ARFRMMNT Accounts Receivable Invoice Form Setup
Invoice Form Setup
Application Overview
We are constantly striving to develop flexible and compatible business applications. The Invoice Form Setup application enhances this objective, by combining Elliott's standard Invoice form definitions, with a procedure that customizes form layout so invoices can be printed on any form designed by your art department or acquired through your forms vendor. This application also permits maintenance of up to 99 definitions that serve various invoicing requirements.
The Invoice Form Setup application is loaded with our standard continuous and laser invoice form definitions. You may use them in conjunction with Elliott or as a template in designing a new definition. The continuous form No. 112 template is predefined as form number 01 in the form layout file. The laser form template is predefined as form number 99 in the form layout file. To use these predefined forms when printing invoices, select Reset from this application's menu bar and choose either Standard or Laser depending on which type of form you are printing on. After resetting the standard or laser form number to the default Elliott layout, make sure that form number is entered in the Default Invoice Form field (#37) in the A/R Setup application. You must also make sure that A/R Setup field #48 (Print On Laser Forms) is set correctly. For more information on these fields, refer to the A/R Setup section of this manual.
For more information on printing service invoices, see Print Service Invoices under the Processing section of this manual.
Invoice Form Setup Terms | |
Term | Definition |
Layout | Refers to the layout definitions entered through the Change function of this application. |
Form | Considered the same as a layout. |
C.P.I.F | Refers to your Custom Printed Invoice Form. |
However if you decide to use some other preprinted form, or design your own, Invoice Form Setup provides the following options.
Change | Enables you to change the settings of any format layout definition on file. You will find that editing an existing layout requires far less effort than designing, a new one from scratch. |
Copy | Used to copy the form definition into the current layout. After this is copied it can be modified further. As mentioned above, the Invoice Form Setup application provides our standard invoice form definition. The settings in this layout are intended to be employed as a default when defining any custom form layout. By using this option you will Copy the provided Elliott layout and then Change it's settings to match the requirements of your company’s C.P.I.F. |
Delete | Deletes form layout definitions. |
Form List | Provides both a summary and detailed listing of any form layout definition on file. |
Print Sample | Prints a sample of any invoice form on file. This option is useful to checking your work on the C.P.I.F after defining a new C.P.I.F layout. |
Reset Form | The Standard option resets the form number 01 to the default Elliott standard service invoice form layout No. 112. The Laser option resets form number 99 to the default Elliott laser service invoice format. These options are particularly useful if you make a mistake, and want to restore the default form layout. |
Print Grid | Enables you to print a layout grid. You can specify the number of lines, and columns to be printed. This can be considered as a primary resource when defining new layout definitions. The layout grid can help you to establish the appropriate line length and column width of each field you want to print. |
Before you begin to design a custom form layout consider the following questions.
1. Which Fields Are To Be Printed?
This refers to the Data or Literal field information printed on your invoice form.
The first type, Data fields are those that display resulting output information from the program. They print only the actual data that will appear in a given field. For example, if the field is named "Company Name", and the data in the field is "Jones Inc.", you are selecting to print that field information, and not the "Company Name" title.
Some additional examples include, the Invoice Number, Invoice Date, Sold To Company Name, Sold To Company Address 1, Sold To Company Address 2, Sold To Company City, State, and Zip Code, Quantity Ordered, Order Date, Unit Price, Net Price, and other field variables.
In contrast, Literal Fields enable you to print special text messages, such as:
TO ORDER CALL 1-800-468-0834
THANK YOU FOR YOUR ORDER
MERRY CHRISTMAS & HAPPY NEW YEAR
If you plan to use Elliott's default form definition as a template please note that its Data and Literal field definitions are preset to match the requirements of our form. Consequently, you will need to change these settings, and determine which fields must be printed or eliminated from your form.
2. What Is The Physical Length And Width Of Your Form?
You need to know the physical line length and column width of the invoice form. Is it 45 lines long and 80 columns wide?...or some other dimension. By using the Print Grid application, print a layout grid on your preprinted form. Then mark the appropriate line length and column width of each field you want to print. This may require several invoice forms until the proper dimensions are determined.
3. What is the Vertical Line And Horizontal Column Position Of Each Field To Be Printed?
This refers to the starting physical line, column, and ending column location position of each printed field. The Print Grid function is your road map in designing a new invoice form. It labels vertical lines and horizontal columns "1234567890."
As illustrated, you can coordinate a given physical location field position, by matching the numbered vertical lines with their corresponding column position. In this example theStarting Vertical Line, and Horizontal column location positions are equal to 3 and 3.
The Ending Vertical Line, and Horizontal column location positions are 3 and 9.
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4. What Is The Starting And Ending Location Of Line Items?
There are eleven input screens in this program. The first requires you to designate the beginning and ending vertical line settings for line item fields.
This becomes the virtual starting point that directs your printer to a physical location where line item literal or data information is printed.
In every subsequent related Line Item input screen, you specify only the relevant Line Item position of a given entry field.
5. How Many Lines Of Information Are To Be Printed For Each Line Item?
You need to specify the amount of line item information to be printed for each transaction.
6. How Many Characters Are To Be Printed In Each Field?
Each data field prints a predetermined number of characters. For example the Customer Name Data field will print 30 alphanumeric characters.
This rule has the same significance when defining a Literal Field. For example, if you want to print MERRY CHRISTMAS & HAPPY NEW YEAR at a given location position, the literal field must support at least 27 characters. If only 20 characters were supported, the printed message would appear as:
MERRY CHRISTMAS & HA
How To Define A Custom Invoice Form
1. Load the C.P.I.F. in your printer.
2. Use Print Grid to print lines on the C.P.I.F. for field and literal placements.
3. Mark settings on the C.P.I.F. that define field and literal placements.
4. Go into Change and enter the new definitions & save your work.
5. Print the new layout on your C.P.I.F.
Run Instructions
Select Invoice Form Setup from the pull down A/R Util_setup window. The following screen will then be displayed:
Invoice Form Setup Entry Screen
The following options are available:
- Change the form definition
- Copy the form definition
- Delete a form definition
- Print a detail or Summary Report listing all forms on file
- Print a sample of the form you are defining
- Reset the application to the default form definition
- Print a grid
To return to the menu bar, press the ESC or F10 key. To leave this application, press X for EXIT when positioned at the menu bar.
Entry Field Descriptions
First Screen
The following tables/load sheets provide the default settings for a Elliott standard C.P.I.F. They are intended to help in the customization of your layout. Copy the following pages for every new layout you wish to define.
Name | Type | Description | Default Setting | New Setting |
1. Form Number | 2 numeric characters. | Enter the form number you wish to change. |
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2. Number Of Lines On Form | 3 numeric characters from 1 to 999. | Enter the total number of lines on the form. | 66 |
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3. Number Of Columns On Form | 3 numeric characters from 1 to 132. | Enter the total number of horizontal columns on the form. | 80 |
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4. Starting Line For Line Items | 3 numeric characters that cannot exceed the total number of lines on the form. | Enter the location position where you wish to start printing line items. | 26 |
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5. Ending Line For Line Items | 1 numeric character. This number of lines cannot exceed the remaining number of lines on the form. | Enter the number of lines that separate each line item. | 55 |
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6. Maximum Lines Per Line Item | 3 numeric characters. This number of lines cannot exceed the remaining number of lines on the form. | Enter the number of lines that separate each line item. | 2 |
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Screens 2-11
Name | Type and Description |
7. Company Name | Literal or data entry permitted. Print company name. |
8. Company Address 1 | Literal or data entry permitted. Print the first line of company address. |
9. Company Address 2 | Literal or data entry permitted. Print the second line of company address. |
10. Company City, State, Zip | Literal or data entry permitted. Print company city, state, and zip code. |
11. Company Phone Number | Literal or data entry permitted. Print company phone number. |
12. Invoice Number | Literal or data entry permitted. Print an invoice number. |
13. Page Number | Literal or data entry permitted. Print the current page number. |
14. Bill To Name | Literal or data entry permitted. Print the name of company to be billed. |
15. Bill To Address 1 | Literal or data entry permitted. Print the first address line of company to be billed. |
16. Bill To Address 2 | Literal or data entry permitted. Print the second address line of company to be billed. |
17. Bill To City, State, Zip | Literal or data entry permitted. Print the second address line of company to be billed. |
18. Bill To Country | Literal or data entry permitted. Print the country of the party to be billed. |
19. Invoice Date | Literal or data entry permitted. Print the date that the transaction was invoiced. |
20. Order Date | Literal or data entry permitted. Print the date that the customer's order was placed. |
21. Customer Number | Literal or data entry permitted. Prints the customer's account number. |
22. Salesman | Literal or data entry permitted. Prints the salesman's number. |
23. Purchase Order Number | Literal or data entry permitted. Prints the buyer's purchase order number. |
24. Job Number | Literal or data entry permitted. Prints the job number relating to this transaction. |
25. Quantity Ordered | Literal or data entry permitted. Prints the number of items ordered. |
26. Service Number | Literal or data entry permitted. Prints the service number of this transaction. |
27. Unit Price | Literal or data entry permitted. Prints the unit price of this item. |
28. Unit | Literal or data entry permitted. Prints the quantity of units sold. |
29. Net Price | Literal or data entry permitted. Prints the net price of all quantities ordered with respect to this line item. |
30. Service Description | Literal or data entry permitted. Prints a description of the service provided with respect to this line item. |
31. Sale Amount | Literal or data entry permitted. Prints a subtotal amount that reflects the price of all line items. But will not include miscellaneous charges, freight, or sales tax. |
32. Sales Tax | Literal or data entry permitted. Prints the sales tax due for this transaction. |
33. Total | Literal or data entry permitted. Prints the grand total amount due. |
34. Comment Line 1 | Literal or data entry permitted. Prints the first comment line. |
35. Comment Line 2 | Literal or data entry permitted. Prints the second comment line. |
36. Comment Line 3 | Literal or data entry permitted. Prints the third comment line. |
37. Terms | Literal or data entry permitted. Print the terms for this customer. |
38. Credit Memo Apply To No | Literal or data entry permitted. Prints the credit memo apply to number associated with this transaction. |
39. Tax Code 1 Description | Literal or data entry permitted. Enter description for Tax Code 1. |
40. Tax Code 1 Amount | Literal or data entry permitted. This is the amount associated with Tax Code 1. |
41. Tax Code 2 Description | Literal or data entry permitted. Enter description for Tax Code 2. |
42. Tax Code 2 Amount | Literal or data entry permitted. This is the amount associated with Tax Code 2. |
43. Tax Code 3 Description | Literal or data entry permitted. Enter description for Tax Code 3. |
44. Tax Code 3 Amount | Literal or data entry permitted. This is the amount associated with Tax Code 3. |
45. Customer Note 1 | Literal or data entry permitted. This is the note field that may be defined in A/R Setup. |
46. Customer Note 2 | Literal or data entry permitted. This is the note field that may be defined in A/R Setup. |
47. Customer Note 3 | Literal or data entry permitted. This is the note field that may be defined in A/R Setup. |
48. Customer Note 4 | Literal or data entry permitted. This is the note field that may be defined in A/R Setup. |
49. Customer Note 5 | Literal or data entry permitted. This is the note field that may be defined in A/R Setup. |
50. Invoice Heading | Literal field entry. Enter any header text in this field. |
51. Credit Memo Heading | Literal field entry. You enter any header text in this field. |
52. Quote Heading | Literal field entry. You enter any header text in this field. |
53. Duplicate Form Message | Literal field entry. Prints *Duplicate* whenever a duplicate form is encountered. |
54. User Defined Line 1 | Literal field entry. This is an extra line for adding additional text. |
55. User Defined Line 2 | Literal field entry. This is an extra line for adding additional text. |
56. User Defined Line 3 | Literal field entry. This is an extra line for adding additional text. |
57. User Defined Line 4 | Literal field entry. This is an extra line for adding additional text. |
58. User Defined Line 5 | Literal field entry. This is an extra line for adding additional text. |
59. User Defined Line 6 | Literal field entry. This is an extra line for adding additional text. |
60. User Defined Line 7 | Literal field entry. This is an extra line for adding additional text. |
61. User Defined Line 8 | Literal field entry. This is an extra line for adding additional text. |
62. User Defined Line 9 | Literal field entry. This is an extra line for adding additional text. |
63. User Defined Line 10 | Literal field entry. This is an extra line for adding additional text. |
64. User Defined Line 11 | Literal field entry. This is an extra line for adding additional text. |
65. User Defined Line 12 | Literal field entry. This is an extra line for adding additional text. |
66. User Defined Line 13 | Literal field entry. This is an extra line for adding additional text. |
Copy Form
Name | Type and Description |
Enter Form Number To Copy From | 2 numeric digits. Enter the form number you wish to copy. |
Enter Form Number To Copy To | 2 numeric digits. Enter the new form number. |
Form List
Name | Type and Description |
Starting Form No | 2 numeric digits. Enter the starting form number, or press RETURN for All. |
Ending Form No | Enter the ending form number. |
Print Detail/Summary | 1 alphabetic character. Enter D for detail or S for summary. |
Sample
This function allows you to print a sample of any of the service invoice form definitions on file. This can be used to check your work when changing a form definition.
Name | Type And Description |
Sample Form No | 2 numeric digits. Enter the number of the service invoice form definition that you wish to print. The form number may not be 00. |
Reset
This function allows you to reset a form number to the default Elliott standard (i.e. continuous) or laser form definition. The Standard option will reset form number 01 to the default standard form definition. The Laser option will reset form number 99 to the default Elliott laser form definition.
Standard
Name | Type And Description |
Are You Sure? | Y or N. Enter Y to reset form number 01 to the default standard Elliott service invoice form definition. |
Laser
Name | Type And Description |
Are You Sure? | Y or N. Enter Y to reset form number 99 to the default laser Elliott service invoice form definition. |
Grid
Name | Type and Description |
Enter Number Of Lines On The Form | 2 numeric digits. Enter the number of lines to print on the form. |
Enter Number Of Columns On The Form | 2 numeric digits. Enter the number of columns. |
Enter Interval To Mark Lines | 2 numeric digits. This will mark a horizontal line on the grid for every interval. |
Enter Interval To Mark Columns | 2 numeric digits. This will mark a vertical line on the grid for every interval. |
Invoice Form Setup (Screen #2)
Invoice Form Setup (Screen #3)
Invoice Form Setup (Screen #4)
Invoice Form Setup (Screen #5)
Invoice Form Setup (Screen #6)
Invoice Form Setup (Screen #7)
Invoice Form Setup (Screen #8)
Invoice Setup Screen (Screen #9)
Invoice Setup Screen (Screen #10)
Invoice Form Setup (Screen #11)
Invoice (Copy Form)
Invoice Form Setup (Form List)
Sample Form Print
Reset Form To Elliott Standard Definition
Reset Form To Elliott Laser Definition
Form List
F O R M L I S T
‑‑‑‑‑‑‑‑‑‑‑‑‑‑‑‑‑‑‑‑‑‑‑ Literal ‑‑‑‑‑‑‑‑‑‑‑‑‑‑‑‑‑‑‑‑‑‑‑ ‑‑‑‑‑‑ Data ‑‑‑‑‑‑
Field No Field Name Print Line Col End‑Col Text Print Line Col End‑Col
1 Form No 1 Elliott Service Invoice Format
2 Number Of Lines 48
3 Number Of Columns 80
4 Starting Item Line 25
5 Ending Item Line 41
6 Lines Per Item 1
7 Company Name N N
8 Company Address 1 N N
9 Company Address 2 N N
10 Company City, State, Zip N N
11 Company Phone Number N N
12 Invoice Number N Y 4 67 72
13 Page Number N Y 4 76 78
14 Bill To Name N Y 16 12 41
15 Bill To Address 1 N Y 17 12 41
16 Bill To Address 2 N Y 18 12 41
17 Bill To City, State, Zip N Y 19 12 41
18 Bill To Country N N
19 Invoice Date N Y 8 68 75
20 Order Date N N
21 Customer Number N Y 20 57 62
22 Salesman N Y 20 74 76
23 Purchase Order Number N Y 16 69 78
24 Job Number N Y 20 65 70
25 Quantity Ordered N Y 1 39 50
26 Service Number N N
27 Unit Price N Y 1 52 64
28 Unit N Y 1 34 37
29 Net Price N Y 1 66 79
F O R M L I S T
‑‑‑‑‑‑‑‑‑‑‑‑‑‑‑‑‑‑‑‑‑‑‑ Literal ‑‑‑‑‑‑‑‑‑‑‑‑‑‑‑‑‑‑‑‑‑‑‑ ‑‑‑‑‑‑ Data ‑‑‑‑‑‑
Form No Field Name Print Line Col End‑Col Text Print Line Col End‑Col
30 Service Description N Y 1 3 32
31 Sale Amount N Y 43 66 79
32 Sales Tax N Y 45 68 79
33 Total N Y 47 66 79
34 Comment Line 1 N Y 44 14 48
35 Comment Line 2 N Y 45 14 48
36 Comment Line 3 N Y 46 14 48
37 Terms N Y 12 64 78
38 Credit Memo Apply To No Y 22 56 64 Apply To: Y 22 66 71
39 Tax Code 1 Description N N
40 Tax Code 1 Amount N N
41 Tax Code 2 Description N N
42 Tax Code 2 Amount N N
43 Tax Code 3 Description N N
44 Tax Code 3 Amount N N
45 Customer Note 1 N N
46 Customer Note 2 N N
47 Customer Note 3 N N
48 Customer Note 4 N N
49 Customer Note 5 N N
50 Invoice Heading Y 16 59 65 INVOICE
51 Credit Memo Heading Y 16 57 67 CREDIT MEMO
52 Quote Heading Y 16 60 64 QUOTE
53 Duplicate Form Message N
54 User Defined Line 1 N
55 User Defined Line 2 N
56 User Defined Line 3 N
57 User Defined Line 4 N
58 User Defined Line 5 N
59 User Defined Line 6 N
S A M P L E I N V O I C E F O R M
999999 999
99/99/99
XXXXXXXXXXXXXXX
XXXXXXXXXXXXXXXXXXXXXXXXXXXXXX INVOICE XXXXXXXXXX
XXXXXXXXXXXXXXXXXXXXXXXXXXXXXX
XXXXXXXXXXXXXXXXXXXXXXXXXXXXXX
XXXXXXXXXXXXXXXXXXXXXXXXXXXXXX
999999 XXXXXX XXX
Apply To: 999999
XXXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXXX 999,999,999‑ 999,999.9999‑ 9,999,999.99CR
XXXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXXX 999,999,999‑ 999,999.9999‑ 9,999,999.99CR
XXXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXXX 999,999,999‑ 999,999.9999‑ 9,999,999.99CR
XXXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXXX 999,999,999‑ 999,999.9999‑ 9,999,999.99CR
XXXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXXX 999,999,999‑ 999,999.9999‑ 9,999,999.99CR
XXXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXXX 999,999,999‑ 999,999.9999‑ 9,999,999.99CR
XXXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXXX 999,999,999‑ 999,999.9999‑ 9,999,999.99CR
XXXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXXX 999,999,999‑ 999,999.9999‑ 9,999,999.99CR
XXXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXXX 999,999,999‑ 999,999.9999‑ 9,999,999.99CR
XXXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXXX 999,999,999‑ 999,999.9999‑ 9,999,999.99CR
XXXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXXX 999,999,999‑ 999,999.9999‑ 9,999,999.99CR
XXXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXXX 999,999,999‑ 999,999.9999‑ 9,999,999.99CR
XXXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXXX 999,999,999‑ 999,999.9999‑ 9,999,999.99CR
XXXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXXX 999,999,999‑ 999,999.9999‑ 9,999,999.99CR
XXXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXXX 999,999,999‑ 999,999.9999‑ 9,999,999.99CR
9,999,999.99CR
XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX
XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX 999,999.99CR
XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX
9,999,999.99CR
12345678901234567890123456789012345678901234567890123456789012345678901234567890
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30_______|_________|_________|_________|_________|_________|_________|________30
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REPORTS--GRID