System settings - Field definition of document settings
Case Scenario
Introduction
System Settings are important and must be defined
accordingly with relevant information that complies within the internal company's
business processes and that complies with the external government legislation.
Basic master information are setup and defined accordingly for each modules of
Exact Globe. Prior specifications of System Settings are mandatory and must be
defined before Exact Globe can be implemented to the end users.
Not only company information are setup, but Financial,
Logistics, HR & Security and General System Settings are also defined. Besides
these, Settings for each corresponding modules such as the Item Data Settings,
Order Settings, Document Settings, General Ledger Settings, Number Settings,
Bank Settings, Invoice Settings, Purchase Settings, Manufacturing Settings,
Payroll Settings, Project Settings, POS Settings, XML Server Settings, Intrastat
Settings are defined prior to using Exact Globe functionality properly. These
settings basically controls on how Exact Globe performs on its functionality.
These settings are described separately, one document for one
menu path settings, giving definition of use and meaning of fields maintained in
each Settings menu path.
Document Settings must be defined where each types of
documents types consists its custom made layouts that suits business processes.
Basically document layouts setup or linked to the documents setting are default
document layout that are standard layout that complies with the company's
standard business process.
For instance the document type Picking list must be linked to appropriate
picking list layout, which is used as the basis of layout to print on when
picking list printing functionality is triggered. Another example would be the
Sales Order Confirmation document layout, whereby appropriate customer based
order confirmation layout should be linked / specified. Users are also possible
to create own custom layout which will be described in the later part of this
document.
Fields
Document settings
The above shown example of Document setting screen consists
of section of Financial, Logistics, CRM, HRM and Services Document layout
settings. Each of these section consists of the Selection and Assign button
functionality.
The following section describes the Selection button
functionality and the Assign button functionality. Later description of each
type of document setting is given.
Selection button functionality
Clicking on the preview button displays list of
available layouts, as shown in the Layout
screen. The preview button is present in almost all document layout settings.
For instance, it is present in the Logistics document layout setting, CRM, Cash
flow, HRM and Services document layout setting. The screen functionality
displayed when this Preview button is clicked are all the same, whereby
selection of document layout, preview of layout, editing layout and creating new
layout can be done using this Layout screen functionality. The layout screen
functionality is described in detail below:
Preview
Allows
viewing the document layout. This button is enabled when specific document
layout is selected.
The above previewed document layout can be printed, zoom in
and zoom out. To close the preview screen, the Close button can be clicked.
New
Allows
creation of New document layout. The New functionality will be discussed later
in this document, describing basic steps of how to create new document layout.
Edit
Allows
editing of existing document layout. This functionality is similar to the New
document layout creation functionality.
Copy
Allows
copying existing document layout.
In the above screen, key in the new layout name and click on
the Copy button. System automatically copies the selected document layout with
the entered new layout name. The newly copied layout is then displayed as one of
the list of document layouts in the Layout screen.
Delete
Allows
deleting an existing document layout. Clicking on this button after selecting a
specific document layout displays a confirmation message prompting whether to
"Delete layout?". Click on the Yes button to confirm deletion, otherwise click
on No button to cancel deletion.
Select
Allows
selection of a specific document layout to the document setting from a list of
document layouts displayed in the Layout screen. This button is commonly used
for selection and linking of specific document layout to the document layout
settings.
Cancel
Allows
canceling the selection and closes the Layout screen.
Assign button functionality
Clicking on the next icon displays list of debtor's that are
all linked to the selected reminder layout. This is the Assign button
functionality whereby list of debtors or creditors are displayed which allows
linking of specific debtor / creditor to a specific document layout. The linked
document layout to the creditor / debtor would be the default document layout
used when printing documents. For example, linking specific Layout ABC to a
specific Debtor / Creditor would allowing printing of document with the linked
layout.
Unlink
Allows
unlinking document layout from the Debtor / Creditor. Clicking on this button
immediately unlinks the document layout from the Creditor or Debtor. As shown in
the example above, there some debtors linked with specific invoice document
layout and there are some listed without any layout linked.
Change
Allows
linking a new document layout or change existing layout to another document
layout to the Debtor or Creditor. To link a specific document layout,
select the debtor / creditor and click on this button.
Now the layout can be linked by selecting a specific layout
by clicking on the lookup button at the Layout field.
From this screen, click on the specific layout and click on
the OK button. Document layout is now selected. Click on the OK button at the
previous layout link screen. The newly linked layout is now listed in the Layout
assign screen.
Close
Allows
closing the Layout assign screen.
Financial documents
Reminder
Default
Document Layout for printing of Reminder documents to be sent to the Customer.
Clicking on the zoom in button displays the following screen whereby layout can
be setup for lists of reminders.
Debtor Labels
Default Document Layout for Debtor's labels for
printing of address and contact details.
Creditor Labels
Default Document Layout for Creditor's labels for
printing of creditor's address and contact details.
Debtor Statements
Default Document Layout for Debtor's Statement for sending out to the customers.
Cash flow documents
Payment
Default
Document Layout for printing of Payment statement to be sent to the Supplier.
Payment Specification
Default Document Layout for printing of list of payments made with detailed
payment information.
Receipt
Default
Document Layout for printing of Payment receipt statement to the sent to the
Customer.
Deposit report
Default Document layout for printing of Report listing of deposited cash
instruments details.
CRM Documents
Quotations
Default Document Layout for printing of Sales Quotation which is automatically
printed when quotation is printed.
Letter
Default
Document Layout for printing of Letter to Customer.
HRM Documents
Payroll slips
Default Document Layout for printing of Payroll slips to employees.
Resource labels
Default Document Layout for printing of Resource address and job details.
Letter
Default
Documents Layout for printing of Letters to Employees.
Service Documents
Service Slips
Default Document Layout for printing of Service Slips listing service items and
services details.
Logistics Documents
Item labels
Default Document Layout for printing of Item's labels which is used for labeling
items when it is being shipped.
Purchase Order
Default Document Layout for printing of Purchase Order which is triggered when
it is being processed / printed.
Receipt
Default
Document Layout for printing of Items Receipts triggered when Purchases Receipts
are done.
Receipt labels
Default Document Layout for printing of Items labels triggered when Purchases
Receipts are done.
Returns: Supplier
Default Document Layout for printing of Supplier's Return Slip when Purchases
are returned.
Returns: Employee
Default Document Layout for printing of Internal Use Return Slip when Employees
return Items internally.
Confirmation
Default Document Layout for printing of Sales Order Confirmation triggered when
Sales Order Confirmation is done.
Picking list
Default Document Layout for printing of Picking List triggered when Picking List
functionality is executed.
Collective Picking list
Default Document Layout for printing of Collective List Picking
List which is triggered when user selects to print Collective Picking List.
Fulfillment
Default Document Layout for printing of Issue Slip which is triggered when Sales
Order Fulfillment is done.
Delivery Note
Default Document Layout for printing of Delivery Note which is triggered when
Sales Order Fulfillment is done.
Invoice
Default
Document Layout for printing of Invoice which is triggered when Invoice is
processed / printed.
Direct Invoice
Default Document Layout for printing Direct Invoice when Invoice is processed /
printed.
POS
Default
Document Layout for printing of Point Of Sale document listing Items sold
details.
Giro collection slips
Default Document Layout for printing of Giro Collection Slip when collection
made from Invoice Debtor.
Returns: Customer
Default Document Layout for printing of Customer's Return Slip when sales
order's item is returned.
Production order
Default Document Layout for printing of Production Order listing all Items of
the Main Item, which is triggered when Production Order is printed.
New Document Layout Creation
Clicking on the New button displays the Document Layout
creation screen.
Basically this is a blank document layout screen. In here, it
is possible to define labels, texts and insert database fields accordingly
to structure a complete document layout.
Initially the Layout setting can be defined by following menu
path Edit menu / Layout settings.
Enter the Layout Description. Select from the Drop down list
the Layout Description Language.
Key in the Label width that is to be defined on the blank
layout. Key in Label height that is to be defined in the blank layout. Specify
number of labels to be aligned on the blank layout. After making appropriate
settings, click on the OK button.
Now the layout is ready for defining text fields, calculation
fields, database fields, image fields or even for inserting frame.
Insert Frame
To insert frame to the blank document layout, go to menu path
Edit / Insert / Frame.
The block field which is available are dependent on the type
of document layout selected. The above selected document layout is the Item
labels layout, whereby the Block field displayed is Item field block. The Line
height, Line width and Rounding is with default value of 0.1mm. You may specify
a thicker frame line width and rounding size by keying in the desired value.
To select a frame color, click on the Frame color button. The
color scheme selection screen is displayed where the desired color can be
selected. To select a background color, click on the Background color button,
where the color scheme selection screen will be displayed for selection of
background color.
After defining settings for the frame, click on the OK
button. The defined frame is now inserted to the blank document layout.
Insert Image
To insert image to the blank document layout, go to menu path
Edit / Insert / Image.
Click on the OK button. The file lookup screen is displayed,
to browse for image file or document.
Locate the desired image and click on the Open button. Image
is now inserted to the blank document layout.
Insert Text Field
To insert a Text field to the document layout, go to menu
path Edit / Insert / Text field.
Select the appropriate block field. Key in the Text field
label. In the example above, the Text field label is "Item Description". Select
the alignment of how should the text field be place the document layout by
selecting the alignment from the drop down list. In the example above, the
alignment selected is Left alignment.
After making desired entries, click on the OK button. To
cancel insertion of text field, you may select the Cancel button. The text field
is now inserted.
Insert Calculation Field
To insert a calculation field, go to menu path Edit / Insert
/ Calculation Field.
The above screen is where you can define calculation field.
Key in introductory text and subsequent text that would be the label for the
calculation field. Select a specific font color for the Introductory text and
Subsequent text and the Database field.
Specify the decimal places for the calculation field for
Before decimal and After decimal separator. Key in the Label for the calculation
field.
Specify the Result's field type. The results can be Number
field, Text field or a Date field. To hide field, the hide field check box can
be selected. To indicate thousands separator, the Thousands separator checkbox
can be selected. If the results field computed happen to be blank, it is
possible not to display the blank results by selecting the Leave out if blank
checkbox.
It is possible to specify the unit type of how should the
result value should be displayed by selecting the desired unit style from the
Unit drop down list.
Select the alignment of how should the field be displayed on
the document layout for the calculation field, introductory text and subsequent
text.
To define expressions of formula, click on the Change
expression button.
In this screen, to define calculation or expression of
formula for a particular database field, select the field and click on the
insert button. The selected field will be inserted to the Expression space
provided. To insert operators, click on the operators button and select the
desired operator. To insert calculation fields, select the desired field from
the calculation fields drop down list and click on the Insert button. To define
expression for string characters such as to concatenate, trim, round and
replace, select the desired expression and click on the insert button.
After complete defining expressions / formula for the
calculation field, click on the OK button. The calculation field is now complete
defined and is inserted to the document layout.
Insert Database Field
To insert database field, go to menu path Edit / Insert /
Database field.
The above screen displays list of all database fields for the
Item block. To insert a specific database field, select the desired field and
click on the OK button. Before that, user may define the Introductory text and
Subsequent text for the selected database field. Font color for the introductory
text, subsequent text and the database field could also be selected.
Select the desired alignment for the database field,
introductory text and the subsequent text from the drop down list box. Click on
the OK button. The database field is now inserted to the document layout.
Saving Document Layout.
To save the newly defined document layout, click on the Save
button.
Key in the appropriate Layout Name and Layout Description to
the newly created layout. Click on the OK button. The new layout is now saved.
| Main Category: |
Attachments & notes |
Document Type: |
Support - On-line help |
| Category: |
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Security level: |
All - 0 |
| Sub category: |
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Document ID: |
30.046.865 |
| Assortment: |
Exact Globe
|
Date: |
01-04-2021 |
| Release: |
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Attachment: |
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| Disclaimer |