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Values in Text - Including Amounts in Words in Forms

This page describes printing amounts in words rather than figures in forms using information entered in the Values in Text setting. Please follow these links for descriptions of the other parts of this setting:
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When you need amounts to be printed on a form in words as defined in the Values in Text setting, follow the steps below. You can only follow this process using Windows or Mac OS X, not iOS or Android.
  1. In the System module, open the Form Template register by clicking the [Registers] button in the Navigation Centre and double-clicking 'Form Templates' in the resulting list.

  2. A list of Form Templates is opened. Find the one that is to feature the amount in words and double-click, or select 'New' from the Create menu in the Button Bar to create a new Form Template.

  3. You can include fields that will print amounts in words in Form Templates of many types. Please refer to the Fields that use the Values in Text setting page for a full list.

    To add a field that will print an amount in words in your Form Template, click the [Field] button and then draw a box where the amount in words is to appear. In the dialogue box that opens when you release the mouse button, place the insertion point in the Fieldname field and use 'Paste Special' to bring up a list of fields.

    Depending on the Form Type, the name of the field that will print the amount in words will usually be "Amount in Text" (as in the illustration) or "To Pay in Text". Double-click one of these as appropriate. Design the rest of the Form Template (full details are to be found here) and save it. An example (intended for printing on pre-printed stationery) is shown below:

    When printed, it will look like this:

The phrase "One thousand three hundred and ninety eight pounds 76 pence only" will be printed in the "Amount in Text" field. This phrase is constructed using a Values in Text record chosen as follows:
  1. The Values in Text record for the Language specified in the record being printed will be used. In some cases (e.g. Payments and Receipts), the record being printed won't itself have a Language so the Language from the connected Supplier or Customer will be used.

  2. If the record being printed doesn't have a Language field or that field is empty, the Values in Text record for the Language specified in the current user's Person record will be used.

  3. The Language specified in the Company Info setting will be used.
If a record in the Values in Text setting exists and nothing is printed where an amount in words is expected, the probable cause is that the Language fields in all three places are empty.

Including Amounts in Words in Cheques

When printing cheques in some countries, the amount in words is broken down so that the word for each digit is printed separately, sometimes in its own box. An example is shown in the illustration below:

You can print a cheque in this format from a Payment record using the Cheque Document and Payment forms in the Purchase Ledger. This is the Form Template that was used to print the cheque illustrated above:

The following fields have been included in the Form Template design, allowing words for each digit to be printed separately. You can include the Amount in Text field in many Form Templates, but you can only use the other fields in the Form Templates that will be used by the Cheque Document and Payment forms:
Amount in Text
The full amount is printed in words.

Amount in Text, Cents
Both digits after the decimal point are printed in words. This is always printed in words, even if it was specified on card 2 of the relevant Value in Text record that the Minor Currency is to be printed as a number.

Amount in Text, Units
The first digit before the decimal point is printed in words (the units).

Amount in Text, Tens
The second digit before the decimal point is printed in words (the tens).

Amount in Text, Hundreds
The third digit before the decimal point is printed in words (the hundreds).

Amount in Text, Thousands
The fourth digit before the decimal point is printed in words (the thousands).

Amount in Text, 10 Thousands
The fifth digit before the decimal point is printed in words.

Amount in Text, 100 Thousands
The sixth digit before the decimal point is printed in words.

Amount in Text, Millions
The seventh digit before the decimal point is printed in words.

Amount in Text, 10 Millions
The eighth digit before the decimal point is printed in words.

Amount in Text, 100 Millions
The ninth digit before the decimal point is printed in words.
Please refer to the Fields that use the Values in Text setting page for a full list of the fields that you can use when you need amounts to be printed in words or phrases.

Please follow the links below for more details about the Values in Text setting:

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Settings in the System module: