the cents/pennies rounded away. For example if displaying in dollars then the number in brackets represents the maximum number of cents over or under a dollar within which the conversion will target to a whole dollar. For 02 within the brackets then $1.98, $1.99, $2.00, $2.01, $2.02 will all display as $2.00. '$234.00' ~29#12USD,1 same, but suppress the symbol and print to a width of 12 '234.56'

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. n = 0 Output the country code. n = 1 (30 characters) Output the country description.
~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

Feedback

Thank you for using our Knowledge Base, we value your feedback. Did you find this article useful? 'Yes' or 'No'

Keywords AND Misspellings

Layout, Token, Format, Document, Setup, Config, Configuration, Invoice, Credit, Currency