Document Configuration - Order Processing Document

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The Platinum System " Order Processing" allows the layout of your outgoing Order Processing documents to be configured to print the details you require. This is done using a system of "tokens" which represent the items you wish to print, and their positions on the Document.

This article is for the following documents :-

  • "Purchase Orders"
  • "Delivery (or Advice) Notes"
  • "Order Confirmations"
  • "Picking Lists"

Layout Data Formats

Formats are stored in a special file, which must be accessed through the format amendments programs. It cannot be edited from outside the Platinum System.

A library of "Standard Formats" is available. These are automatically copied to the "User Format" the first time a document is printed, and may be copied manually if, for instance, you wish to start using pre-printed stationary where before you were using plain paper.

If required, you may assign special formats to certain Accounts, and/or assign these formats to different print records from the default. A format name may be up to 11 characters in length, and contain any combination of typeable characters.

Layout Tokens

Tokens are indicated by the character '~' followed by a number (the token identifier).

These identifiers may be up to 3 digits in length in the range 1 to 999. Tokens each have specific uses, which are listed below.

Parameters

Some tokens may also be given parameters. The number of parameters vary for each token. To specify a token with parameters the token must be followed by a comma then parameter. Each parameter is similarly divided from the next by a comma (no terminating comma is required).

Document Areas

For the purposes of configuration, the document layouts are divided into 3 main areas: "Headings", "Body" & "Footings".

Area Tokens

~100 Configuration Section Start
~199 Configuration Section End
~200 Heading Block (First Page) Start
~299 Heading Block (First Page) End
~300 Heading Block (Continuation) Start
~399 Heading Block (Continuation) End
~400 Footing Block (Continuation) Start
~499 Footing Block (Continuation) End
~500 Footing Block (Last Page) Start
~599 Footing Block (Last Page) End
~600 Body Block Start
~699 Body Block End
~700 Totals Configuration Block Start
~799 Totals Configuration Block End
~800 Tax Configuration Block Start
~899 Tax Configuration Block End

Tokens

General Tokens

These can appear in either Headers or Footers.

~1
(30 characters)
Account Name
~2,n
(30 characters)
Account Address Line
n = 1 -> 5
The line of the address.
~3,n Account Code/Reference
n = 0
(6 characters)
Print account code.
n = 1
(6/10 characters)
Print Account Reference if not spaces, otherwise prints Account Code.
n = 2
(6/10 characters)
Print Account Reference if not spaces and is set to print on Purchase Orders, otherwise prints Account Code.
~4,n Telephone Number/Email Address
n = 0
(15 characters)
Telephone Number.
n = 1
(20 characters)
Mobile Number.
n = 2
(60 characters)
Email Address.
~5
(15 characters)
Fax Number
~6,n,m Account Notes Line
n = 1 -> 5
The line of the notes.
m = 0
(40 characters)
Print Notes information.
m = 1
(10 characters)
Print Notes prompt.
~7
(3 characters)
Page Number
~8,n User Date
n = 0
(10 characters)
Short format. e.g. 'DD/MM/CCYY'.
n = 1
(32 characters)
Long Format. (left justified) e.g. 'Friday, 31st January 20??'.
n = 2
(32 characters)
Long Format. (right justified) e.g. 'Friday, 31st January 20??'.
~9,n
(15 characters)
Your Order Number
n = 0
Order Number.
n = 2
Order Number (Condensed if over 8 characters in length).
~8,n Document Date
n = 0
(10 characters)
Short format. e.g. 'DD/MM/CCYY'.
n = 1
(32 characters)
Long Format. (left justified) e.g. 'Friday, 31st January 20??'.
n = 2
(32 characters)
Long Format. (right justified) e.g. 'Friday, 31st January 20??'.
~11,n
(40 characters)
Company Name
n = 1 -> 2
The line of the name.
~12,n
(50 characters)
Company Address
n = 1 -> 5
The line of the address.
~13,n
(one line)
Heading Line
n = 1 -> 2
Heading text.
~14,n
(one line)
Footing Line
n = 1 -> 3
Footing text.
~15
(11 characters)
Heading Document Type
~17 Top Left hand corner of Totals Block

Use if totals are to be printed in self configuring block. See below.

~18 Top Left hand corner of Tax Details Block

Use if tax is to be printed in self configuring block. See below.

~19
(10 characters)
Total: Amount Before Tax or Blanket Discount
~22
(10 characters)
Total: Tax Amount
~23
(10 characters)
Total: Amount after Tax and Blanket Discounts
~27,n
(5 characters)
Percentage Charged at Tax Rate
n = 1 -> 4
The Tax Rate.
~28,n
(10 characters)
Description for Tax Rate
n = 1 -> 4
The Tax Rate.
~29,n
(10 characters)
Amount Taxed at Tax Rate
n = 1 -> 4
The Tax Rate.
~30,n
(10 characters)
Amount of Tax Charged at Tax Rate
n = 1 -> 4
The Tax Rate.
~31,n
(10 characters)
Amount after Tax at Tax Rate
n = 1 -> 4
The Tax Rate.
~32
(3 characters)
Total Number of Pages
~33
(6 characters)
Account Group
~34,n Skip line unless Document Type Match

This token is only applicable to "Delivery Notes"

n = 1
No pricing information specified.
n = 2
Delivery Notes contains Pricing information, and hence will probably require different headings and footings.
~44,n
(30 characters)
Delivery Addresses
n = 1 -> 5
The line of the address.
~45,n
(5 characters)
Current Time
n = 0
(5 characters)
24 Hour format. e.g. 'HH:MM'.
n = 1
(7 characters)
am/pm format. e.g. 'HH:MMpm'.
~48
(8 characters)
Delivery Note/Goods Received Note/Picking List Number
~49,n
(15 characters)
Customer/Supplier Order Number
n = 0
Order Number.
n = 2
Order Number (Condensed if over 8 characters in length).
~50 Skip block until next ~50

Print Spaces if delivery address is blank.

~51
(10 characters)
Total Quantity - Excludes Backorder Items
~52,n
(60 characters)
Order Extra Notes
n = 1 -> 999
Order Extra Note line index.
~53
(10 characters)
Delivery Note: Delivery Method, if entered
~54
(10 characters)
Delivery Note: Consignment Number, if entered
~55
(6 characters)
Prints the (Country Determined) word for Tax
~56
(3 characters)
Do not print this line if blank
As this token is used to control 'style' and doesn't actually output anything other than 3 spaces to cover the size of token (i.e. '~##') it should be placed at the end of the format line, to avoid interfering with the flow of the text.
~57 Skip block until next ~57

Print Spaces if all Items have a date equal to the User Date (e.g. headings.).

~58 Skip block until next ~58

Print Spaces if no Items have an individual discount applied (e.g. headings.).

~59
(4 characters)
Delivery note: Number of boxes
~61,n
(8 characters)
User/Group Name
n = 0
Currently logged in user.
n = 1
User who created the order.
~62
(10 characters)
Total Weight

Excludes Backorder Items.

~63
(10 characters)
Total Volume

Excludes Backorder Items.

~65,n
(3 characters)
Order Status
n = 0
Status Code.
n = 1
Status Description.
~211
(10 characters)
Account Reference
~212,n
(10 characters)
Barcode Checksum/Total

Total of all the barcode number for each Stock Code on the document.

n
Number of digits to print.
~213,n
(1 character)
Account Analysis Code
n = 1 -> 9
Analysis Code index.
~214,n,m Account Analysis Description
n = 1 -> 9
Analysis Description index.
m = 0
(15 characters)
First 15 characters of description.
m = >0
(Up to 30)
The full description.
~215,n
(60 characters)
Account Extra Notes
n = 1 -> 999
Account Extra Note line index.
~224
(30 characters)
History Notes

For Goods Received Notes.

~234
(30 characters)
Account V.A.T. Registration Number
~255,"x" Skip block until next ~255

Print spaces if the account does not have the given account attribute set.

"x"
The code of the account attribute which must be set in order to print content.
~256,n,"x",m
(30 characters)
Account Attribute

Print an account attribute code or description.

n
The index of the account attribute category to print. For example, entering '1' here would print the first attribute from the given category.
"x"
The attribute category from which the acccount attribute to print is located.
m = 0
Print the attribute code
m = 1 -> 30
The number of characters to print from the attribute description.
~401
(80 characters)
Top Left hand corner of Credit Charge Text Block

The Credit Charge Text Block is defined in " Reports & Settings Maintenance Options System Administrator Credit Charge Settings" and configures itself according to the details of the current document.

~402
(10 characters)
Total: Amount of any Credit Charge Applicable to the Current Document.
~403
(10 characters)
Total: Gross total for the current document, plus any applicable Credit Charge.

Configuration Tokens

These affect the overall layout of the Documents, and should be grouped together at the head of the layout file.

Document Blocks

The block information can either be supplied by you, in which case you should leave the parameters blank to begin with, and fill the values in when you are happy with the rest of the file; or the compiler can track the values down itself, which will marginally slow down the compilation process.

~101,n,m 1st Page Heading Block
n
Start Line (i.e. Line for '~200').
m
End Line (i.e. Line for '~299').
~102,n,m Continuation Page Heading Block
n
Start Line (i.e. Line for '~300').
m
End Line (i.e. Line for '~399').
~103,n,m Continued Page Footing Block
n
Start Line (i.e. Line for '~400').
m
End Line (i.e. Line for '~499').
~104,n,m Final Page Footing Block
n
Start Line (i.e. Line for '~500').
m
End Line (i.e. Line for '~599').

Document Configuration

~105,n,m,l Enables grouping of multiple Stock Codes

Enables grouping of multiple Stock Codes into single lines on the document. The parameter 'n' is the number of characters at the start of the code which must be identical for the codes to be grouped. parameter 'm' is the number of characters following these parameter 'n' characters which must be identical in order for the items to occupy one "column". parameter 'l' is the number of "columns" allowed per line..

~109,n Body Print Style, Document Style 1
n = 0
Standard.
n = 1
Condensed.
~110,n Body Print Style, Document Style 2
Document Style 2 applies only to "Delivery Notes", which may be printed with pricing & totals information. This is referred to as Document Style 2. The position of items within the Document Body for Document Style 2 is dictated by "Parm 2".
n = 0
Standard.
n = 1
Condensed.
~111,n Line Skip
n = 0
No Line Skip.
n = 1
Line Skip between Items.
~112,n Heading Block
n => 1
The line to start printing.
~113,n,m Body Block
n
The line to start printing.
m
Depth (Number of lines to print).
~114,n Footing Block
n
The line to start printing.
~115,n Form Length
n
Number of Lines per Page.
~117,n,m Back Order information

Prints a section after the Order Items consisting of Items on backorder for the current account, using the same line layout as for the Order Items.

"On Backorder" in this context refers to Items which still have both "Completion" and "Delivery" outstanding.
n = 0
Suppresses Tax and Totals information.
n = 1
Includes Tax and Totals information.
m
Column position for "Following Items on Backorder :-" text.
~198 Currency conversion configuration
  • See Currency Conversions at the end of this article for more details.

Body Block

General Information

'~6nn,1,2,3,"4",5,6,"7"' where '~6nn' represents an item, described below, which you wish to be printed in the document body.

All have up to seven parameters :-

Parm 1 - 'n'
Column Position across from the left of the page (Document Style 1).
Parm 2 - 'm'
Column Position across from the left of the page (Document Style 2). Delivery notes only.
Parm 3 - 'l'
Varies by Token. If not used, and parm 4 or above are needed, should be skipped by placing the commas next to each other. i.e. ~6nn,1,2,,"4",5.
Generally, for numeric tokens, which print by default to two decimal places.
  • '0' - Quantity : Trailing Zeroes are Stripped off. Currency : Zero figures are not printed.
  • '1' - Quantity : Trailing Zeroes are NOT Stripped. Currency : Zero figures are printed.
  • '2' - As '0', but allow 3 decimal places.
  • '3' - As '1', but allow 3 decimal places.
Parm 4 - 'x'
Optional. Varies by token. If used should be contained in quotes. If not used and parm 5 or above required, should be skipped in the same way as parm 3. i.e. ~6nn,1,2,3,,5
Parm 5 - 'k'
Column, when '~105' is used. See above. Up to 10 columns are allowed, limited by the "col" parameter after '~105'. If the body token is to refer to the line total, or main text item, then this parameter should be '0' (the default). If it is to refer to the value for a specific column then it should be given the value 1 - 10.
Parm 6 - 'j'
Varies by Token. If not used, and parms 7 or above are needed, should be skipped by placing the commas next to each other. i.e. ~6nn,1,2,3,"4",5,,"7".
Parm 7 - 'w'
Optional. Varies by token. If used should be contained in quotes.
Body Tokens may be used in the Headers or Footers, and will in this case take their value from the first order which appears on the Document.
  • Parameters 'n' & 'm' are not used at all, so if a Body Token were used in the Header its first Parameter would act as Parameter 'l' would if it were used in the Body.

==== Body Tokens ====>>BOT-0 https://www.catalyst-uk-support.com/kb/ REF:opdocssales New redirection changes

  1. REDIRECT Invoice/Credit Configuration - Order Processing Document
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