The Detail Print Format allows you to define the format of your purchase order. This is done with the help of a Forms Format ruler, which measures print lines and print positions. While it is possible to calculate these manually, it can be quite difficult; investing in one of these rulers saves time and improves accuracy. This program features four screens which define:
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General order size parameters (Basic Print Parameters)
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Order body print lines (Order Body Parameters)
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Order stub print lines (Order Stub Parameters)
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Order total lines (Order Total Parameters)
Note: The body of the Purchase Order is defined as the fixed portion of the P.O. (e.g.: Name/Address information). The stub defines the variable portion of the Purchase Order. (e.g.: Quantity ordered, Price, etc.)
Basic Print Parameters
Number Of Print Lines on Order
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Enter the number of lines to be printed on the entire order. For example, an 11-inch form set to print 6 lines per inch enter 66.
Number Of Print Lines on Stub
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Enter the number of print detail lines to be printed on the stub of the order, excluding total lines.
Number Of Print Lines in Body
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Enter the number of print lines contained in the fixed portion of the order to be printed.
Stub First or Last
-
Enter F if the stub is to be printed first on the order.
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Enter L if the stub is to be printed after the body of the order. NOTE: Printing of the stub prior to the body is not available; L must be entered.
Order Body Parameters
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Note: If more than 15 body parameters are entered, the above screen will repeat for 15 additional parameters.
Item
-
The item number to reference at the Field To Change prompt if changes are necessary.
Line
-
The order line number on which to begin printing.
PPS
-
Enter the print position on which to begin printing.
Size
-
For Alpha/Numeric fields enter the size of the field to be printed.
L/R
-
Enter L to left justify the field or R to right justify the field.
Field Name
-
Enter a valid field name for the item you wish to have printed on the order at that print position (see Valid Field Names section). A response of HELP to this field will cause the system to display a list of valid variable names.
Print Mask
Order Stub Parameters
Item
-
The item number to reference at the Field to Change prompt.
Line
-
The order line number on which to begin printing. Note: The system will continue to print detail lines on the next available line until the number of stub lines indicated in the order stub size record have been exhausted or all items have been printed for that order.
PPS
-
Enter the print position on which to begin printing.
Size
For Alpha Numeric fields enter the size of the field to be printed.
L/R
Enter L to left justify the field or R to right justify the field.
Field Name
-
Enter a valid field name for the item you wish to have printed on the order at that print position (see Valid Field Names section). A response of HELP to this field will cause the system to display a list of valid variable names.
Print Mask
-
Enter any valid BASIC print mask
Order Page Continuation Parameters
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The page continuation parameters define what will be printed on the bottom of the PO stub when multiple pages are involved. This prints on all pages except the last page (see total parameters).
Item
-
The item number to reference at the Field To Change prompt.
Line
-
The order line number on which to begin printing.
PPS
-
Enter the print position on which to begin printing.
Size
-
For Alpha/Numeric fields enter the size of the field to be printed.
L/R
-
Enter L to left justify the field or R to right justify the field.
Field Name
-
Enter a valid field name for the item you wish to have printed on the order at that print position (see Valid Field Names section).
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A response of Help to this field will cause the system to display a list of valid variable names.
Print Mask
-
Enter any valid Basic print mask
Valid Field Names
Valid field names may be broken into the eight categories listed below:
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V - Purchase Vendor information
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C - Pay To information
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S - Ship To information
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G - Prints Requisition and Detail General Ledger information
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P - Purchase Order General information
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D - Detail Item information
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T - Totals information
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W - User defined Literal information
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FIELD: |
SIZE: |
DESCRIPTION: |
|---|---|---|
|
V-NUMBER$ |
10 |
Vendor Number |
|
V-NAME$ |
1-40 |
Vendor Name |
|
V-ADDRESS1 |
1-30 |
Vendor First Address line |
|
V-ADDRESS2$ |
1-30 |
Vendor Second Address line |
|
V-ADDRESS3$ |
1-30 |
Vendor Third Address line |
|
V-ADDRESS4$ |
1-30 |
Vendor Fourth Address line |
|
FIELD: |
SIZE: |
DESCRIPTION: |
|---|---|---|
|
V-POSTALCODE$ |
10 |
Vendor Postal/Zip Code10 |
|
V-PAYCODE$ |
2 |
Vendor Currency pay code (eg: US Funds)V-FAX$ Vendor Fax numberV-PHONE$ Vendor Phone number |
|
V-DIST_ACCT_NO$DIST_ACCT_NO$ |
|
District Account number can be printed on PO |
|
C-NUMBER$ |
10 |
Pay to Vendor # |
|
C-NAME$ |
1-40 |
Pay to Vendor Name |
|
C-ADDRESS1$ |
1-30 |
Pay to Vendor First Address line |
|
C-ADDRESS2$ |
1-30 |
Pay to Vendor Second Address Line |
|
C-ADDRESS3$ |
1-30 |
Pay to Vendor Third Address line |
|
C-ADDRESS4$ |
1-30 |
Pay to Vendor Fourth Address line |
|
C-POSTALCODE$ |
10 |
Pay to Vendor Postal/Zip Code |
|
S-NAME$ |
1-40 |
Ship To Name |
|
S-ADDRESS1$ |
1-30 |
Ship To First Address line |
|
S-ADDRESS2$ |
1-30 |
Ship To Second Address line |
|
S-ADDRESS3$ |
1-30 |
Ship To Third Address line |
|
S-ADDRESS4$ |
1-30 |
Ship To Fourth Address line |
|
S-POSTALCODE$ |
10 |
Ship To Postal/Zip Code |
|
S-PHONE$ |
|
Ship To Phone number |
|
S-FAX$ |
|
Ship To Fax number |
|
G-GLNO$ |
20 |
Prints the General Ledger account |
|
FIELD: |
SIZE: |
DESCRIPTION: |
|---|---|---|
|
P-NUMBER$ |
10 |
PO NumberG-REQNO$ 10 Prints the Requisition Number |
|
P-ESTIMATE |
|
Total PO estimate amount |
|
P-IDATE$ |
|
Prints as 880122 |
|
P-IDATE |
9 |
PO date printed in the form DD-MMM-YY. Requires Print 'LLLLLLLLL' |
|
P-IDAYDATE |
2 |
The day portion of the P-IDATE |
|
P-IMONTHDATE |
3 |
The month portion of the P-IDATE$ field. |
|
P-IN_MONTHDATE |
2 |
The month portion of the P-IDATE field as numeric. Requires print mask 'L. |
|
P-IYEARDATE |
2 |
The year portion of the P-IDATE field. |
|
P-DDATE$ |
6 |
Prints as 880301. |
|
P-DDATE |
9 |
Delivery date in 01-MAR-88. Requires print mask 'LLLLLLLL. |
|
P-DDAYDATE |
2 |
The day portion of the P-DDATE field. Requires print mask 'L. |
|
P-DMONTHDATE |
3 |
The month portion of the P-DDATE$ field. |
|
P-DN_MONTHDATE |
2 |
The month portion of the P-DDATE field as numeric. Requires print mask 'L. |
|
P-DYEARDATE |
2 |
The year portion of the P-DDATE field. Requires print mask 'L. |
|
P-BUYER$ |
2 |
Buyer Number |
|
P-ENDUSE$ |
1-30 |
User defined end use field. |
|
P-ENDUSE$ |
1-30 |
User defined end use field. |
|
P-DELTO$ |
1-30 |
User defined Deliver To field. |
|
P-SHIP$ |
1-30 |
User defined Ship To field. |
|
FIELD: |
SIZE: |
DESCRIPTION: |
|---|---|---|
|
P-FOB$ |
1-30 |
Free On Board Designation |
|
P-TERMS$ |
1-30 |
Pay terms (eg: net 30) |
|
P-BATCH$ |
10 |
Batch number used to create the PO. |
|
D-EXTEND |
|
Detail line extended amount |
|
D-ORDERED |
|
Detail line amount ordered |
|
D-PRICE$ |
10 |
Detail line unit price |
|
D-TAXCD$ |
|
The Tax Code fields need not be entered in your print parameters. If using tax codes, these fields automatically print the description of the tax code and the dollar amounts on the line below the last description line printed. |
|
D-ITEM$ |
2 |
Line item number on the PO stub. |
|
D-MEASURE$ |
10 |
Detail line unit of measure |
|
D-DESC$ |
1-50 |
The description field on the purchase order. |
|
D-STOCK$ |
10 |
Inventory stock item number. |
|
D-PART$ |
|
Manufacturers part number. |
|
T-AMOUNT |
|
Total amount of PO |
|
T-ITEM |
|
Total number of items on PO |
|
T-GLN0$ |
|
Prints the first GL account number encountered on a PO in the total section. |
|
T-COMMIT |
|
Prints the committed amount associated with a GL account. (T-GLNOS) |
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T-REST$ |
|
This will print the words 'OTHER GL'S' if there are more GL's on the PO than were specified in the print parameters. |
|
T-R_COMMIT |
|
Prints the total of all commitment amounts associated with T-REST$ |
|
W-LITERAL$ |
1-30 |
User defined print variable - Maximum 30 characters |
W-PAGE$ Will print the page number on the purchase order.
Note: Additional field names are available for the 4th address line in the vendor file if that address line was defined as 'City Province Country' rather than 'Address 4'. These field names will format the information correctly. (Contact PowerSchool for additional information.)
Additional field names are:
Note: Purchase Order Print program creates a print file ('job number.POL') which must be sent to the printer separately. By selecting option 2 in the Purchase Order Print Processing Menu (Print PO's), this file will be created in your directory.
All fields which incorporate a $ are alpha-numeric. Fields which do not feature a $ are numeric and require a print mask.
Certain fields are only functional in certain areas of the PO. The P-, V-, C-, and S- fields pertain only to the 'body' portion of the PO; D- functions only in the 'stub'. These fields are internally stored within the system. The T-field pertains to the total portion only. The W-LITERAL$ field will theoretically function in any of the fields, although for practical purposes it should be implemented only in the 'body' portion of the PO.
Basic Valid Print Masks