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.
Sample templates for the various formats are provided as standard, however you can optionally design your own templates, indicating which fields you want to print and at which position on the document.
Aside from being able to use the extensive design features that are available with Microsoft Word, an added advantage of using this option is that you do not need to purchase pre-printed stationery.
- Prerequisites
- Implementation
- MS Word Options
- Template design
- Configuring sections
- Bookmarks
- Printing Word documents
- General information for Word printing
- Diagnostic codes
- Notes and warnings
- Hints and tips
The following prerequisites are required before selecting to print your stationery documents using Microsoft Word:
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An installation of Microsoft Word 97 or later version
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The Office Automation & Messaging module installed as part of your SYSPRO license agreement
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The Windows Printing option enabled (->->)
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A default Windows printer that is available for use within the system (->->)
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A working knowledge of Microsoft Word and Microsoft Word templates
You activate the MS Word Print option separately from within each stationery format program that caters for the facility.
Once you have indicated that you want to print using MS Word, you can then select the MS Word Options format option to configure the various settings as required.
The stationery format programs that cater for MS Word include the following:
| Stationery format program | Considerations |
|---|---|
| AP Check Format | You can only activate Word printing for this format if you select to print checks and remittances separately. |
| AR Statement Format |
Document types available for formatting:
Multiple statement formats can also be defined, enabling you to customize your statements to meet your various customers' needs. |
| AR Permanent Entries Format | Document types available for formatting:
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| Inventory Document Format | Document types available for formatting:
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| Purchase Order Format | Document types available for formatting:
You can also print graphical multimedia items associated with a purchase order or contract number. If you select to print multimedia items on your documents then you will be required to specify the multimedia category to which the item belongs. This category is then appended to the bookmark name. |
| Inspection Document Format | Document types available for formatting:
These document formats only contain Detail sections. |
| SO Document Formats | Document types available for formatting:
In order to cater for multiple sales tax lines, sales tax fields are inserted as part of the Detail section (instead of the totals section). |
| Quotation Document Format | The Offer print method that is
configured against quotations will determine whether
additional fields are available to print on your
quotations. Ensure that the Offer print method you select corresponds to the template layout (i.e. do not try to print a Multiple lines format on a template that was designed as One per document). Similarly, if you select Multiple columns at the Offer print method field, ensure that the entry against the Number of offers across page option correlates with the template design. |
| Factory Documentation Format | Because this format does not have a total section, you
are only required to define one continuous section
break. This format does however, cater for a second (optional) continuous section break, in which you can insert any of the heading fields. You can also print graphical multimedia items associated with a job number and stock code when printing factory documents. |
The following areas of format configuration are available within the MS Word Options screen:
| Field | Description | ||||||||||
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| Template Options | These options are available for all stationery formats. | ||||||||||
| Template location | Indicate where the template must be
saved.
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| Template name | Indicate the name of the MS Word
template that you want to use for the stationery
document. If you select to store the template on the client, then you must specify the full path to the template document. If you select to store the template on the server, then only the name of the template must be entered. |
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| Header section | Indicate how you want to configure fields from the
header section of the stationery format.
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| Detail section | Indicate how you want to configure fields within the
Detail section of the stationery
format.
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| Maximum number of detail lines per page | If you select the Print using a line count option, you would then use this field to specify the maximum number of detail lines to print on each page. | ||||||||||
| Totals section/Optional third section | Indicate how you want to configure fields from any
non-detail section of the stationery
format.
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| Attachment Options | This section is optional and may not be available for all stationery formats. | ||||||||||
| Attach document | Enable this option if you want to append a file attachment to the end of each document produced from this format. | ||||||||||
| Attachment location | Indicate whether the file attachment resides on the Client or Server workstation. | ||||||||||
| Attachment name | Indicate the file that you want to attach to each document produced from this format. | ||||||||||
| Template status | A template must be analyzed before it can be used for
printing a document, therefore these fields enable you to see
if the template is ready for use. If the date and time on which a template was last saved differs from the date and time it was last analyzed, then this indicates that the template was modified after it was last used. The template must therefore be analyzed (in order to recognise the changes made) before it can be used. These options are available for all stationery formats. |
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| Details of when the Template was last saved | Indicates the date and time that the current template was last saved. | ||||||||||
| Details of the Template when it was last analyzed | This indicates the date and time that the saved version of this template was last analyzed. | ||||||||||
| General options | This section is optional and may not be available for all stationery formats. | ||||||||||
| Suppress leading spaces for all numeric fields | Enable this to remove all leading spaces for numeric
fields, in order to reduce the likelihood of numeric fields
wrapping within a table.
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| Print operations before materials |
This option only applies to the Factory Documentation format and enables you to indicate if you want to print operations before materials.
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| Split detail notes, narrations and text | This option only applies to the Factory
Documentation format and is used if your operations
or materials narrations are too long to fit into the
Detail section of a single page.
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| Perform word wrap for notes, narrations and text | This option currently only applies to the
Factory Documentation format and is used
if you want to print all notes in a single cell. This then enables you to design a template which uses up all the available horizontal 'white space' taken up by individual cells, in order to print the notes in as few lines as possible. If you select this option, then the system attempts to join the separate lines of 60 characters into ordered sentences and paragraphs. |
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| Design Template | This function enables you to design the required
template.
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Once you have configured the MS Word Options for the applicable stationery format program, you then select the Design Template function to open the applicable MS Word template and insert the fields that you require printed on your stationery.
If the selected template does not exist, then you are prompted by the Create Template dialog to create the template. If the template already exists, then the template is opened and the template design dialog is displayed.
The steps to follow in sequence are as follows:
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Create the template
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Design the template
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Validate the template
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Analyse the template
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Convert the template (optional)
This screen is displayed if, at the Template name field of the MS Word Options screen, you entered the name of a template which does not yet exist (i.e. you are creating a new template).
| Field | Description | ||||
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| New template options | |||||
| Create blank template | Create a blank document template that contains no
sections. Any of the MS Word layout views can then be used when designing the template. |
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| Create default layout | Create a new document template that is formatted
according to the basic requirements of the stationery format
you are configuring. The system will then attempt to assign the correct number of sections and provide guidelines on the placement of fields and tables. |
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| Based on sample template | Create a new document template based on an existing sample which you then specify in the field provided. | ||||
| Based on existing template | This creates a new document template based on an
existing template that you have created.
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| Browse on client | This option is only available if you are operating in a client/server environment and enables you to locate templates on the client machine. | ||||
| Create | Select this to create the new template according to
your selections and open the new template in MS
Word.
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| Cancel | Select this to ignore your selections and to return to the previous screen. | ||||
The title bar of the window displayed includes the format type of the template you are maintaining as well as the current field group in use.
You can select the fields to view using the View menu and once you have indicated the section you want to configure, you can then (from the Bookmark drop down menu) select the relevant fields to insert.
| Field | Description | ||||
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| File | |||||
| Convert | Update older style templates (i.e. templates that made use of form fields) to the new style template that uses bookmarks. | ||||
| List Bookmarks | View a list of the bookmarks used in the template.
The listview displayed shall include the following information:
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| View | |||||
| Non Detail | View either the heading or the total fields from the Non Detail option sub menu. | ||||
| Detail | View the available Detail line types that are relevant to each document format. | ||||
| Offer Number |
This option enables you to select the required offer number for which to insert fields. If you are maintaining a template for a multiple offer quote, then the available offer numbers are displayed as sub menu choices.
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| Options | |||||
| Stay On Top | Force the template design dialog to remain in the foreground when the focus is within Microsoft Word. | ||||
| Insert Default Text | Select whether or not to insert default text at the
bookmark's location.
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| Show Default Text | Select to show or hide the default text against all of the bookmarks in the template. | ||||
| Bookmark | Indicates the name of the field you want to insert
into the template.
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| Hide List | If you selected the List Bookmarks option, you can then use this function to hide the list of bookmarks. | ||||
| Show List | If you selected the List Bookmarks option, followed by the Hide List function, you can then use this function to redisplay the list of bookmarks. | ||||
| Insert | Insert the field into the template. | ||||
| Validate | Identify any significant errors in the template's
design (i.e. verify that you have defined the correct number
of sections and that bookmarks are correctly
placed). Any warnings or critical error notifications that are found will then be displayed in a listview pane. |
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| Analyze & Exit | Validate and analyze a template in one operation, rather than performing these tasks individually. | ||||
| Remove Bookmark | This function removes the highlighted bookmark from
the template.
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The validation process attempts to locate all the known errors within the template and any errors found are then displayed in a listview below the design window.
The listview includes the following information:
| Field | Description | ||||||
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| Error type |
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| Error description | This message provides some indication as to the nature of the error. | ||||||
| Section | This helps to narrow down the cause of the problem as it lists the section that contains the error. | ||||||
| Index number | If the object that caused the error is part of a collection of objects in Microsoft Word, then this value points to its position within the collection. | ||||||
| Additional information | If a bookmark caused an error, then this column indicates the bookmark name and may assist you in locating the error. |
When you select an error in the listview, SYSPRO attempts to highlight the area of the template that caused the problem.
Before a template is analyzed it is automatically validated. If errors are encountered, the analysis phase is then halted for you to correct those error(s).
The two possible scenarios are:
| Scenario | Options available | ||||
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| One or more Warning type error messages are found |
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| One or more Critical type errors messages are found |
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After the validation phase is complete, and assuming that the analysis phase has not been cancelled, the default text is removed from all bookmarks.
![[Note]](images/note.png)
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This is done to save time during the print phase therefore you will always be prompted to save the template, even if you have not made any changes. |
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The Convert option enables you to update older style templates (i.e. ones that made use of form fields) to the new style template that uses bookmarks.
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These older style templates must be converted before they can be used. |
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Every time a template is validated, a check is performed to determine if it contains any form fields that have a name matching any of the valid bookmarks for the format. If any of these form fields are found you are prompted to convert the template.
Form fields can still be used in your template, but you must ensure that the name you use for the form field does not match any of the bookmark names for the format.
The conversion process attempts to convert all form fields found in the template into bookmarks.
If form fields are found that do not have a name, then a bookmark is created with the name "noname" together with a numeric suffix. This suffix starts at 1 and is incremented for each nameless form field found in the template.
If the form field did not have default text associated with it, then the bookmark is created with it's own name as the default text.
Within each of SYSPRO's stationery format programs, you can assign fields from the template design window. These fields are grouped accordingly as Non Detail or Detail areas of the format.
| Section | Description | ||||
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| Non Detail | This area typically comprises of a heading section and a total section. | ||||
| Header section | The header section of a SYSPRO format refers to that
area of the document that occurs before the first continuous
section break. Although you do not have to insert fields into tables for the header section, we recommend that you use tables to assist in aligning fields and formatting text. The alternative is to use tabs and tab stops. While this alternative is an effective method of aligning fields and formatting text, problems are more likely to arise when using these methods. One reason for this is that at run time SYSPRO replaces the bookmarks with data and this data can inherit the formatting style of the previous field. To avoid this you can use multi-column tables, where the fields are separated into different cells. In this way the formatting of each field is preserved. |
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| Total section | The total section usually refers to the area of the
document after the second continuous section break.
If the Header section break not required option is selected, then the total section is the section after the first section break. You can optionally insert some or all of the total section into the footer of the document. However if the entire total section is placed into the footer then the Total section break not required option must be selected from the MS Word Options menu. |
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| Detail | This area comprises sections that vary according to the
specific format that is being maintained. The Detail section of a SYSPRO format refers to that area of the document that is located after the first continuous section break. Unlike the header section (where the use of tables is optional), all fields in the Detail section must be inserted into tables. Depending on the number of fields used in the header and total sections, a maximum of 20 tables can be included in the Detail section of a SYSPRO format. |
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You must insert a continuous section break between each section of a format, as this enables SYSPRO to identify the different sections.
You also need to ensure that there is at least one space break between:
- the information in MS Word's header and the heading section of the document
- the heading section and the first section break
- the first section break and the table in the Detail section
- the Detail section and the second section break
- the second section break and the total section
If you are using a continuation message, then you should position this on its own line to ensure that it appears correctly on the document.
When the document is being printed and the system detects that a new page must be inserted, it places only the line containing the continuation message before the page break. Any other bookmark placed on the same line is not populated with data.
Table locking is an MS Word feature that allows you to specify where you want to place a table in a document and to lock the table to that position. SYSPRO Word printing also caters for table locking, but only for a single table and only in the total section.
You would typically use table locking to ensure that the total section is always printed at the bottom of the page, regardless of the number of detail lines printed on the page.
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If a table is locked, then you can only have one table in the total section and all bookmarks (except the continuation message) must be located in the table. |
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There are a number of ways in which you can configure tables in the Detail section of the format. These methods include using a single table or multiple tables.
This method makes for a template that is easy to read and produces a document without a lot of whitespace. Additionally, you can apply different formatting options to the rows, which means you can make clear distinctions between specific rows.
Example:
| Detail line | Stock code | Warehouse |
| Stock description | Stock code long description | |
| Lot | Lot quantity | Lot expiry date |
You would use this method to save space, however you must ensure that at least one character is placed between each bookmark in a cell.
Example:
| Detail line | Stock code | Warehouse |
| Stock description | Stock code long description | |
| Lot Serial number | Lot quantity Serial description | Lot expiry date Serial expiry date |
This method is recommended when you require an obvious distinction between the different detail line types.
Example:
| Detail line | Stock code | Warehouse |
| Stock description | Stock code long description | |
| Lot | Lot quantity | Lot expiry date |
| Lot | Lot quantity | Lot expiry date |
SYSPRO uses one of two methods to populate data in the Detail section of the document:
When you select this option, SYSPRO calculates the number of detail lines that can fit on each page, regardless of the options you have specified in the heading and total sections.
You must ensure that the top and bottom margins are large enough to completely accommodate any information you place into the header and footer areas of MS Word. The reason for this is that SYSPRO uses the top and bottom margins to calculate the amount of printing space available.
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This option is slower because SYSPRO has to perform calculations to determine the height of each area that is placed on the document. |
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When you design a template based on the line count, the value specified at the Maximum number of detail lines per page field represents the total number of printed lines and not the total number of lines extracted to print. Thus, although a merchandise detail line is one line on an invoice, it can result in several lines being printed on the document.
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Blank lines between tables increase the line count. |
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Within the Detail section of a format, each table is broken down into several portions, each of which is then analyzed separately. These portions can be referred to as the table heading and table data portions.
| Field | Description | ||||
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| Table heading portion | Begins after the first continuous section break,
until the end of the last row of the table that does not
contain a bookmark. If you have configured more than one table in the Detail section, then table headings for subsequent tables apply from the end of the previous table, to the paragraph before the next table.
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| Table data portion | The table data refers to the individual rows of the
table into which you have inserted fields that will be
populated with data when printing the document. The table data portion applies to everything after the table heading until the end of the last row of the table.
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There are a number of ways in which you can configure columns in the Detail section of the format. The method you choose depends on individual preference as well as the type of data being presented. A mixture of all methods can also be used.
Heading table:
| Detail line | Stock code | Warehouse |
Detail line table:
| Detail line | Stock code | Warehouse |
| Stock description | Stock code long description |
Heading and Detail lines in one table:
| Detail line | Stock code | Warehouse |
| Detail line | Stock code | Warehouse |
| Stock description | Stock code long description |
Bookmarks are used to insert SYSPRO fields into the various areas of a template document.
Using bookmarks also enables you to use Microsoft Word's header and footer areas, among others (e.g. Text box).
When you insert a Non-Detail bookmark, SYSPRO checks to ensure that it is not being inserted into the Detail section of the template. Similarly, when you insert a Detail bookmark, SYSPRO checks to ensure that it is being inserted into the Detail section and that it is being inserted into a table.
When you insert any bookmark, SYSPRO checks to see if any other bookmarks have already been created for the same field. If SYSPRO finds that the field already exists, then SYSPRO attempts to create a new bookmark for the same field, but with a numeric suffix attached. Up to ten instances of the same field can be inserted into the template.
Once ten bookmarks for the same field have been inserted the message Cannot insert the bookmark. The maximum number of entries has been exceeded is displayed.
If the original bookmark name is 40 characters long, then the message Cannot insert a duplicate bookmark. The field's name is already 40 characters long is displayed. This is because MS Word limits the length of a bookmark name to 40 characters.
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To insert a custom bookmark, first insert a single character (e.g. a space) then select the character and select Bookmark from the Insert menu.
If you want the bookmark to be available after the document has been rendered during the print phase, then the bookmark must be prefixed with "ub_" and the bookmark must contain at least one character.
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Always ensure that there is at least one character between bookmarks. If not, there is a high probability that data will not be printed in the document.
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When inserting a bookmark into a cell of a table, ensure that the cursor is placed inside the cell and that the entire contents of the cell are not selected. Selecting the entire contents of the cell can cause problems when SYSPRO populates the document with data.
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A bookmark cannot be inserted into the template when MS Word is minimized.
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A bookmark cannot be inserted when you have more than one document open and the template is not the active document.
When documents are printed, use is made of the foreground printing option which means that each document must be completely spooled onto the printer before the next document can be created. If the printer's spooler becomes full (possibly due to the printer having run out of paper), then the system cannot create the next document until the spooler is cleared. The resulting delay may cause the system to terminate abnormally.
Therefore, when you print batch documents, try to ensure that the printer's spooler does not fill up by ensuring that the printer has enough paper and ink before you begin the print process.
If you select to print a range of documents and you use the Preview facility, then only the first document in the range is displayed in the Preview window due to limitations in MS Word.
The MS Word session is automatically opened and closed for each batch print, or in the case of online printing, for each document printed. However, if you use the Preview facility, you will need to close the MS Word session manually when printing is complete.
The following windows are displayed during the print process:
| Window | Description |
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| Standard tickover window displayed by SYSPRO while the data to be printed is extracted | If you select the Cancel function during this process, then no further data is extracted for printing. Data already extracted will be sent to the printer. |
| MS Word tickover window that displays the current printing status of MS Word documents | If you select the Cancel function during this process, the printing of all remaining documents is cancelled. |
| Window displayed by the MS Word program during the print process of each document | If you select the Cancel function
from this screen, then only the current document being printed
is cancelled. The remaining batch of documents to print is not cancelled. |
SYSPRO reformats the data extracted to print before it is sent to the print routine. When SYSPRO extracts the data to print, the header section data is extracted first, followed by the Detail section data and lastly the total section data.
Word printing, however, requires access to the total section data before the Detail section data so that it can place a total section on the first page of a document if required.
The print phase reads the information stored during the analysis phase and removes the data that is not required by the template. The template file, and attachment file if required, are copied to the temporary folder on the client machine before the print process starts. This reduces network traffic.
The print phase creates a temporary document, based on the template, to act as the source document. When faxing or emailing a document, the files are created in the temporary folder. These files are then deleted when emailing the document, but not if the document is being faxed. This is because the fax software, specifically WinFax PRO requires access to the document after SYSPRO performs the clean up process.
SYSPRO enables you to enter diagnostic codes which create log files during the design phase and these files can then be used to locate errors.
The following diagnostic codes can be used for Word printing:
| Diagnostic code | Description | ||||
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| WORD01 | Keeps the data files created by the print process which
are usually deleted once the print process is complete.
The following files are saved:
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| WORD02 | Creates a log file of the program execution that
occurred on the client machine during the design
process This can be useful when attempting to find the location of an error during the print, design, analysis or validation phase.
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| WORD03 | Creates a log file that traces the server side program
execution. This can be useful when attempting to find the location of an error during the print, design, analysis or validation phase.
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| WORD99 | Combines the functionality of WORD01, WORD02 and WORD03, if you want to create both log files as well as retain the data files created during the print phase. | ||||
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Templates can be stored on a non-Windows server.
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Templates residing on the server are stored in the Base\Template folder of your SYSPRO installation.
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The Template name cannot contain spaces if it is stored on the server. If a template exists on the server with the same name then a numerical suffix is added to the template name to ensure that any existing file is not overwritten.
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If your template layout requires a certain section to be defined (i.e. header, detail or total), then you must configure it in order to complete the design phase.
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The Attachment Options are ignored if a file attachment is not found at the time of printing the document (i.e. the document is produced without the attachment).
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The template must not exceed one page in length.
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When you open a template in design mode, SYSPRO has to change the template to insert the default text against the bookmarks. This text is then removed when the template is closed. Therefore you are prompted to save the template even if you have made no changes to it.
At this point, a resource conflict can occur.
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Resource conflicts can also occur when opening a document that is not based on the template, because all Microsoft Word documents are ultimately based on the normal .dot file.
Using Microsoft Word as the email editor in MS Outlook can also cause this type of resource conflict.
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To reduce the chance of document resource conflicts, it is recommended that no other documents are opened (or already open) with Microsoft Word when using MS Word printing, or when designing a template.
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A continuation message must not be placed inside a table. If you place the continuation message in a table, then the line containing the continuation message is not printed when the total section is printed on the last page.
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No bookmarks must be placed on the same line as the continuation message.
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There is no limit to the number of tables that can be included in the header section of a SYSPRO format.
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The table position cannot be locked in the header section of the document.
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The use of tables within the header section is optional. However if you use tables, then you must insert a carriage return before the first table and after the last table to avoid possible formatting problems.
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The header section in SYSPRO is not the same as the header section in MS Word. If you choose to assign some (or all) of the SYSPRO header section into the MS Word header area, then you must select the MS Word option: header section break not required.
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The MS Word header and footer option Different first page can be used in a template.
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Multiple bookmarks can be assigned to a single cell (or column) providing they are separated by at least one character (e.g. a space, full stop, carriage return, etc).
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When the template is analyzed or validated, a warning message is displayed if more than one bookmark appears in a single cell.
Although you can ignore the warning and save the template, if these bookmarks are adjacent to one another (i.e. not separated by at least one character) then some (or all) of the data in the field will not be printed.
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Cells in the Detail section cannot be vertically merged.
This is because MS Word printing analyzes the Detail section on a row-by-row basis and MS Word does not allow single row selection in a table when cells are merged across two or more rows.
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The table position cannot be locked in the Detail section of the document.
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It is possible, but not advisable, to place fields from two or more detail line types on the same row of a table.
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In general, the more tables you use in the layout of the Detail section, the more space is wasted when changing between tables.
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You must enter a carriage return between tables, as well as between a section break and a table.
The following are some guidelines to assist you in creating a template:
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Try to keep the template design as simple as possible.
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Make sure that at least one carriage return is placed before and after each section break.
To reduce the amount of space that is taken up by these blank lines, you can reduce the font size for these lines. This font size can be set to 1 or 2, even if the lowest available size in the font size list is 7. You can reduce the amount of space taken up by the section break line in the same way.
You can also enter standard text in the blank lines.
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You can only enable text wrapping inside a table in the total section.
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The use of multimedia objects affects how data is formatted on the page. Consider the amount of space an image will occupy, as too large an image will restrict the amount of detail that is printed on the page.
Up to 40 multimedia objects can be used in a document.
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The document's formatting marks can be viewed by selecting Options from the Tools menu in Microsoft Word and then selecting the required options from the View tab.
Displaying the document formatting marks can assist you in designing the template.
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Defining a border around tables can assist you in designing the layout of the template.
You can also remove these borders once you have completed the design if you do not want them to be printed around the tables on your document.
Alternatively, you can use the Show/Hide Gridlines option from the Table menu to view the table outlines, as these outlines are not printed on the final document.
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Save the design using the Save option from the File menu in Microsoft Word before you exit the design phase. This ensures that the design is saved even if critical errors are encountered during the analysis phase.
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Use tables to make formatting easier. For example, if you require different formatting for static and variable text, it is easier to do this using tables.
Static text is text you enter into the template.
Variable text is the text that SYSPRO inserts in the place of bookmarks.
When using tables, alignment rules can be applied on a cell-by-cell basis, border lines and background color can be applied, all of which can be used to highlight the data.
Bookmarks that require different styles can be placed into different cells, without leading or trailing text.
In some cases, both tables and tab stops might be required to achieve the desired result.
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Enable diagnostics to assist you in troubleshooting.
Print your company logo on the stationery
One of the advantages of using MS Word to format and print your stationery is that you do not need to purchase pre-printed stationery. This is made possible by the facility to insert a graphic representation of your company logo (e.g. into the MS Word header).
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Do not confuse the MS Word header with the SYSPRO heading section. |
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Select the header and footer option from the MS WordView toolbar.
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Insert the required graphic into the header section of the template.
You can also use the Watermark feature of MS Word to print your company logo on your stationery.
Enable diagnostics
SYSPRO enables you to enter diagnostic codes which create log files during the design phase. These files can be used to attempt to locate errors.
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Navigate to the General tab of the System Setup program.
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At the Diagnostics field, enter one of the diagnostic codes required.
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Select Save to enable the diagnostic option you entered.