Document Configuration - Order Processing Document

The Platinum System "Order Processing" allows the layout of your outgoing Order Processing documents 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 :-

• "Purchase Orders"
• "Delivery (or Advice) Notes"
• "Order Confirmations"
• "Picking Lists"

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 document layouts are divided into 3 main areas: "Headings", "Body" & "Footings".

To speed up access to the information on the layout file, some information is stored away on a separate file for quick reference. This information will need to be gathered when a particular layout is used for the first time. The short delay this entails can be minimised by placing the Configuration, Body, Totals & Tax blocks together at the top of the layout file, as can be seen in the Standard Layouts. This will apply even if no details are present in the block, as they are checked off during compilation.

Tokens

General Tokens

These can appear in either Headers or Footers.

~1,n	(30 characters) Account Name n = 1 -> 5 The line of the address.
~2,n	(30 characters) Account Address Line n = 1 -> 5 The line of the address.
~3,n	Account Code/Reference n = 0 (6 characters) Print account code. n = 1 (6/10 characters) Print Account Reference if not spaces, otherwise prints Account Code. n = 2 (6/10 characters) Print Account Reference if not spaces and is set to print on Purchase Orders, otherwise prints Account Code.
~4,n	Telephone Number n = 0 (15 characters) Telephone Number. n = 1 (20 characters) Mobile Number.
~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 (8 characters) Short format. e.g. 'DD/MM/CCYY'. n = 1 (30 characters) Long Format. (left justified) e.g. 'Friday, 31st January 20??'. n = 2 (30 characters) Long Format. (right justified) e.g. 'Friday, 31st January 20??'.
~9,n	(15 characters) Your Order Number n = 0 Order Number. n = 2 Order Number (Condensed if over 8 characters in length).
~8,n	Document Date n = 0 (8 characters) Short format. e.g. 'DD/MM/CCYY'. n = 1 (30 characters) Long Format. (left justified) e.g. 'Friday, 31st January 20??'. n = 2 (30 characters) Long Format. (right justified) 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 Heading text.
~15	(11 characters) Heading Document Type
~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
~22	(10 characters) Total: Tax Amount
~23	(10 characters) Total: Amount after Tax and Blanket Discounts
~27,n	(5 characters) Percentage Charged at Tax Rate n = 1 -> 4 The Tax Rate.
~28,n	(10 characters) Description for Tax Rate n = 1 -> 4 The Tax Rate.
~29,n	(10 characters) Amount Taxed at Tax Rate n = 1 -> 4 The Tax Rate.
~30,n	(10 characters) Amount of Tax Charged at Tax Rate n = 1 -> 4 The Tax Rate.
~31,n	(10 characters) Amount after Tax at Tax Rate n = 1 -> 4 The Tax Rate.
~32	(3 characters) Total Number of Pages
~33	(6 characters) Account Group
~34,n	Skip line unless Document Type Match This token is only applicable to "Delivery Notes" n = 1 No pricing information specified. n = 2 Delivery Notes contains Pricing information, and hence will probably require different headings and footings.
~44,n	(30 characters) Delivery Addresss n = 1 -> 4 The line of the address.
~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'.
~48	(8 characters) Delivery Note Number
~49,n	(15 characters) Customer/Supplier Order Number n = 0 Order Number. n = 2 Order Number (Condensed if over 8 characters in length).
~50	Skip block until next ~50 Print Spaces if delivery address is blank.
~51	(10 characters) Total Quantity - Excludes Backorder Items
~52,n	(60 characters) Order Extra Notes n = 1 -> 999 Order Extra Note line index.
~53	(10 characters) Delivery Note: Delivery Method, if entered
~54	(10 characters) Delivery Note: Consignment Number, if entered
~55	(6 characters) Prints the (Country Determined) word for Tax
~56	(3 characters) Do not print this line if blank As this token is used to control 'style' and doesn't actually output anything other than 3 spaces to cover the size of token (i.e. '~##') it should be placed at the end of the format line, to avoid interfering with the flow of the text.
~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.).
~59	(4 characters) Delivery note: Number of boxes
~61	(8 characters) User/Group Name
~62	(10 characters) Total Weight Excludes Backorder Items.
~63	(10 characters) Total Volume Excludes Backorder Items.
~211	(10 characters) Account Reference
~212,n	(10 characters) Barcode Checksum/Total Total of all the barcode number for each Stock Code on the document. n Number of digits to print.
~213,n	(1 character) Account Analysis Code n = 1 -> 3 Analysis Code index.
~213,n	(15 characters) Account Analysis Description n = 1 -> 3 Analysis Description index.
~215,n	(60 characters) Account Extra Notes n = 1 -> 999 Account Extra Note line index.
~224	(30 characters) History Notes For Goods Received Notes.
~234	(30 characters) Account V.A.T. Registration Number

Configuration Tokens

These affect the overall layout of the Documents, 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

~105,n,m,l	Enables grouping of multiple Stock Codes Enables grouping of multiple Stock Codes into single lines on the document. 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	Body Print Style, Document Style 1 n = 0 Standard. n = 1 Condensed.
~110,n	Body Print Style, Document Style 2 Document Style 2 applies only to "Delivery Notes", which may be printed with pricing & totals information. This is referred to as Document Style 2. The position of items within the Document Body for Document Style 2 is dictated by "Parm 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.
~117,n	Backorder Printing Prints a section after the Invoice Items consisting of Items on backorder for the current account, using the same line layout as for the Invoice Items. n = 0 Suppresses Tax and Totals information. n = 1 Includes Tax and Totals information.
~117,n	Back Order information Prints a section after the Order Items consisting of Items on backorder for the current account, using the same line layout as for the Order Items. "On Backorder" in this context refers to Items which still have both "Completion" and "Delivery" outstanding. n = 0 Suppresses Tax and Totals information. n = 1 Includes Tax and Totals information.
~198	Currency conversion configuration See Currency Conversions at the end of this article for more details.

Body Block

General Information

'~6nn,1,2,3,"4",5' where '~6nn' represents an item, described below, which you wish to be printed in the document body.

All have up to five parameters :-

Parm 1 - 'n'

Column Position across from the left of the page (Document Style 1).

Parm 2 - 'm'

Column Position across from the left of the page (Document Style 2). Delivery notes only.

Parm 3 - 'l'

Varies by Token. If not used, and parms 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.

Body Tokens may be used in the Headers or Footers, and will in this case take their value from the first order which appears on the Document. Parameters 'n' & 'm' are not used at all, so if a Body Token were used in the Header its first Parameter would act as Parameter 'l' would if it were used in the Body.

Body Tokens

~601,n	(10 characters) Item Quantity
~602,n,m,l	Nett Amount
~603,n,m,l	(10 characters) Unit Price
~607,n,m,l	Item Date l = 0 (8 characters) Short Format. l = 1 (32 characters) Long Format.
~609	(15 characters) Stock Code
~609,n,m,l	(30 characters) Stock Description l = 0 Prints all required lines. l = 1 -> 3 The line of the description.
~611,n	(10 characters) Units
~612,n	(6 characters) Percentage Discount
~614,n	(3 characters) Stock Group
~615,n	(10 characters) Weight
~616,n	(10 characters) Volume
~617,n,m,l	(1 character) Stock Analysis Code l = 1 -> 3 Analysis code position.
~618,n	(10 characters) Price List Over-ride
~619,n,m,l	(15 characters) Short Description l = 0 Always print the description. l = 1 If this is blank, Print the "Stock Code", and if that is blank (freetype stock) print the first line of the stock description.
~620,n	(6 characters) Depot Code
~621,n	(10 characters) Quantity in Stock
~624,n	(12 characters) Location
~625,n,m,l,"x"	(10 characters) Sales Price "x" = blank Sales Price Code. If left blank will give Standard Sales Price.
~626,n,m,l	(5 characters) Percentage Tax Charged l = 0 Prints in all cases. l = 1 Does not print if set to not print on Slip Printouts.
~627,n,m	(8 characters) Delivery Note Number
~628,n	(15 characters) Customer Order Number
~629,n	(30 characters) Item Reference
~630,n,m,l	(15 characters) Stock Analysis Description l = 1 -> 3 Analysis Description index.
~631,n,m,l	(1 character) Order Analysis Code l = 1 -> 3 Analysis Code index.
~632,n,m,l	(1 character) Order Analysis Description l = 1 -> 3 Analysis Description index.
~633,n	Delivery by Date n = 0 (8 characters) Short format. e.g. 'DD/MM/CCYY'. n = 1 (30 characters) Long Format. e.g. 'Friday, 31st January 20??'.
~634,n	Delivery Date n = 0 (8 characters) Short format. e.g. 'DD/MM/CCYY'. n = 1 (30 characters) Long Format. e.g. 'Friday, 31st January 20??'.
~635,n	(3 characters) Item Price Group
~636,n	(30 characters) Item Price Group Description
~637,n	(10 characters) Picked By
~638,n	(10 characters) Delivery Method This is not stamped onto an individual Order Item until after it has been printed on a Delivery Note. For delivery notes then, you should use the Header/Footer token '~53'.
~639,n,m,l	(60 characters) Description/Detailed Notes Prints usual Stock Description for up to three lines, then all Detailed Notes. l = 0 Stock Code Notes. l = 1 Order Item Notes.
~640,n	(8 characters) Supplier Stock Code (Purchase orders only)
~642,n	(30 characters) Stock Group Description
~643,n,m,l	(10 characters) Stock Barcode Number l = 0 Stock Code Notes only. l = 1 -> 10 Number of digits to print.
~644,n	(10 characters) Account Fixed Stock Price
~645,n	(30 characters) Account Fixed Stock Price Notes
~646,n	(10 characters) Consignment Number This is not stamped onto an individual Order Item until after it has been printed on a Delivery Note. For delivery notes then, you should use the Header/Footer token '~54'.
~647,n	(4 characters) Number of Boxes in the Consignment This is not stamped onto an individual Order Item until after it has been printed on a Delivery Note. For delivery notes then, you should use the Header/Footer token '~54'.
~648,n	(20 characters) Batch Code
~649,n	(10 characters) Batch Quantity
~650,n	(20 characters) Batch Location

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.

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
~704,n,m,l	(25 characters) Total Tax Amount Supressed on Tax Inclusive documents (see above).
~705,n,m,l	(25 characters) Total Amount after Tax
~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 Tax Rate 1 If '99.99' is included in the description it will be substituted with the percentage Tax applied. Supressed 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 Tax Rate 2 If '99.99' is included in the description it will be substituted with the percentage Tax applied. Supressed 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 Tax Rate 3 If '99.99' is included in the description it will be substituted with the percentage Tax applied. Supressed 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 Tax Rate 4 If '99.99' is included in the description it will be substituted with the percentage Tax applied. Supressed 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.

Tax Block

General Information

~801,n,m	Details for 1st Tax Band n Line from Block Top. m Column from Block Left.
~801,n,m	Details for 2nd Tax Band n Line from Block Top. m Column from Block Left.
~801,n,m	Details for 3rd Tax Band n Line from Block Top. m Column from Block Left.
~801,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, withtheir positions in the string given by the parameter.

Tax Tokens

~806,n,m	(1 character) Tax Band Indicator n = 1 -> 4 Tax Index m = 0 'A' to 'D'. m = 1 '1' to '4'.
~807,n	(5 characters) Tax Percentage n = 1 -> 4 Tax Index
~808,n	(10 characters) Tax Band description n = 1 -> 4 Tax Index
~809,n	(10 characters) Amount Rated in this Tax Band n = 1 -> 4 Tax Index
~810,n	(10 characters) Amount of Tax Charged on the Amount Rated n = 1 -> 4 Tax Index
~811,n	(10 characters) Total Amount After Tax in this Band n = 1 -> 4 Tax Index

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".

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

Currency Conversions

Platinum "Elite" systems only. "Solo" systems will need to be upgraded to "Elite", contact the Catalyst sales team (0116) 230 1500 or your Platinum dealer 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.

The special symbols are currently '$' and '#' (hash symbol, but may have been misprinted as a pound sign). Both of these will cause a conversion to take place; the difference being '#' will suppress the printing of a currency symbol. This can be useful when printers don't have relevant symbols for some currencies.

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 document being printed will be used, if there is one.

Some examples using '~29,1' amount taxed at tax rate 1. ~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) '$234.56' ~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,n	x = Default currency modifier (optional) n = 0 Use exchange rate as at the order date for all currency conversions. n = 1 Use exchange rate as at the user date for all currency conversions.

Currency Tokens

There is a group of tokens that may be used in headers and footers to print details about the currency set up for the account associated with the document.

~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