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Printing Mail

This page describes printing Mails in Standard ERP, and lists the fields that you can include in the Form Template that will be used when printing Mails.

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To print a Mail, open it and click the Printer icon in the Button Bar (Windows/Mac OS X only) or select 'Print' from the File menu (all platforms).

When you print a Mail, it will be printed using a Form Template. The Form Template contains the graphic layout design of the printed output i.e. it determines where on the page each piece of information will be placed. Therefore, before you can begin printing Mails, you should design a Form Template (step 1 below), and then specify that the particular Form Template will be used when printing Mails (steps 2-7). You can only follow this process using Windows or Mac OS X, not iOS or Android.

  1. Design the mail Form Template using the Form Template register in the System module. Use the 'Properties' function on the Operations menu to name the Form (in this description, we have used the name "MAIL") and to assign it a Document Type of "Mail".

    A file containing samples of each Form Template including a sample "MAIL" is supplied with Standard ERP: if you want to use these samples as templates for your own designs, import the "UKForms.txt" file as described on the Importing Set-up Data page.

    To include fields in the "MAIL" Form Template, click the [Field] button and then draw a box on the Form Template where the field is to appear. You can move or resize it later if necessary. The 'Field' window opens. The fields that will print the Mail text itself and the addressees are likely to print text on more than one line, so in these cases you should specify a Line Height. If you leave the Line Height at 0 (the default), all the lines of text will be superimposed on each other. If the Style is 10-point Times, a Line Height of at least 10 points is recommended.

    Full instructions for using the Form Template register can be found here, and a full list of the fields you can include in the Template design can be found towards the end of this page.

  2. Having designed the Mail Form Template, you should now specify that it should be used when printing Mails. Remaining in the System module, click the [Forms] button in the Navigation Centre. The 'Forms' list window will be opened: highlight 'Mail'.

  3. Select 'Define Form' from the Operations menu (with 'cog' icon).

  4. In the subsequent 'Form Definition' window, enter "MAIL" in the Form Template field in the first row (you can use 'Paste Special' to ensure the spelling is correct).

  5. Click [Save] to save the Mail Form definition. From now on, the mail Form Template that you have designed will be used whenever you print a Mail.
You can use the following fields when you design the Form Template to be used by the Mail document:

Field in Form TemplatePrints (from Mail record)
Header Fields (these print once per Mail)
CommentSubject
Serial Number (Number Series) Unique identifying number of Mail (generated automatically, not shown in the Mail window)
TextText. You should specify a Line Height for this field
Transaction Date (transdate) Date
Transaction TimeTime
Row Fields (these print once per recipient, so remember to specify a Line Height) (only the sender and the next four address rows will be printed)
AddressAddress (sender or recipient) (prints ".........." in the sixth row if there are six or more address rows)
Transaction Number "From", "To", "Cc" or "Bcc", as appropriate (prints "..." in the sixth row if there are six or more address rows)
Transaction RowRow number
You can also use the following standard fields that are available to all documents:
Field in FormPrints
These fields print information from the Company Info setting:
Chief AccountantChief Accountant
Copy TypeWhen you design a Form, you can use the 'Copies' function on the Operations menu to specify that more than one copy will be printed, and that each copy will be marked with specified text (e.g. "Office Copy", "Customer Copy", etc). This field will print the specified text
DateThe date when the document was printed
Document for Training PurposesPrints the phrase "Document for training purposes Only". This field will only be printed from sample databases.
Invalid InvoicePrints the phrase "Document not valid as an invoice" (prints blank in Sales Cash Notes, Sales Credit Notes, Sales Interest Invoices, Sales Internal Invoices, Sales Invoices, Sales Proforma Invoices and Project Invoices)
Manager / CEOCEO
Own AddressCompany Name and Address. This information will be printed on separate lines, so you should specify a Line Height for this field. Use the Form Settings setting to set the format of this field (e.g. to specify whether blank lines will be printed, whether parts of the address will be printed on the same line, etc.)
Own Address 2Address. This information will be printed on separate lines, so you should specify a Line Height for this field. Use the Form Settings setting to set the format of this field (e.g. to specify whether blank lines will be printed, whether parts of the address will be printed on the same line, etc.)
Own ANA CodeANA Code
Own Bank 1Bank 1
Own Bank 2Bank 2
Own Bank CodeBank Code. This information will only be printed if there is a record in the Banks setting in the Purchase Ledger for the Bank Code specified in the Company Info setting
Own Bank Customer IDBank Customer ID
Own Commercial Registration NumberCommercial Reg. No.
Own Country CodeISO Code from the record in the Countries setting for the Country or, if blank, the Country
Own EmailEmail
Own Fax NumberFax
Own GLNGLN (this field is only visible if the VAT Law in the Company Info setting is set to "Norwegian")
Own Home CommunityHome Community
Own Line of BusinessLine of Business
Own NameCompany Name
Own Registration Number Reg. No.
Own Share CapitalShare Capital
Own Telephone NumberTelephone. If you enter "N" as the Field Argument, the Telephone Number will be printed without spaces or other non-numeric characters
Own VAT Reg. NumberVAT Reg. No.
Own WWW AddressWWW Address
Page NumberPage number
PeriodThe period from the document's specification window
Product NameThe name of the product you are using (i.e. Standard ERP)
Short Underline_______________
TimeThe time when the document was printed
These standard fields print information from the record in the Banks setting in the Purchase Ledger for the Bank Code specified in the Company Info setting:
Own Bank Account (IBAN) Account (IBAN)
Own Bank AddressAddress. This information will be printed on separate lines, so you should specify a Line Height for this field
Own Bank Address 1First line of the Address
Own Bank Address 2Second line of the Address
Own Bank Address 3Third line of the Address
Own Bank Address 4Fourth line of the Address
Own Bank Address 5Fifth line of the Address
Own Bank BIC (SWIFT) BIC (SWIFT)
Own Bank Corr. Acc. Corr. Account
Own Bank ClearingClearing
Own Bank NameName
Own Bank SortingSort Key

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Sending and Receiving Mail in Standard ERP:

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