You use this program to define the page layout for printing your Inventory documents for transactions that were created using the Inventory Movements program.
These documents can be used to travel with Inventory items, or for record-keeping purposes.
- Inventory Document Format
- Format Options
- Preferences
- Heading Section
- Detail Section
- Total Section
- Serial Number Tracking Section
- MS Word Options
| Field | Description | ||||||||||
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| Document type | Indicate the type of Inventory document for which to
configure the print settings. To copy a document type, enter the document type to create (i.e. the document type you want to copy to).
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| Format |
Indicate the format to assign to the document type. You can define up to 62 different formats for each document type, enabling you to configure Inventory documents according to your own requirements. The formats defined here are only used for the types of Inventory documents you specified you want to print (Inventory Setup). The Inventory Setup program also enables you to indicate whether you want to print your Inventory documents in batch mode using the Inventory Document Print program or on-line from the Inventory Movements program or both. |
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| Description | Enter a description for the document type and format you selected. | ||||||||||
| Print method | Indicate the method to use to print the document for
the selected format.
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| General | |||||||||||
| Format options |
Indicate the section of the document to maintain. The options available vary according to the type of Inventory document and the Print method you select to configure. Once an option is selected, you use the Change function to define the preferences and page layouts for your document (see Format Options). |
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| Change | Select this to edit the preferences and print positions for the various Format options selected for each document type (see Format Options). | ||||||||||
| Heading Section Messages |
Select this to enter print positions for a Reprint message and a Continuation message on the Inventory document. Each message can be 20 characters in length. |
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| Detail Section Message |
Select this to enter print positions for a Reject message and a Serial message on the Inventory document. Each message can be 30 characters in length. You can only access the Serial message field if you indicated that serial numbers must be printed (Preferences section). |
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| Copy | Select this to copy a document type to another format, or to another document type. | ||||||||||
| Save | Select this to save the details assigned to the document format. | ||||||||||
| Alignment |
Select this to print a document using test characters to verify that the print positions and fields you defined for the document are correctly aligned on your stationery. It is advisable to print the alignment to the printer on which you will be printing your documents. |
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| Select this to print the stationery format information
you defined and saved. It is advisable to keep this report for disaster recovery purposes. |
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| Delete | Select this to delete the currently selected document type and format. | ||||||||||
| Close | Select this to exit the program without saving any
changes you made. If you made changes to the format, then the program prompts you to save or discard these changes. |
You use the Heading Section Messages function to enter print positions for a reprint message and a continuation message on the Inventory document.
Each message can be 20 characters in length.
| Field | Description |
|---|---|
| Reprint message | |
| Row | Indicate the row number on which the reprint message must be printed. |
| Column | Indicate the column number at which the reprint message must be printed. |
| Message | Indicate the text you want to print for the reprint message. |
| Continuation message | |
| Row | Indicate the row number on which the continuation message must be printed. |
| Column | Indicate the column number at which the continuation message must be printed. |
| Message | Indicate the text you want to print for the continuation message. |
| Close | Select this to return to the previous
screen. You save the changes you made to the format at the time of exiting the program. |
You use the Detail Section Message function to enter print positions for a reject message and a serial message on the Inventory document.
Each message can be 30 characters in length.
You can only access the Serial message field if you indicated that serial numbers must be printed (Preferences section).
| Field | Description |
|---|---|
| Reject message | |
| Row | Indicate the row number on which the reject message must be printed. |
| Column | Indicate the column number at which the reject message must be printed. |
| Message | Indicate the text you want to print for the reject message. |
| Serial message | |
| Row | Indicate the row number on which the serial message must be printed. |
| Column | Indicate the column number at which the serial message must be printed. |
| Message | Indicate the text you want to print for the serial message. |
| Close | Select this to return to the previous
screen. You save the changes you made to the format at the time of exiting the program. |
The Copy function enables you to copy a document type to another format, or to another document type.
This is useful if you want to define multiple formats for the same document type, with minor differences in each. Instead of having to re-define the entire document, you can copy the original document to another format and then apply the required changes to the copied format. Similarly, if you have two similar document types, you can define the document format for one document type and then copy this document format to the other document type. You can then amend the copied document as required.
Document types and formats can also be copied between companies (i.e. from one company to another).
| Field | Description | ||||
|---|---|---|---|---|---|
| Company | This indicates the company in which you are currently working. | ||||
| Copy from document type |
This indicates the document type you want to use to create the new document. The document type you select here is copied to the document type you indicated in the Document type field on the previous screen. |
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| Stock receipts | Select this to copy a stock receipt document format to the new document. | ||||
| Issues | Select this to copy an issues document format to the new document. | ||||
| Transfers out | Select this to copy a transfers out document format to the new document. | ||||
| Purchase order receipts | Select this to copy a purchase order receipt document format to the new document. | ||||
| Format | Indicate the format of the document type you want to copy. This is only relevant if you have more than one format for a single document type. | ||||
| Change Company | Select this if the format to copy from is in a different company. | ||||
| Copy from company | You use this field to indicate a valid company from which you want to copy a document format. | ||||
| OK | Select this to accept the company id you entered at the previous prompt. | ||||
| Cancel | Select this to return to the Copy Format screen without changing the company id. | ||||
| OK |
Select this to copy the document format you selected to the new document.
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| Cancel | Select this to return to the previous screen without performing the copy. | ||||
The Format options enable you to maintain each section of the document.
The following Format options are available for Inventory documents when the Print method is Standard document:
- Preferences (see Preferences)
- Heading section (see Heading Section)
- Detail section (see Detail Section)
- Total section (see Total Section)
- SRS Options (see SRS Document Print Setup and Maintain SRS Document Templates)
- MS Word Options
- Serial number tracking section (see Serial Number Tracking Section)
When you highlight a section for a Standard document format and select the Change function, the fields for which print positions can be defined are displayed.
The following options are used to indicate the print positions for these fields:
| Field | Description |
|---|---|
| Clear Row/Column |
Select this to set the row and column print positions for the highlighted field to zero, so that the field is not printed. |
| Text Fields | Select this to enter the text to print and its specific position on each document. |
| Change | Select this to maintain the row and column print positions for the highlighted field. |
| Close |
Select this to close the current window and return to the previous window. You save the changes you made when exiting the program. |
The Text Fields function enables you to enter up to 8 lines of text (30 characters per line) that you want to print at a specific position on each document.
The Row specification for any field cannot exceed 65 and the Column specification for any field cannot exceed 120.
| Field | Description |
|---|---|
| Clear text | Select this to clear the text and print positions for the highlighted text field. |
| Change | Select this maintain the highlighted text line. |
| Text | Indicate the actual text that must be printed on the document. |
| Row |
Indicate the vertical position (i.e. Top to bottom) at which you want to print the text entered in the Text field. |
| Column |
Indicate the horizontal position (i.e. Left to right) at which you want to print the text entered in the Text field. |
| OK | Select this to accept the information you entered for the text field. |
| Cancel | Select this to ignore the information you entered for the text field and to return to the previous screen. |
| Close | Select this to return to the previous screen. |
You use the Change function from within each section to maintain the row and column print positions for the highlighted field in the section.
The Row specification for any field cannot exceed 99 and the Column specification for any field cannot exceed the Highest start column across page preference you indicated.
| Field | Description |
|---|---|
| Positions |
All measurements are based from the top left hand corner of the page. For some fields, only the Row or only the Column may be available for you to indicate. To assist you in positioning the fields correctly, you can use the Print Mask program to print a grid of the required columns and lines. Ensure that the layout mask is output to the printer on which you will be printing your documents. |
| Row |
Indicate the vertical position (i.e. top to bottom) at which you want to print the highlighted field. |
| Column |
Indicate the horizontal position (i.e. left to right) at which you want to print the highlighted field. |
| OK | Select this to accept the print positions you entered. |
| Cancel | Select this to ignore the print position you entered and to return to the previous screen. |
You use the Preferences function to define the default page layout for each of the available inventory documents.
![[Note]](images/note.png)
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These preferences are defined separately for each document. |
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| Field | Description | ||||
|---|---|---|---|---|---|
| Total number of lines on a page |
Indicate the total number of lines you require on the document. This cannot exceed 99. |
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| Highest start column across page | Indicate the maximum column number that can be specified when
defining the column print positions for fields on the document. This must be in the range 1-150. See also Preference restrictions. |
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| First transaction line starts on line |
Indicate the line number from the beginning of the page at which the first transaction line must be printed, within the block of detail line information. The entry made here cannot exceed 65 characters. |
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| Last transaction line ends on line |
Indicate the line number at which the last transaction line must be printed. This must be from the beginning of the page, within the block of detail line information. The entry made here cannot exceed 65 characters. |
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| Number of spaces between transaction lines |
Indicate the number of blank lines you want to insert between transaction lines. An entry of zero indicates no blank lines. If the entry made at the Transaction line print block size field is greater than 1, then this option defines the number of blank lines between each transaction print block. |
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| Transaction line print block size | Indicate the number of lines required to print all the information associated with one transaction. | ||||
| Maximum number of text lines to print | Indicate the maximum number of Technical specification, Inspection text or P/Order text lines you want to print. | ||||
| Print date format |
Indicate the format in which you want to print dates on your stationery. This can be based on your system date format or a user defined date format (i.e. Short date or long date). These formats are defined within the System Setup program. |
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| Print options | |||||
| New page per transaction |
Select this to print each transaction as a separate document.
If you do not select this option, then numerous transactions can be printed on one document, according to the following rules:
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| Print negative quantities |
Select this to be able to print negative quantities on the document. This option is not available for Transfers out documents. |
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| Generate next document number |
Select this to automatically allocate the next available document number to the document when it is printed for the first time. Document numbers are assigned according to the next document number defined for Inventory documents in the Set Key Information program. If you do not select this option, then document numbers are not assigned to your inventory documents. This option is not available for Purchase order receipt documents. For these documents the GRN number is used as the document number. If the GRN suspense system is not required (Purchase Orders Setup) then the purchase order number is used as the document number. |
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| Print serial numbers |
Select this to print serial numbers on the document. You can only access this option if the serial number tracking system is required (Inventory Setup). If you select this option, then you must select the Serial Number Preferences function to define additional preferences related to printing serial numbers. |
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| Use 1000 separator in values and prices |
Select this to apply the 1000 separator configured within the Company Maintenance program (Options tab) to all numeric values and prices, including values and prices defined in custom form fields. |
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| Format is 6.1 compatible | This applies to stationery formats defined in the SYSPRO 6.1 SP1
version of the software and is enabled by default for stationery formats
defined in that version. When enabled, the document is printed in the format specified in the SYSPRO 6.1 SP1 version of the software providing no presentation lengths are changed against the Keys defined in the Setup Options program. |
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| Serial Number Preferences | Select this to indicate your preferences for printing
serial numbers on the document. You need to select the
preference: Print serial numbers, in
order to enable this function. This is not available when your Print method is set to SRS document. |
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| Close | Select this to return to the previous screen. You use the Save function from the Inventory Document Format screen to save these preferences against the document type and format. |
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You use the Serial Number Preferences function to indicate your preferences for the printing serial numbers on the document.
The Serial Number Preferences function is not available when your Print method is set to SRS document. To print serial numbers on the document using SRS printing, you need to define a sub-report within the SRS report.
| Field | Description | ||||
|---|---|---|---|---|---|
| New page per serial number |
Indicate whether you want to print each serial number on a new page. The header information is repeated on each page, but the totals are printed only on the last page. Serial numbers do not form part of the transaction detail lines and therefore do not print within the transaction print block.
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| Gap from one serial to next |
Indicate the number of characters between where the first character of the first serial number on the line prints, and the first character of the second serial number on the line prints. For example, if your serial numbers are 10 characters long, then you need to set this field to at least 11 to get one space between each serial number. If you want 2 spaces between each serial number, then set this field to 12. This option is only relevant if you selected to print more than one serial number on a single line. (See: Number of serial numbers across page option below). |
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| Number of serial numbers across page |
Indicate the number of serial numbers you want to print on a single line. If you set this to 1, then each serial number is printed on a separate line. To save paper, you would most likely want to print more than one serial number on a single line. If you set this field to 2 or more, then you need to specify the gap you require between the serial numbers on the line (i.e. the spaces you require between each serial number). This gap is specified in the: Gap from one serial number to next field above.
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| Close |
Select this to return to the previous screen. Select the Save function from the Inventory Document Format screen to save these preferences against the document type and format. |
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In this section, you define the row and column at which you want to print each of the heading fields on the inventory document.
The row refers to the vertical (top to bottom) position on the document, while the column refers to the horizontal (left to right) position on the document.
The table below indicates the fields that can be printed in the heading section. Not all fields are available for all document types (i.e. the fields that are available for printing depend on the document type selected).
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Fields that can be printed as barcodes are denoted with the words (with attribute). Refer to Barcode Printing. |
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| Field | Origin/Remarks |
|---|---|
| Document | Document number. You use this if you selected the Preference: Generate next document number. |
| Document (with attribute) | |
| System date document printed | System date on which the document was printed. |
| System time document printed | System time at which the document was printed. |
| Operator | Operator who processed the transaction |
| Operator name | Operators> |
| Page number | Page number for document. This is useful if single documents run to more than one page for transactions. |
| Transaction warehouse | From Inventory Movements or Purchase Order Receipts or Job Issues. |
| Transaction warehouse name | Warehouse name for the transaction warehouse printed in previous field. |
| Destination warehouse | Inventory Movements. |
| Destination warehouse name | Warehouses |
| Warehouse delivery address line 1 - 5 | Warehouses |
| Warehouse delivery postal/zip code | Warehouses |
| Warehouse contact | Warehouses |
| Warehouse fax | Warehouses |
| Goods in transit reference | Inventory Movements |
| Source warehouse | Inventory Movements |
| Source warehouse name | Warehouses |
| Inter warehouse lead time | GIT Browse on Warehouse Move Matrix |
| Expected receipt date |
You use this function to define the row and column at which you want to print each of the detail fields on the inventory document.
The row refers to the vertical (top to bottom) position on the document, while the column refers to the horizontal (left to right) position on the document.
The table below indicates the fields that can be printed in the heading section. Not all fields are available for all document types (i.e. the fields that are available for printing depend on the document type selected).
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Fields that can be printed as barcodes are denoted with the words (with attribute). Refer to Barcode Printing. |
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| Field | Origin/Remarks |
|---|---|
| Stock code | Stock code from Inventory Movements or Purchase Order Receipts or Job Issues. |
| Stock code (with attribute) | Stock code with attributes defined for this field. You use the Print Setup (non-Windows) program to define attributes against specific fields. |
| Stock description | Stock Codes |
| Stock long description | Stock Codes |
| Purchase order description | This prints the description for the item as it appears on the purchase order detail line. You typically use this field to print the item description if you tend to change the default item description when processing purchase orders (Purchase Order Entry). |
| Stocking unit of measure | Stock Codes |
| Product class | Stock Codes |
| Positive transaction quantity | From Inventory Movements or Purchase Order Receipts or Job Issues. |
| Negative transaction quantity | From Inventory Movements or Purchase Order Receipts or Job Issues. |
| Transaction value | In local currency from Inventory Movements or Purchase Order Receipts or Job Issues. |
| Transaction value (foreign) | In foreign currency |
| Transaction unit cost | In local currency. This is the cost that was used in the warehouse (i.e. the current inventory cost in the warehouse). |
| Transaction unit cost (foreign) | In foreign currency. This is the cost that was used in the warehouse (i.e. the current inventory cost in the warehouse). |
| Purchase order price | In local currency. This is the purchase order receipt unit cost. |
| Purchase order price (foreign) | In foreign currency. This is the purchase order receipt unit cost. |
| Transaction mass | From Inventory Movements or Purchase Order Receipts or Job Issues. |
| Transaction volume | From Inventory Movements or Purchase Order Receipts or Job Issues. |
| Transaction date | From Inventory Movements or Purchase Order Receipts or Job Issues. |
| Transfer from warehouse | Inventory Movements - Goods in Transit Transfers |
| Transaction warehouse | From Inventory Movements or Purchase Order Receipts or Job Issues. |
| Transaction reference | From Inventory Movements or Purchase Order Receipts or Job Issues. |
| Journal number | |
| Journal notation | |
| Concession number | |
| Ledger code | |
| Bin location | For Purchase Order Receipts, this prints the bin entered in the Bin location field on the Purchase Order Receipt pane in Purchase Order Receipts program. |
| Bin location (with attribute) | |
| Lot | |
| Lot (with attribute) | |
| Start print line-Technical spec | |
| Start print line-Inspection text | |
| Start print line-P/order text | |
| Start print line-P/order comment | |
| Tariff code | |
| Job | Job reference |
| Job (with attribute) | Job reference with attributes defined for this field. You use the Print Setup (non-Windows) program to define attributes against specific fields. |
| Reject code for (-ve) receipts | Purchase Order Receipts |
| Purchase order line number | Purchase Order Receipts |
| Purchase order due date | Purchase Order Header Information |
| Purchase order line due date | Purchase Order Header Information |
| Purchase order original quantity | Purchase Order Entry |
| P/O qty outstanding after receipt | For Purchase order receipts |
| Merchandise value | In local currency for Purchase order receipts |
| Merchandise value (foreign) | In foreign currency for Purchase order receipts |
| Non-merchandise value | In local currency for Purchase order receipts |
| Non-merchandise value (foreign) | In foreign currency for Purchase order receipts |
| Requisition | For Purchase order receipts |
| Requisition line | For Purchase order receipts |
| Originator of requisition | For Purchase order receipts |
| Dr ledger code (non-stk p/ord) | For Purchase order receipts |
| GRN source code | For Purchase order receipts |
| Supplier's delivery note | For Purchase order receipts |
| Catalogue | For Purchase order receipts |
You use this function to define the row and column at which you want to print each of the total fields on the inventory document.
The row refers to the vertical (top to bottom) position on the document, while the column refers to the horizontal (left to right) position on the document.
The table below indicates the fields that can be printed in the heading section. Not all fields are available for all document types (i.e. the fields that are available for printing depend on the document type selected).
| Field | Origin/Remarks |
|---|---|
| Total transaction quantity | |
| Total transaction value | In local currency |
| Total transaction value (foreign) | In foreign currency |
| Total transaction mass | |
| Total transaction volume | |
| Total merchandise value | In local currency for Purchase order receipts |
| Total merchandise value (foreign) | In foreign currency for Purchase order receipts |
| Total non-merchandise value | In local currency for Purchase order receipts |
| Total non-merch value (foreign) | In foreign currency for Purchase order receipts |
You use this section to indicate the initial print positions for printing more than one serial number across a page.
This section is only available if all of the following apply:
- you are defining an SRS document or a Word document
- you selected the Preference: Print serial numbers
- you did not select the New page per serial option from the Serial Number Preferences screen.
The table below indicates the fields that can be printed in this section:
| Field | Origin/Remarks |
|---|---|
| First position of serial number | This indicates the column number in which to start printing the first serial number. |
| First position of batch quantity | This indicates the column number in which to start printing the first batch quantity. |
As an alternative to printing your documents on pre-printed stationery, you can configure SYSPRO to allow you to print your stationery documents using Microsoft Word.
Refer to Microsoft Word Printing for additional information about printing using MS Word.
This option is only enabled if you selected the option: Print using MS Word. It enables you to open the applicable Word template and insert the fields that you want to print on your stationery.
Refer to Template design for additional information.