Help:Billing-Paperwork Format Maintenance

Paperwork Format Maintenance

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This window will display the existing user-definable paperwork formats for the specific format type selected. It enables you to add, modify or remove these various formats. There are three modules in the system which have these user-definable paperwork formats. The specifics of these formats are different for each module. Click on the links below for specific information on each of these modules.

Accounts Recievable

Storage Manager

Customer Service / Dispatch Manager

The header of this window will display the current format selected.

File:IBSCommon-Paperwork Format Maintenance.PNG

[Insert] Press this button to add a new user-defined format.

[Edit] Press this button to change the highlighted record.

[Delete] Press this button to remove the highlighted record.

[Clone Format] Press this button to open a window titled Clone Invoice Format which enables you to make an exact copy of the highlighted invoice format and assign it a new Form ID Number and Description. This is the easiest way to make a copy of an existing invoice format which only needs minor modifications to fit a different purpose.

[Import Format] Press this button to open a window titled Import an ASCII File Format which is used to copy the contents of an existing ASCII Text File into a new report format. You will need to give this new invoice format a new Form ID Number and Description. Frequently multiple companies will use the same type of invoice format with only minor differences in the actual invoice between the companies. The Import Format and Export Format process provides the ability to transfer invoice formats between companies when you have multiple companies using our software. NOTE: This Import Format process also provides the user with a mechanism whereby you can create invoice formats using another software, such as Microsoft Word, and then import that invoice format into the IBS system.

[Export Format] Press this button to open a window titled Export Invoice Format to an ASCII File which is used to copy the current report format into an ASCII Text File. Frequently multiple companies will use the same type of invoice format with only minor differences in the actual invoice between the companies. The Import Format and Export Format process provides the ability to transfer invoice formats between companies when you have multiple companies using our software. Please note that the Export File Name specified on the Export Invoice Format to an ASCII File window must not already exist. This program will NOT overwrite an existing file.

NOTE: The Import/Export options are Module Specific and will ONLY work for importing or exporting formats to/from the same module. Attempting to import/export formats between different modules (e.g., Storage to Accounts Receivable) can cause a problem since the Replacement Variables are specific to each module.

[Print Test] Press this button to print out a test copy of the highlighted format. You can test the format with this button until you have perfected the placement of all fields of data on your form. All character data replacement fields will be represented with "?" and all number data replacement fields will be represented with "#" on the test form.

[Print Variables] Print this button to print a listing of the replacement variables which are specific to the Module/Format type represented on this screen.

[Close] Press this button to close this window and return to the previous window.

[Help] Press this button to call the Help Screen.