Customer Order Processing CPFRMMNT Help - Elliott Business Software

Invoice Form Setup

Application Overview

We are constantly striving to develop flexible and compatible business applications. The Invoice Form Setup application and Design Your Own Invoice enhance this objective, by combining Elliott's standard Invoice form definitions with a procedure that customizes form layout. This allows invoices to be printed on any form designed by your art department or acquired through an outside vendor. This capability also permits maintenance of up to 99 definitions that serve various invoicing requirements.

To use the Design Your Own Invoice Form option, you need to enable it in Global Setup Ò SystemÒ Design Your Own Form. The Invoice Form Setup application is loaded with our standard continuous and laser invoice form definitions. You may use them in conjunction with Elliott or as a template in designing a new definition. The continuous form No. 3S109 template is predefined as form number 01 in the form layout file. The laser form template is predefined as form number 99 in the form layout file. To use these predefined forms when printing invoices, select Reset from this application's menu bar and choose either Standard or Laser depending on which type of form you are printing on. After resetting the standard or laser form number to the default Elliott layout, make sure the same format number is entered in the Default Invoice Form field (#14) in the COP Setup application. You must also make sure that COP Setup field #21 (Print On Laser Forms) is set correctly. For more information on these fields, refer to the COP Setup section of this manual.

For more information on printing invoices, see Print Invoices under the Processing section of this manual.

If you wish to use the predefined form layouts, follow the directions above and begin printing. However, if you will be using some other preprinted form, consider the following questions before proceeding further.

1. Which Fields Are To Be Printed?

This refers to the Data or Literal field information printed on your invoice form.

The first type, Data fields are those that display resulting output information from the program. They print only the actual data that will appear in a given field. For example, if the field is named "Company Name", and the data in the field is "Jones Inc.", you are selecting to print that field information, and not the "Company Name" title.

Some additional examples include, the Invoice Number, Invoice Date, Bill To Company name, Bill to Company Address 1, Bill To Company Address 2, Bill To Company City, State, and Zip Code, Quantity Ordered, Order Date, Unit Price, Net Price, and other field variables.

In contrast, Literal Fields enable you to print special text messages, such as:

TO ORDER CALL 1-800-468-0834

THANK YOU FOR YOUR ORDER

MERRY CHRISTMAS & HAPPY NEW YEAR

If you plan to use Elliott's default form definition as a template please note that it's Data and Literal field definitions are preset to match the requirements of our form. Consequently, you will need to change these settings, and determine which fields must be printed or eliminated from your form.

2. What Is The Physical Length And Width Of Your Form?

You need to know the physical line length and column width of the invoice form. Is it 66 lines long and 80 columns wide?...or some other dimension. By using the Print Grid application, print a layout grid on your preprinted form. Then mark the appropriate line length and column width of each field you want to print. This may require several invoice forms until the proper dimensions are determined.

3. What is the Vertical Line And Horizontal Column Position Of Each Field To Be Printed?

This refers to the starting physical line, column, and ending column location position of each printed field. The Print Layout Grid function is your road map in designing a new invoice form. It labels vertical lines and horizontal columns "1234567890." As illustrated, you can coordinate a given physical location field position, by matching the numbered vertical lines with their corresponding column position. In this example the Starting Vertical Line, and Horizontal column location positions are equal to 3 and 3.

The Ending Vertical Line, and Horizontal column location positions are 3 and 9.

	1	2	3	4	5	6	7	8	9	0
1			X
2			X
3	X	X	I	N	V	O	I	C	E
4
5
6
7
8
9
0

4. What Is The Starting And Ending Location Of Line Items?

There are fourteen input screens in this program. The first requires you to designate the beginning and ending vertical line settings for line item fields.

This becomes the virtual starting point that directs your printer to a physical location where line item literal or data information is printed.

In every subsequent related Line Item input screen, you specify only the relevant Line Item position of a given entry field.

5. How Many Lines Of Information Are To Be Printed For

Each Line Item?

You need to specify the amount of line item information to be printed for each transaction.

6. How Many Characters Are To Be Printed In Each Field?

Each data field prints a predetermined number of characters. For example the Customer Name Data field will print 30 alphanumeric characters.

This rule has the same significance when defining a Literal Field. For example, if you want to print MERRY CHRISTMAS & HAPPY NEW YEAR at a given location position, the literal field must support at least 27 characters. If only 20 characters were supported, the printed message would appear as: MERRY CHRISTMAS & HA

Finally, the Invoice Form Setup program can print a detailed or summary report of all invoice forms on file.

Invoice Form Setup

Select Invoice Form Setup from the pull down COP Util_setup window. The following screen will then be displayed:

Invoice Form Setup Entry Screen

The following options are available:

*Change the form definition

*Copy the form definition

*Delete a form definition

*Print a detail or summary report listing all forms on file.

*Print a sample of the form you are defining.

*Reset the application to the default form definition for standard or laser forms.

*Print a grid

To return to the menu bar, press the ESC or F10 key. To leave this application, press X for EXIT when positioned at the menu bar.

The following tables define the fields available for a Elliott standard C.P.I.F. Please refer to the screens at the end of this section for specific field size, starting and ending locations, and default settings.

Entry Field Descriptions

Screen 1

Name	Type and Description	Default Setting	New Setting
1. Form Number	2 numeric characters. Enter the form number you wish to change.
2. Number Of Lines On Form	3 numeric characters from 1 to 999. Enter the total number of lines on the form.	66
3. Number Of Columns On Form	3 numeric characters from 1 to 132. Enter the total number of horizontal columns on the form.	80
4. Starting Line For Line Items	3 numeric characters that can not exceed the total number of lines on the form. Enter the location position, where you wish to start printing line items.	28
5. Ending Line For Line Items	3 numeric characters. This entry cannot be less than the starting line entry or exceed the total number of lines on the form. Enter the location where you wish printing of line items to end.	56
6. Maximum Lines Per Line Item	1 numeric character. Enter the number of lines that separate each line item.	4

Screens 2-14

Name	Type and Description
7. Company Name	Literal or data entry permitted. Prints company name.
8. Company Address 1	Literal or data entry permitted. Prints the first line of company address.
9. Company Address 2	Literal or data entry permitted. Prints the second line of company address.
10. Company City, State, Zip	Literal or data entry permitted. Prints company city, state, and zip code.
11. Company Phone Number	Literal or data entry permitted. Prints company phone number.
12. Invoice Number	Literal or data entry permitted. Prints an invoice number.
13. Page Number	Literal or data entry permitted. Prints the current page number.
14. Bill To Name	Literal or data entry permitted. Prints the name of company to be billed.
15. Bill To Address 1	Literal or data entry permitted. Prints the first address line of company to be billed.
16. Bill To Address 2	Literal or data entry permitted. Prints the second address line of company to be billed.
17. Bill To City, State, Zip	Literal or data entry permitted. Prints the city, state, and zip of the company to be billed.
18. Bill To Country	Literal or data entry permitted. Prints the country of the company to be billed.
19. Ship To Name	Literal or data entry permitted. Prints the name of the company that will receive this shipment.
20. Ship To Address 1	Literal or data entry permitted. Prints the first address line of the company that will receive this shipment. This will probably reference a street address.
21. Ship To Address 2	Literal or data entry permitted. Prints the second address line of the company that will receive this shipment. This references an additional address line such as a department name, box no, etc.
22. Ship To City, State, Zip	Literal or data entry permitted. Prints the shipment's destination city, state, and zip code.
23. Ship To Country	Literal or data entry permitted. Prints the name of the shipment's destination country.
24. Invoice Date	Literal or data entry permitted. Prints the date that this transaction was invoiced.
25. Order Number	Literal or data entry permitted. Prints the order reference number associated with this transaction.
26. Ship Date	Literal or data entry permitted. Prints the date that this order is to be shipped.
27. Order Date	Literal or data entry permitted. Prints the date that customer's order was placed.
28. Customer Number	Literal or data entry permitted. Prints the customer account number associated with this transaction.
29. Location	Literal or data entry permitted. Prints the location code associated with this transaction.
30. Salesman	Literal or data entry permitted. Prints the salesman number associated with this transaction.
31. Purchase Order Number	Literal or data entry permitted. Prints the purchase order number associated with this transaction.
32. Job Number	Literal or data entry permitted. Prints the job number associated with this transaction.
33. Ship Via	Literal or data entry permitted. Prints the ship via code associated with this transaction.
34. Collect Or Pre-Paid	Literal or data entry permitted. Prints whether this transaction is collect or pre-paid.
35. Quantity Ordered	Literal or data entry permitted. Prints the number of items ordered.
36. Quantity Shipped	Literal or data entry permitted. Prints the number of items shipped.
37. Item Number	Literal or data entry permitted. Prints the inventory number for this item.
38. Unit Price	Literal or data entry permitted. Prints the price for one unit of this item.
39. Unit Of Measure	Literal or data entry permitted. Prints the measurement unit by which this item is sold.
40. Quantity Backordered	Literal or data entry permitted. Prints the number of units on backorder.
41. Qty Returned To Stock	Literal or data entry permitted. Prints the number of items returned to stock.
42. Discount Percent	Literal or data entry permitted. Prints the discount percentage associated with this item.
43. Net Price	Literal or data entry permitted. Prints the net price by which this item is sold.
44. Item Description Line 1	Literal or data entry permitted. Prints the first description line for this item.
45. Item Description Line 2	Literal or data entry permitted. Prints the second description line for this item.
46. Serial/Lot Literal	Literal or data entry permitted. Prints the Serial or Lot Number Literal.
47. Serial/Lot Number	Literal or data entry permitted. Prints the Serial/Lot number associated with this item.
48. Lot Expiration Literal	Literal or data entry permitted. Prints the Lot Expiration Literal associated with this item.
49. Lot Expiration Date	Literal or data entry permitted. Prints the date of expiration associated with a given lot of items.
50. Sale Amount	Literal or data entry permitted. Prints a subtotal amount that reflects the price all line items, but does not include miscellaneous charges, freight, or sales tax.
51. Misc Charges	Literal or data entry permitted. Prints the miscellaneous charges associated with this transaction.
52. Freight	Literal or data entry permitted. Prints the freight charges due for this transaction.
53. Sales Tax	Literal or data entry permitted. Prints the Sales Tax due for this transaction.
54. Total	Literal or data entry permitted. Prints the total amount due for this transaction.
55. Amount Received	Literal or data entry permitted. Prints the amount received for from this customer.

56. Balance Due	Literal or data entry permitted. Prints the balance due for this customer.
57. Comment Line 1	Literal or data entry permitted. Prints comment line 1.
58. Comment Line 2	Literal or data entry permitted. Prints comment line 2.
59. Comment Line 3	Literal or data entry permitted. Prints comment line 3.
60. Terms	Literal or data entry permitted. Prints the terms for the customer associated with this transaction.
61. Credit Memo Apply To No	Literal or data entry permitted. Prints the credit memo apply to number associated with this transaction.
62. Tax Code 1 Description	Literal or data entry permitted. Prints the description for Tax Code 1.
63. Tax Code 1 Amount	Literal or data entry permitted. This is the amount associated with Tax Code 1.
64. Tax Code 2 Description	Literal or data entry permitted. Prints the description for Tax Code 2.
65. Tax Code 2 Amount	Literal or data entry permitted. This is the amount associated with Tax Code 2.
66. Tax Code 3 Description	Literal or data entry permitted. Prints the description for Tax Code 3.
67. Tax Code 3 Amount	Literal or data entry permitted. This is the amount associated with Tax Code 3.
68. Customer Note 1	Literal or data entry permitted. This is the note 1 field that may be defined in A/R Setup.
69. Customer Note 2	Literal or data entry permitted. This is the note 2 field that may be defined in A/R Setup.
70. Customer Note 3	Literal or data entry permitted. This is the note 3 field that may be defined in A/R Setup.
71. Customer Note 4	Literal or data entry permitted. This is the note 4 field that may be defined in A/R Setup.
72. Customer Note 5	Literal or data entry permitted. This is the note 5 field that may be defined in A/R Setup.
73. Invoice Heading	Literal or data entry permitted. Prints the invoice heading.
74. Credit Memo Heading	Literal or data entry permitted. Prints a Credit Memo Heading.
75. Duplicate Form Message	Literal or data entry permitted. Prints Duplicate whenever a duplicate form is encountered.
76. Request Date	Literal entry permitted. Prints the Request Date for each item.
77. Promise Date	Literal entry permitted. Prints the Promise Date for each item.
78. Customer Phone No	Literal entry permitted. Prints the phone number of the customer on the invoice.
79. Fax Number	Literal entry permitted. Prints the fax number of the customer on the invoice.
80. Email Address	Literal entry permitted. Prints the email address of the customer on the invoice.
81. Customer Item Desc 1	Literal entry permitted. Prints the first line of description of the customer item.
82. Customer Item Desc 2	Literal entry permitted. Prints the second line of description of the customer item.
83. Size Designator	Literal entry permitted. Prints the size designator.
84. Customer Item No	Literal entry permitted. Prints the customer item number.
85. Item Unit Price	Literal entry permitted. Prints the unit price from the Item File.
86. Net Unit Price	Literal entry permitted. Prints the order line item unit price minus the discount.
87. Total Item Unit Price	Literal entry permitted. Prints the total order sales amount based on the item master unit price.
88. Total Discount Amount	Literal entry permitted. Prints the difference between Total Item Unit Price and Order Total Sales Amount.
89. Terms Due Date	Literal entry permitted. Prints the due date of the invoice based on the invoice term and invoice date. This field is not supported on the Order Acknowledgement, Quote or RMA.
90. Terms Disc Date	Literal entry permitted. Prints the date the customer can pay up to and still receive a discount according to the terms.
91. Terms Disc Amount	Literal entry permitted. Prints the discount amount the customer can deduct if the invoice is paid before the discount date.
92. Item Note 1	Literal entry permitted. Prints the first Item Note for each item on the invoice.
93. Item Note 2	Literal entry permitted. Prints the second Item Note for each item on the invoice.
94. Item Note 3	Literal entry permitted. Prints the third Item Note for each item on the invoice.
95. Item Note 4	Literal entry permitted. Prints the fourth Item Note for each item on the invoice.
96. Item Note 5	Literal entry permitted. Prints the fifth Item Note for each item on the invoice.
97. User Defined Field	Literal entry permitted. Prints the first user defined field.
98. User Defined Field	Literal entry permitted. Prints the second user defined field.
99. User Defined Field	Literal entry permitted. Prints the third user defined field.

Copy Form

Name

Type and Description

Enter Form Number To Copy From

2 numeric digits.

Enter the form number you wish to copy.

Enter Form Number To Copy To

2 numeric digits.

Enter the new form number.

Form List

Name	Type and Description
Starting Form No	2 numeric digits. Enter the starting form number, or press RETURN for All.
Ending Form No	Enter the ending form number.
Print Detail/Summary	1 alphabetic character. Enter D for detail or S for summary.

Sample

This function allows you to print a sample of any of the invoice form definitions on file. This can be used to check your work when changing a form definition.

Name

Type And Description

Sample Form No

2 numeric digits.

Enter the number of the invoice form definition that you wish to print. The form number may not be 00.

Reset

This function allows you to reset a form number to the default Elliott form definition. The following forms can be reset to their Elliott default:

Form Name	Form Number
Standard Invoice	01
Laser Invoice	99
Expanded Laser Invoice	90
Laser Order Acknowledgement	98
Laser Order Quote	97
Laser Sales Desk Quote	96
Laser RMA Acknowledgement	95
Laser Pickup Form	91

Standard

Name

Type And Description

Are You Sure?

Y or N.

Enter Y to reset form number 01 to the default standard Elliott invoice form definition.

Laser

Name

Type And Description

Are You Sure?

Y or N.

Enter Y to reset form number 99 to the default laser Elliott invoice form definition.

Grid

Name	Type and Description
Enter Number Of Lines On The Form	2 numeric digits. Enter the number of lines to print on the form.
Enter Number Of Columns On The Form	2 numeric digits. Enter the number of columns.
Enter Interval To Mark Lines	2 numeric digits. This will mark a horizontal line on the grid for every interval.
Enter Interval To Mark Columns	2 numeric digits. This will mark a vertical line on the grid for every interval.

Screens

Invoice Form Setup (Screen # 2)

Invoice Form Setup (Screen #3)

Invoice Form Setup (Screen # 4)

Invoice Form Setup (Screen # 5)

Invoice Form Setup (Screen # 6)

Invoice Form Setup (Screen # 7)

Invoice Form Setup (Screen # 8)

Invoice Form Setup (Screen #9)

Invoice Form Setup (Screen # 10)

Invoice Form Setup (Screen # 11)

Invoice Form Setup (Screen # 12)

Invoice Form Setup (Screen # 13)

Invoice Form Setup (Screen # 14)

Screens

Copy Invoice Forms

Form List

Print Sample Forms

Reset Form To Elliott Standard Form

Reset Form To Elliott Laser Form

Print Form Layout Grid

Run Date: Jan 12, 1993 ‑ 10:33am Elliott Electronics Co. Page 1

F O R M L I S T

Form No: 01 Elliott Standard Invoice Format Lines: 66 Columns: 80 Start Item Line: 28 End Item Line: 56 Lines Per Item: 4

‑‑‑‑‑‑‑‑‑‑‑‑‑‑‑‑‑‑‑‑‑‑‑ Literal ‑‑‑‑‑‑‑‑‑‑‑‑‑‑‑‑‑‑‑‑‑‑‑ ‑‑‑‑‑‑ Data ‑‑‑‑‑‑

Field No Field Name Print Line Col End‑Col Text Print Line Col End‑Col

1 Company Name N N

2 Company Address 1 N N

3 Company Address 2 N N

4 Company City, State, Zip N N

5 Company Phone Number N N

6 Invoice Number N Y 4 69 74

7 Page Number N Y 4 77 79

8 Bill To Name N Y 13 10 39

9 Bill To Address 1 N Y 14 10 39

10 Bill To Address 2 N Y 15 10 39

11 Bill To City, State, Zip N Y 16 10 39

12 Bill To Country N N

13 Ship To Name N Y 13 50 79

14 Ship To Address 1 N Y 14 50 79

15 Ship To Address 2 N Y 15 50 79

16 Ship To City, State, Zip N Y 16 50 79

17 Ship To Country N N

18 Invoice Date N Y 6 71 78

19 Order Number N Y 24 1 6

20 Ship Date N N

21 Order Date N Y 24 9 16

22 Customer Number N Y 24 19 24

23 Location N Y 24 28 29

I N V O I C E

999999 999

99/99/99

* Duplicate *

XXXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXXXXXXXXXXXXXX

999999 99/99/99 999999 XX XXX XXXXXXXXXX XXXXXX XXXXXXXXXXXXXXX XXX

999,999,999‑ 999,999,999‑ XXXXXXXXXXXXXXX 999,999.9999‑ XX 9,999,999.99CR

999,999,999‑ 999,999,999‑ XXXXXXXXXXXXXXXXXXXXXXXXXXXXXX 999.99

XXXXXXXXXXXXXXXXXXXXXXXXXXXXXX

999,999,999‑ 999,999,999‑ XXXXXXXXXXXXXXX 999,999.9999‑ XX 9,999,999.99CR

999,999,999‑ 999,999,999‑ XXXXXXXXXXXXXXXXXXXXXXXXXXXXXX 999.99

XXXXXXXXXXXXXXXXXXXXXXXXXXXXXX

999,999,999‑ 999,999,999‑ XXXXXXXXXXXXXXX 999,999.9999‑ XX 9,999,999.99CR

999,999,999‑ 999,999,999‑ XXXXXXXXXXXXXXXXXXXXXXXXXXXXXX 999.99

REPORTS

12345678901234567890123456789012345678901234567890123456789012345678901234567890

2........|.........|.........|.........|.........|.........|.........|.........2

3........|.........|.........|.........|.........|.........|.........|.........3

4........|.........|.........|.........|.........|.........|.........|.........4

5________|_________|_________|_________|_________|_________|_________|_________5

6........|.........|.........|.........|.........|.........|.........|.........6

7........|.........|.........|.........|.........|.........|.........|.........7

8........|.........|.........|.........|.........|.........|.........|.........8

9........|.........|.........|.........|.........|.........|.........|.........9

10_______|_________|_________|_________|_________|_________|_________|________10

11.......|.........|.........|.........|.........|.........|.........|........11

12.......|.........|.........|.........|.........|.........|.........|........12

13.......|.........|.........|.........|.........|.........|.........|........13

14.......|.........|.........|.........|.........|.........|.........|........14

15_______|_________|_________|_________|_________|_________|_________|________15

16.......|.........|.........|.........|.........|.........|.........|........16

17.......|.........|.........|.........|.........|.........|.........|........17

18.......|.........|.........|.........|.........|.........|.........|........18

19.......|.........|.........|.........|.........|.........|.........|........19

20_______|_________|_________|_________|_________|_________|_________|________20

21.......|.........|.........|.........|.........|.........|.........|........21

22.......|.........|.........|.........|.........|.........|.........|........22

23.......|.........|.........|.........|.........|.........|.........|........23

24.......|.........|.........|.........|.........|.........|.........|........24

12345678901234567890123456789012345678901234567890123456789012345678901234567890