Using Forms

You can access the various forms through the Forms command option in Sales Options, Shipping Options, Receivables Options, Purchasing Options and Inventory Options. (See Forms).

1. If there is more than one type of form in a particular section, a Select A Form window will appear displaying the following information:

• Form Name

• Status (pre-printed vs. managed)

  • "Prints one copy of preprinted forms" indicates the form is printed using the pre-printed form.
  • "Copies to – RECIPIENTS" indicates the form is printed using a managed form.

Select the desired form from the list by scrolling to it and pressing Enter.

Beginning with a managed form, the following command options will appear:

• Exit – Select Exit to exit from the forms manager.
• Status – Select Status to switch between managed and pre-printed forms.
  •  When set to pre-printed, only the following command options will appear:
    • Exit – Select Exit to exit and return to the Select A Form window.
      • If the record has been updated, the following prompt will display: "Exit without updating? No/Yes."
        • Select No to return to the command options.
        • Select Yes to exit and return to the Select A Form window.
    • Status – Select Status to switch between pre-printed and managed forms.
    • Update – Select Update to save any changes.
• Change - Select Change to make changes to the current form
• Recipients – Select Recipients to add new recipients or change the font layout for the recipient section.
• Delete Recipient – Select Delete Recipient to delete an existing recipient from the form.
• Print – Select Print to print a sample layout of the form.
• Update – Select Update to save any changes.

The following information describes the footer and recipient field options. Use the command options above to select between the different areas of the form.

The top line will show the form you are current in as well as whether it is pre-printed or forms management.

"Prints one copy of preprinted forms" indicates the form is using the pre-printed form version. "Copies to – RECIPIENTS" indicates the form will be printed using a managed form. Purchase orders and customer price sheets use the managed forms version only

For more information on the using form images see Form Images.

Background Image: Y/N – Allows you to specify whether an image will be printed as a background image, behind the transaction and other images. This image must be named (FormName)_Background.jpg and must be located in the shared NetYield\Data\CompanyName\Images folder. One example of this use would be to place a transparent image of your company logo in the background of a form. This image will print on each page of a multi-page form. Image will be printed.

Top Left Image: Y/N – Allows you to specify whether an image will be printed in the upper left corner of the form. This image must be named (FormName)_TopLeft.jpg and must be located in the shared NetYield\Data\CompanyName\Images folder. If Yes is selected, the Name, Address, Phone, Fax and Email fields will be skipped. If Yes is selected and no such image exists, the registered name of your company will appear in a default font. If No is selected, your company name and address will print based on your system registration information and the Name, Address, Phone, Fax and Email field settings below.

Message Image: Y/N – Allows you to specify whether a Form Message Image will be printed.

• If Yes is selected, the form will automatically print the image named (FormName)_Message.jpg in the lower part of the form, under the data to be printed. This image must be located in the shared NetYield\Data\CompanyName\Images folder.
• If No is selected, then no image will be displayed, and you may specify the Message Text in the following fields (see below).

Licensee Phone

• Prints the Licensee Phone as found in the License Registration as the company Phone on the form: Y = Using, N = Not Using

Licensee Fax

• Prints the Licensee Fax Number as found in the License Registration as the company Fax Number on the form: Y = Using, N = Not Using.

Licensee Email

• Prints the Licensee Email Address as found in the License Registration as the company Email Address on the form: Y = Using, N = Not Using.

Addressing

• Use the first field to add between 0 and 9 lines at the top of the form before the addresses print.
• Use the second field to add between 0 and 9 lines at the left before the addresses print.
• Use third field to print the phone number under the address. Y = print under address, N = not using.

Email Sender

• Prints the Licensee Email Address as found in the License Registration as the company Email Address on the form: Y = Using, N = Not Using.

Message Line (1-4)

• If you are not using a Message Image, you may specify up to 4 lines of text which will appear at the bottom of your form.
• For each of the 4 lines, select Y (Y = Using) to make that line appear.
• Specify the font size and bold/italic settings for that line:
  • Message Line Font Size (between 7 and 16)
  • Print the Message Line Text in Bold: Y = Yes, N = No
  • Print the Message Line Text in Italics: Y = Yes, N = No
• After you enter the Italic Y/N for a line, a text box will appear allowing you to type a message to appear on that line. There is no 'text wrap' from line to line, so carefully consider the wording on each line with respect to the size of the type selected. Smaller type will allow more words per line, but may be less readable. Regardless of how many words fit across one line, there is a maximum of 190 characters in the text box. Enter F10 to exit the text box.

Notes Line (1-2)

• Allows for printing of notes that you wish to appear on the selected form. Y = Using, N = Note using

Recipients

Recipients are used to produce the number of copies of each form. They are the transaction partners to whom the copy of the form will be delivered. You may specify up to 5 recipients and/or email groups for each form. This is especially useful if you are printing your forms on multi-part "NCR" (No Carbon Required) paper. NCR form sets are available for laser or inkjet printers; they are simply not glued together at either end of the form.

Recipient (1-5)

Enter the name of the department or person who will receive this copy of the form (i.e. "Buyer's Copy"). This field will accommodate up to 20 alphanumeric characters. Use the F6 option to create an email group (to send the form via email to the recipients):

• Recipient Font Size (between 7 and 24)
• Print the Recipient in Bold: Y = Yes, N = No
• Print the Recipient in Italics: Y = Yes, N = No

If you use the F6 option, a Select An Email Group window will appear, showing a list of pre-defined recipients for the form. Selecting "Group Name" will send an email automatically when the form is printed. Selecting "Group Name (Optional)" will give you the option of selecting the recipient and sending the form via email. The email will be sent based on the role of the transaction partner. See Using Email in System Output and eContacts for more information.

Security Required : System - System Administration