Maintain SRS Document Templates

Exploring

This program lets you create and maintain SRS document templates for selected document types.

This program cannot be run standalone and is accessible from within the following program(s):

  • SRS Document Print Setup

    From the Add Document or Change Document function of the Templates pane.

  • From within each stationery format program by selecting the Change function from the SRS Options menu of an existing SRS document format.

Starting

You can restrict operator access to activities within a program (configured using the Operator Maintenance program).

You can restrict operator access to the fields within a program (configured using the Operator Maintenance program).

You can restrict access to the eSignature transactions within a program at operator, group, role or company level (configured using the eSignature Setup program). Electronic Signatures provide security access, transaction logging and event triggering that gives you greater control over your system changes.

You can restrict operator access to programs by assigning them to groups and applying access control against the group (configured using the Operator Groups program).

You can restrict operator access to functions within a program using passwords (configured using the Password Definition program). When defined, the password must be entered before you can access the function.

The following configuration options in SYSPRO may affect processing within this program or feature, including whether certain fields and options are accessible.

The System Setup program lets you configure your SYSPRO environment. These settings can affect processing within this program.

Program List > Administration > General Setup

  • Reporting configuration

  • Only one operator can edit document templates or types at a time.

Solving

This message is displayed when designing a template, if you included comments in a formula which are not defined as numerictext.

Ensure that the formula comment fields are defined as numerictext. Alternatively, ensure that the comments are correct.

You can define formulas against a Crystal template to either convert data to a different type or to do additional calculations that are not part of the standard business object output.

The Optimize Print option in the Document Template pane applies to the following document types:

  • A/R Statement Print

  • Purchase Orders – Foreign

  • Purchase Orders – Local

  • Quotation - Multiple Column

  • Quotation - Multiple Line

  • Quotation – Single

  • Delivery note

  • Dispatch note

  • Invoice

  • Order acknowledgment

  • Factory Documentation

If you add multiple printers, then the document is printed to each printer listed.

This lets you generate the document on multiple printers without having to reprint it to each printer.

The easiest way is the use the Shift+F6 shortcut (if you're logged as an administrator). Alternatively, you can define this printer from the SYSPRO Desktop (SYSPRO Ribbon bar > Setup > Print Setup).

You can save a printer and its associated properties against a Crystal template so that when you print a document generated from the template, it prints to the printer defined against the template and not the printer defined in SYSPRO.

There is a limitation in the printers defined against SYSPRO for Document Printing in that only some of the printer properties are persisted (e.g. which printer tray to use). Essentially only the following properties are persisted:

  • Printer name
  • Number of copies to print
  • If collation is required

Using the Crystal template printer option enables you to configure additional properties against a printer stored against the template itself.

  1. Select the Design option from the menu to display the Crystal Reports for SYSPRO screen.
  2. Select Print Setup from the File menu.
  3. Define the Crystal template printer in the Printer Options.

If you don't define any printers against the document template, then the {Current printer} is used by default.

The {Current printer} defaults to one of the following:

  • The current SYSPRO printer.

  • The default printer assigned to the program.

    If you are using server-side printing, ensure that a valid printer has been assigned by the administrator.

  • The default printer destination for the specific document.

    For example:

    The Printer Preferences of the Document Print program.

If none of these are defined, then the Print dialog screen for your operating system is displayed, letting you select the printer to use.

Regardless of whether you are printing online or in batch mode, the print preview screen is displayed if the Document Preview option is enabled (SYSPRO Ribbon bar > Setup > Document Preview) or the program from which the print is being generated has the preview option enabled.

Although no printer-specific settings are stored and passed to the document print routine, SYSPRO does store the following:

  • Printer name
  • Number of copies
  • Collate flag

This applies even when a specific printer is defined against a document. Most printer-specific options (e.g. stapling) are therefore not supported.

Using

  • Columns in a list view are sometimes hidden by default. You can reinstate them using the Field Chooser option from the context-sensitive menu (displayed by right-clicking a header column header in the list view). Select and drag the required column to a position in the list view header.
  • Press Ctrl+F1 within a list view or form to view a complete list of functions available.
  • To avoid memory allocation issues, avoid spooling large batches of documents to print.

Referencing

Field Description

File

Save This saves the details you entered or changed.
Save and close This saves the details you entered or changed and returns to the previous screen.

Import

This lets you copy a template from a network drive (or external drive or device) to the current machine.

Export

This let you copy the currently highlighted template from this machine to a network drive (or an external drive or device).

Edit

Copy

This creates a new template by copying the current template.

Functions

 

Reset customizable fields

This resets the following fields to settings held against the document type in the Maintain SRS Document Types program:

  • Print options - File name format

  • Email options - Default Email Subject line format

New

This lets you add a new template for the selected document type.

Delete

This deletes the currently displayed document template.
Save and close This saves the details you entered or changed and returns to the previous screen.

Document description

This indicates the document for which you are maintaining the template.

Design

Select this to use Crystal Reports to change the design or layout of the template.

The paper size for the printer is always used (i.e. the Page Setup option set against the template while in design mode is ignored).
Field Description

Document description

This indicates the description of the document template you are currently maintaining. This can be changed if required.

Template file

This indicates the name of the template document file which is controlled by the system and can't be changed.

Use SQL Driver

This is only available if the Reporting configuration option is defined as Server-side reporting using SQL or Client-side reporting using SQL.

Select this to enable the SQL driver at the document level.

Before selecting this option ensure that the formulas defined against each template work when using the SQL driver.

For example:

the ISNULL check in a Crystal formula behaves differently when using the SQL driver as the column will not contain a NULL value.

Optimize print

This only applies to a server-side printing environment.

Enable this option to print each document in a batch as soon as the data for the document is available.

This applies to the following document types:

  • A/R Statement Print

  • Purchase Orders – Foreign

  • Purchase Orders – Local

  • Quotation - Multiple Column

  • Quotation - Multiple Line

  • Quotation – Single

  • Delivery note

  • Dispatch note

  • Invoice

  • Order acknowledgment

  • Factory Documentation

When enabled, this option also combines the printing and archiving of a document for improved overall performance.

Enabling this option disables the following options:

  • Spool multiple documents as single job

    (Email options)

  • Group by email address

    (Email options)

  • Group by contact information

    (Fax options)

Use Windows default PDF Viewer

This only applies to a server-side printing environment.

Enable this option to open the document in the default Windows PDF document viewer.

Server Preview Print Quality

This only applies to a server-side printing environment.

Indicate your print quality preference:

This prints the document using the standard print quality.

This prints the document using Adobe Reader (if it is installed on the client machine).

Archive options

You cannot configure archive information for any document type which has items listed in the SRS Document Pending Archive program.

Archive document

Select this to archive a copy of the documents generated for this document type and template combination.

The email address is pre-populated if it is defined against either the customer or supplier.

No email address is pre-populated, so you are prompted to enter the recipient's address.

All the invoices shown in the preview are included in one document, regardless of your selections in the Document Print program.

Archive type

Indicate the format in which you want to archive printed, faxed and emailed documents.

If you want to use 128-bit encryption for the document, then you need to select the PDF or Both option.

This indicates that the document is not archived.

This type is not available if you select the Archive document option.

Select this to archive the documents in Crystal Reports format (.rpt).

Select this to archive the documents in Adobe Acrobat format (.pdf).

Select this to archive documents in both Crystal Reports format (.rpt) and Adobe Acrobat format (.pdf).

Print options

 

Spool multiple documents as single job

This sends the selected documents to print using one of the batch printing programs (e.g. Statement Print, Purchase Order Print, Document Print, Quotation Batch Printing, etc) to the printer as a single print job.

If you select this option, then each of your document batches is printed as a complete batch without other operators' documents being printed within your batch of documents.

You typically select this option if the printer you are using is shared with other operators.

File name format

Optionally enter the attachment file name to create when emailing documents using this template.

You can specify any variables displayed in the Variables pane together with any text you require. The variables and text you enter are used as a template for the actual file name when creating the document.

You need to manually enter the case-sensitive variables and the text.

For example:

For AR statements, you could have:

Statement for %CustomerAccntNumber%StatementDateCymd

The text and variables are space delimited.

If you enter a string here and another string against the document type, then the string entered here takes precedence.

You can revert this field to what is defined against the document type by selecting the Reset customizable fields option from the Functions menu.

This option also simultaneously reverts the Default Email subject line format field under the Email options to what is defined in the Maintain SRS Document Types program.

Email options

 

Default Email Subject line format

Optionally specify the format of the email subject by adding the variables you want to use.

You can specify any variables displayed in the Variables pane together with any text you require. The variables and text you enter are used as a template for the actual subject line when creating the document.

You need to manually enter the case sensitive variables and the text.

For example:

For AR statements, you could have:

Statement for %CustomerName % StatementDateCymd

The text and variables are space delimited.

When emailing a single document (instead of a batch of documents) from within SYSPRO, you are prompted to confirm the email details prior to sending the document.

When the program that generates the final document passes default information for this field, then you need to replace this with the required information manually.

You can revert this field to what is defined against the document type by selecting the Reset customizable fields option from the Functions menu.

This option also simultaneously reverts the File name format field under the Print options to what is defined in the Maintain SRS Document Types program.

Group by email address

Select this to group all documents for a single email address together.

This results in fewer emails being sent out because the documents can be grouped together in one PDF document and sent as one email.

If you select this option, then you can select to group all the documents for a single email address into one document. Alternatively, you can define the maximum number of documents to attach to a single email.

Don't enable this option if you are batch printing statements using the Statement Print program.

Send multiple documents as single attach

This option is only available if you enabled the Group by email address option above.

Select this to group all documents for a common (single) email address into one PDF document.

If you select this option, then ensure that you don't exceed the limit imposed by your Internet Service Provider (ISP) on the size of emails that can be sent.

If you don't select this option then all documents for a common (single) email address are sent as individual documents attached to each email. You can then specify the maximum number of documents to attach to each individual email.

Maximum number of attachments per email

This only applies if you enabled the Group by email address option and disabled the Send multiple documents as single attach option.

Specify the maximum number of documents you want to attach to each individual email.

A minimum of one attachment and a maximum of 10 attachments can be selected.

If you allow a large number of attachments per email, then the email could become too large to send (depending on the size of each document created and the limits set on your email server).

Email using

This defaults to your company settings.

Macro using VBScript is not supported for SRS document printing. Therefore, if you selected Macro using VBScript in your company setup, then Microsoft Outlook is used.

If you are using Outlook 2010, then Outlook email client is used.

Use Microsoft Outlook, Microsoft Outlook email client or simple MAPI mail when emailing the document using this template.

Use your custom email client software (i.e. you have written your own email client software).

3rd Party application path

Indicate the full path name where your custom email client software is located.

Encryption level

This applies when you select the Archive document option and define the Archive type as PDF or Both.

Only the PDF version of the document can be encrypted.

Select this if you don't want to encrypt the document.

Select this to encrypt the PDF version of the document using 128-bit encryption.

Encryption is only applied to documents created using this template from the time you select this option (i.e. existing documents are unaffected.

Encryption master password

This field is mandatory if you selected to encrypt the document.

Enter the master password to secure the document.

The password isn't validated and can be a mixture of letters, numbers and symbols up to 50 characters.

The password is only required to change the permissions or security for the document and to change or copy the content of the document. It is not required to view, print or reprint the document.

Fax options

 

Group by contact information

Select this to fax all documents for a single contact name and number together in a single fax transmission.

Enabling this option results in fewer faxes being sent.
Field Description

Add printer

Add one or more printers for the template.

The printers defined here are used when you print or reprint the document, either online or in batch from the various document print programs. They don't apply to reprinting documents from within the SRS Document Archive Viewer program.

If you add multiple printers, then the document is printed to each printer listed. This enables you to generate the document on multiple printers without having to reprint it to each printer.

This prints the documents to your current SYSPRO printer.

This prints the documents to the printer defined against the template.

This displays the Print dialog screen for your operating system.

The printers currently available are displayed, enabling you to indicate the printer you want to add.

Ensure that the relevant server-side printers have been defined by the administrator.

This creates and store the document on the server, without printing it.

You can then select to query, print and/or email the document from the client.

This option only applies to printed documents and does not affect documents being emailed or faxed.

With client-side printing the generated document won't be stored after printing.

Delete

This deletes the currently highlighted printer in the list view from the list of printers to use for the template.

If you delete all printers, then the {Current printer} is restored and used.

Name

This indicates the name of the printer.

Prompt at runtime

This lets you indicate the number of copies to print when printing the document and to ignore the value entered in the Copies field.

This option is only available for the {Current printer} and only applies when Print Preview is enabled.

Collate

This lets you collate documents when they are printed.

Although this option is enabled by default, the column is hidden by default.

If required, you can show it using the Field Chooser option from the context-sensitive menu.

Copies

This indicates the number of copies of the document to print when using this template.

If you selected the Prompt at runtime option, then this setting is ignored and you indicate the number of copies you require from the Print dialog screen.

This pane lists the variables you can use to format the Email subject line and the attachment File name for emailing documents using the selected document template.

Variables prefixed with a % are specific to each document type and are the same fields you selected as the available archive fields.

Variables prefixed with a $ are system-wide variables and available for all document templates.

The variable names are case-sensitive, so they must be entered exactly as displayed.

This pane displays details of maintenance performed on the document template.

Column Description

Action

This indicates the action performed on the document template.

These include:

  • Created

    Details of when the template was created are recorded.

  • Saved

    Details are recorded each time you change an option or change printer details.

  • Designed

    Details are recorded when you use the Design function to change the template.

Operator

This indicates the name of the operator who created, modified or saved the document template.

Date

This indicates the date on which the action took place.

Time

This indicates the time at which the action took place.

This pane displays the locations of the files defined for the document template.

Field Description

File location

This indicates the location of the following for the document:

  • Document template
  • Schema
  • Sample XML files

Template path

This indicates the full path name and name of the document template file.

Schema path

This indicates the full path name and name of the schema file for the document template.

Sample XML path

This indicates the full path name and name of the sample XML file for the document template.