You use this program to view details of SRS document types and templates currently defined. It provides a central location from which all SRS document types and templates can be maintained.
This program enables you to:
Open the Maintain SRS Document Templates program.
Add templates using the Maintain SRS Document Types program.
Delete template configurations.
Add/change template configuration options using the Maintain SRS Document Templates program.
Design new templates using Crystal Reports for SYSPRO.
Import/export template configuration files.
Field | Description | ||||||
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Edit | |||||||
New | Select this to add a new document type or
template.
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Change | Select this to maintain the document type or template
currently highlighted.
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Delete | Select this to delete the document type or template
currently highlighted.
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Options |
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This pane is displayed when you access the SRS Document Print Setup program from the SYSPRO Program List.
All document types currently defined are displayed. This enables you to define the templates for the document types you require without having to access each one from the individual Stationery Format programs.
The document types displayed are:
the standard document types, as defined in the control file ..\Base\ReportingServices\ReportMenu\Documentmenu.xml
the custom document types, as defined in the control file ..\Base\ReportingCustomized\ReportMenu\Documentmenu.xml if custom document types exist
Field | Description |
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Add | Select this to use the Maintain SRS Document Types program to add a new
document type. The facility to add new document types and to copy document types was provided for use by developers. |
Change | Select this to use the Maintain SRS Document Types program to maintain the
document type currently highlighted in the Document Types
list. For standard document types supplied by SYSPRO, you can indicate the fields required for archiving purposes. |
Delete |
Select this to delete the document type currently highlighted in the Document Types list. See Deletion considerations in Notes and warnings |
Type | This indicates the list of document types currently defined. |
Custom | The word "Yes" is displayed in this column if the document type is user defined (i.e. not a standard SYSPRO document type). |
This displays the templates you created for the selected document type.
Document templates are used to design basic layouts for documents. Document printing programs use these templates to create transactional documents, for example invoices, order acknowledgements, stock receipts, etc.
This pane reads the existing document template configurations linked to the selected document type, as defined in the control file ..\Base\ReportingCustomized\ DocumentControl\Documents.xml.
Field | Description | ||||
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Select | Select this to use the entry currently highlighted in the listview in the corresponding field of another program. | ||||
Add | Select this to use the Add SRS Document Templates program to add a new
template for the selected document type. Multiple templates can be defined against a single document type. |
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Change | Select this to use the Maintain SRS Document Templates program to maintain the template currently highlighted in the listview. | ||||
Delete |
Select this to delete the template currently highlighted in the listview. See Deletion considerations in Notes and warnings |
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Import | Select this to copy a template (for the selected document type) from a network drive or an external drive or device onto the current machine. | ||||
Export | Select this to copy the currently highlighted template from this machine onto a network drive or an external drive or device. | ||||
Design | Select this to use Crystal Reports to modify the design
of the template currently highlighted in the listview.
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Column | Description |
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Template name |
This indicates the name you assigned to the document template. |
File name | This indicates the name of the template file for the document. |
Created by | This indicates the name of the operator who created the template. |
Created date | This indicates the date on which the template was created. |
Created time | This indicates the time (on the Created date) at which the template was created. |
The following columns can be added to the listview by right clicking in a column heading and selecting the Field Chooser option:
Field | Description |
---|---|
Changed by | This indicates the name of the operator who changed the template, subsequent to it having been designed. |
Changed date | This indicates the date on which the template was changed. |
Changed time | This indicates the time (on the Changed date) at which the template was changed. |
Consolidate emails | This indicates whether all documents for a common (single) email address are grouped into one PDF document (i.e. whether the option: Send multiple documents as single attach is selected in the Maintain SRS Document Templates program). |
Consolidate prints | This indicates whether the documents you selected to print using one of the batch printing programs (e.g. Statement Print, Purchase Order Print, Document Print, Quotation Batch Printing, etc) are spooled to the printer as a single print job (i.e. whether the option: Spool multiple documents as single job is selected in the Maintain SRS Document Templates program). |
Group emails | This indicates whether all documents for a single email address must be grouped together When using this template (i.e. whether the option: Group by email address is selected in the Maintain SRS Document Templates program). |
Group faxes | This indicates whether all documents for a single contact name and number are to be faxed together in a single fax transmission (i.e. whether the option: Group by contact information is selected in the Maintain SRS Document Templates program). |
Max attachments | This indicates the maximum number of documents that can be attached to each individual email When using this template. |
Schema file | This indicates the schema file (xsd) for the document template. |
Template id | This is the template number. It is incremented each time you add a new template to the document. |
XML file | This indicates the xml file for the document template. |
This listview displays the sample templates shipped with SYSPRO.
These are the sample reports linked to the standard document types, as defined in the control file ..\Base\ReportingServices\ DocumentControl\Documentsamples.xml.
Two sample templates are supplied for each document type supplied by SYSPRO:
sample_
This is a pre-designed template which you can use as is, or modify using the Design function.
sample_blank_
This is a blank template which you use to design your own template.
Using the sample_blank_ template enables you to view the Document fields in the Field Explorer of Crystal Reports when you design the template.
The following information is included in this listview:
Column | Description |
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Sample name | Indicates the descriptive name of the sample template. |
File name | Indicates the file name of the sample template. |
Schema file | Indicates the schema file (xsd) for the document template. |
XML file | Indicates the xml file for the document template. |
The sample template: sample_so_cons_invoice_document is used when printing consolidated dispatch invoices when the option to print individual dispatch lines on the invoice is not selected (SO Document Formats - Preferences > Print Options).
The sample template: sample_so_payment_invoice_document is used when printing Counter Sales invoices with deposits and payments. The options Print deposit detail lines and Print payment detail lines must be enabled as required (SO Document Formats - Preferences > Print Options > Counter Sales).
See also Document Printing Troubleshooting.
The message File 'reportingcustomized\reportmenu\documentmenu_system.xml' file not found could be displayed when you select the Design option.
If you then use the Maintain SRS Document Types program to add a document type, the message The document type BLAH could not be found in the IMPSRA.IMP control file. A new document type must first be added to this file could be displayed.
To remedy this, select to maintain a document template in this program to recreate the file.
This is the main browse program for SRS document printing and can be accessed from:
the SYSPRO ribbon bar SYSPRO ribbon bar > Setup > Stationery Formats > SRS Document Setup
the SYSPRO main menu SYSPRO Main Menu > Utilities > SRS Document Setup
This program is also loaded the first time you define an SRS stationery format for a document (i.e. When you select SRS Options and then Change from within a Stationery Format program). In this case, you can only create and maintain templates for the selected document type (see Templates). No options relating to document types are available.
Document Types
You can only delete user defined document Types (document types that you added).
Document types supplied by SYSPRO (i.e. the standard Stationery Formats) cannot be deleted.
Document Templates
When deleting a Template, only the template is deleted and not the document format itself.
For example:
You used the Inventory Document Format program to create a document format for Stock receipts. You selected Format - 2 and set the Print method to SRS document.
You used the Add SRS Document Templates program to add an SRS document template for this format.
If you subsequently delete this document template, then Format - 2 for Stock receipts with the Print method - SRS document is not deleted.
This means that if an operator attempts to generate a Stock receipt document using Format - 2 an error occurs as no SRS template can be found.
Deleting a document template configuration
You would typically use this procedure when you have document template configurations against a document type which are no longer in use.
Open the SRS Document Print Setup program .
Within the Document Types pane select the required document type, and then select the document template configuration you want to delete from the Templates pane.
Select Edit menu.
from theYou need to ensure that the document template configuration is not linked to any document formats before you delete the configuration.
The document template configuration is deleted from the Templates pane and from the ..\Base\ReportingCustomized\DocumentControl\Documents.xml control file.
Designing a template using Crystal Reports
You would typically use this procedure when:
you copied the sample document and you need to remove the sample database's company logo from the template.
you copied the blank sample document and you need to design the template using the existing data source.
you copied an existing template and you need to change the design of the template.
you are creating a template from scratch, including a data source.
Open the SRS Document Print Setup program .
Within the Document Types pane select the required document type, and then select the document template configuration from the Templates pane for which you want to design a template.
Select the Design option from the toolbar in the Templates pane and design the template in Crystal Reports.
Save your changes.
Select SYSPRO > Save Report from the Add-ins menu.
Enabling archiving of a document type
You would typically use this procedure when you are required to archive documents of a specific document type (for example invoices). You only need to follow this procedure once per document type, to enable archiving of the document type.
Once you have enabled archiving of a document type, then the archiving process will automatically start on the client workstation once the printing/emailing/faxing of the documents are completed. |
Open the SRS Document Print Setup program .
Within the Document Types pane select the required document type, and then select from the Edit menu.
Assign selected archive fields.
Every document type has mandatory archive fields that are selected by default. These fields cannot be removed. You can optionally define more archive fields. |
Save the document type.
The document type details have been saved to the ..\Base\ReportingCustomized\ReportMenu\Documentmenu.xml control file. In a SQL environment, the SRS archive control table for the document type has also been created in all the valid SQL databases in your environment.
Within the Templates pane select the required document template configuration, and then select from the Edit menu.
From the Archive options group, select the Archive document option and the archive type required at the Archive type field.
Save your changes.
The details in the Templates pane are refreshed and the changes are saved to the ..\Base\ReportingCustomized\DocumentControl\Documents.xml control file.
Exporting a document template configuration
You would typically use this procedure to export a document template configuration to use it on another application server/workstation.
Open the SRS Document Print Setup program .
Within the Document Types pane select the required document type, and then select the document template configuration you want to export from the Templates pane.
Select Export from the Templates pane toolbar, and then select an export destination folder.
The document template configuration is exported to a subfolder within the selected destination folder on the client workstation. The document description is used as the subfolder name.
Importing a document template configuration
You would typically use this procedure if you have created and exported a document template configuration on another server/workstation and you now want to deploy it on the SYSPRO application server.
Open the SRS Document Print Setup program .
Within the Document Types pane select the required document type, and then select the document template configuration you want to import from the Templates pane.
Select Import from the Templates pane toolbar, and then select the import file.
You need to select the document template configuration XML file (for example Invoice_Printing.xml) from within the folder that was previously exported from another server/workstation.
Save your changes.
The imported template configuration is added to the Templates pane and the ..\Base\ReportingCustomized\DocumentControl\documents.xml control file.
Linking the template configuration to the document format
Open the relevant document format setup program
.Select the document type, and select the format assigned to the document type.
Enter a description for the document format and select SRS document as the print method.
Within the Format options pane highlight SRS Options, and select Change.
Select a template configuration.
Define the other format options required.
Save your changes.