CUSTOMISATION DESIGNER REPX INSTRUCTIONS PM V.11...The core reporting tool has been changed from a 3rd party tool called ActiveReports developed by Grapecity (formerly called Datadynamics)

CUSTOMISATION DESIGNER REPX INSTRUCTIONS

Practice Management

Version 11

REPX Invoices and Statements

Customisation Designer Repx Instructions | REPX Invoices and Statements

Reckon Ltd | PAGE 2 OF 57

Author

Created and Published by Reckon Limited Level 2, 100 Pacific Highway North Sydney NSW 2060 Australia ACN 003 348 730 All Rights Reserved Copyright © 2015 Reckon Limited

Copyright & Trademarks No part of these materials may be reproduced or transmitted in any form or by any means, including photocopying, without written permission of Reckon Limited.

Every effort has been made to ensure the accuracy and completeness of this manual. However, neither Reckon Limited, its subsidiaries, employees and agents, are liable for any errors or omissions. This document should not be relied on as a detailed specification of the system. In addition, Reckon Limited reserves the right to issue revisions, enhancements and improvements to Reckon APS software or any other Reckon software at any time without notice. Every effort will be made to ensure that the manual is updated concurrently and that the user is not inconvenienced as a result of any change.



Reckon, Reckon logos, R logos, Reckon APS, Advance and Accountable Technology are trademarks of Reckon Limited.



Contents

Introduction ............................................................................................................................ 6 Prerequisites ......................................................................................................................... 7

Configuration Steps ............................................................................................................... 8

Information Gathering.......................................................................................................... 10 General Info / Scope ........................................................................................................... 10 Layout ................................................................................................................................. 10

Report Layout Changes ....................................................................................................... 11

Correspondence Administration Tools.............................................................................. 12 Running the Correspondence Administration Application .................................................. 12 Using the Customisations Backup Tool .............................................................................. 13

Generating the Zip File ................................................................................................................... 13 Contents of the ZIP file ................................................................................................................... 14

Basic Layout Changes ......................................................................................................... 15 Report Designer Tab ........................................................................................................... 16

Designer Tab .................................................................................................................................. 16 Understanding Invoice and Statement Report Sections ..................................................... 17

Statement Report Sections ............................................................................................................ 18 Invoice Report Sections ................................................................................................................. 19

Pre-Printed Stationary ......................................................................................................... 20 How to Add a Logo ............................................................................................................. 21

Embedding Images ........................................................................................................................ 21 Image Preparation .......................................................................................................................... 23

Minimising File Sizes ........................................................................................................... 24

How to Edit and Move Text Fields ...................................................................................... 25 Editing Text Fields .......................................................................................................................... 25 Moving Text Fields ......................................................................................................................... 25 Previewing Changes ...................................................................................................................... 26

Tips and Gotchas ................................................................................................................ 27 Margins ........................................................................................................................................ 27 PDF Export Options ....................................................................................................................... 28

Other Configuration Options .............................................................................................. 32 Statement ............................................................................................................................ 32

Binding Controls to Data ..................................................................................................... 33



Binding to Data Fields .................................................................................................................... 33 Binding to Parameters .................................................................................................................... 39

Loading Schema (*.XSD) Files ............................................................................................ 41

APPENDIX A – Standard Fields for Invoices and Statements ......................................... 44 Available Fields – Invoice ................................................................................................... 44 Available Fields – Statement .............................................................................................. 50 Available Parameters – Statement ..................................................................................... 57



Introduction

APS Practice Management version 10 introduced a new technology for Invoice and Statement reporting to align with the Bulk Email Invoice and Statements functionality.

Practice Management version 11 provides the tool to update and customise your own Invoices and Statements.

The core reporting tool has been changed from a 3rd party tool called ActiveReports developed by Grapecity (formerly called Datadynamics) to the DevExpress reporting toolset (Called XtraReport). REPX refers to the file extension used by the DevExpress reporting tool for report layout files.

As part of this major change to the way that Invoices and Statements are physically generated, Reckon has now also had the opportunity to completely review how Invoices and Statements are customised.

NOTE:

The information in this document only applies to clients that are planning to use REPX reports. For clients that have not enabled REPX, the existing Invoice and Statement reports will continue to function with no change.

The core differences in the customisation options / process for PM 10 with REPX enabled are:

• There is now a clean separation between Report Layouts and business logic. • Both Invoice and Statement report layouts can now be modified using a standalone

report design tool. • Many additional standard fields at both Client and Entity level are available to both the

Invoice and Statement.

The purpose of this document is to describe in detail the steps required making changes to an existing customised REPX report; in particular:

• Cosmetic Changes. • Adding any other custom fields to the Invoice or Statement. • Changes to the process required to successfully customise Invoices and Statements.



Prerequisites

• Practice Management version 11 • “Use REPX Layouts” SUPS setting (under CORRESPONDENCE) is set to True on your

target database. • JOE permissions to access the Correspondence page in the Entity admin console. • JOE permission to access the SUPS admin console. • Access to the ADV2000 folder.

• Access to the stand-alone report design tool, DesignerRepx.exe.



Configuration Steps

The following generic steps should be followed when performing REPX Invoice and Statement Customisations. The process describes the customisation steps required for one set of Invoice / Statement reports for a single Entity.

If customisations for multiple Entities are required, then follow the process below for each Entity.

Ref Configuration Step Explanation

1 Information Gathering Gather information in section “Information Gathering” before you begin.

2 Backing up Templates Back up all Repx templates, scripts and Entity information through the Correspondence Administration tool.

3 Choose Starting Templates Choose the correct starting template for Invoice and Statements

4 Make Layout Changes This shows how to make layout changes to the reports using the standalone report design tool, a complete list of standard fields, as well as how to incorporate custom information generated in sections 4 through 7 onto the reports.

5 Configure system wide SUPS settings

This shows the currently only configurable setting, FullPageRemiitance, which determines whether Statements should show the Remittance Advice only on the last page, or on all pages. This applies to all Statements.

6 Configure Entities to use the new Layouts

Open the Entities admin console and select the Correspondence page. This page may be hidden if you do not have the necessary JOE permissions to see it. Enable this in JOE (System Admin Consoles -> Entities -> Correspondence) if required.

Change the values for the following rows:

• Invoice Layout • Statement Layout

Use the […] buttons to the right of the settings to choose your newly modified REPX files

Note: It is strongly recommended that Layout files are stored in a Network location rather than a local drive. This will simplify deployment of any layout change as they do not need to be deployed to each user’s local hard drive.

7 Customise additional Entities If there are multiple layouts, then repeat steps 3 through 8 as required.

8 Testing Recommended minimum testing – (for each entity / layout):

1) Single page Invoice 2) Multi page Invoice 3) Single page Statement 4) Multi page Statement 5) If the entity is a consolidating entity for statements, then



ensure testing includes at least one statement that contains transactions for all entities being consolidated, as well as one that does not.

6) If the practice is using the HideForPrint Tag to enable printing on pre-printed stationary, then testing must include at least one printed and one emailed iteration



Information Gathering

General Info / Scope

Ref Question Technical Details / Explanation

1 Entities / layouts Each different Invoice and Statement Layout will result in a separate .REPX layout file. Often there is one Invoice and one Statement Layout per entity.

Document a list of required Layouts and their Entities.

2 Are any other fields required that are not part of the standard templates?

For each field, determine:

• For which Entities / Layouts are these required. • Description / calculation of the field / how is this to be

sourced / calculated? • For which reports is this field required? Statement /

Draft Invoice / Posted invoice? Will the calculation be the same?

• Where on the report(s) is this field to be displayed? • Any special formatting instructions? Eg. Decimal

places? Prefix / post fix?

Layout

Ref Question Technical Details / Explanation

1 Is printing done to pre-printed letterhead stationary for printed Invoices or Statements?

Specific controls in the Report Header / Footer can be Tagged with the value “HideForPrint” to indicate that they should be hidden when producing printed output (but shown when generating Emails)

2 If logos are required, these need to be in good quality.

Logos needs to be above 150 ppi (points per inch) resolutions when scaled to the required size for printing. If predominantly Email, then resolution can be at the lower end of this scale. Image preferably in raster format (JPG, PNG, GIF, TIFF, BMP etc).

Will the logos be in colour or black and white? If black and white, then is it acceptable to have images on emails in black and white also? It is possible to achieve better readability / resolution with black and white images while keeping file sizes small.

3 Is a custom font required? What sizes are to be used?

If the font is not a common font, then the font must be installed and be true type font files.

At present only True Type fonts are supported by our report writer. If the font is OpenType or other format, then contact the marketing company for a TrueType equivalent.



Report Layout Changes

Report layout changes can to be performed using a standalone tool called DesignerRepx.exe

DesignerRepx.exe

This tool can be found in the adv2000 directory.

The purpose of this document is to:

1) Describe how basic layout changes can be accomplished. 2) Provide a reference for reporting structure of Reckon template reports.

A complete list of all available standard fields is contained in Appendix A.

DesignerRepx is a tool provided by Devexpress, the developers of our 3rd party reporting tool, XtraReports. It is not directly supported by Reckon.



Correspondence Administration Tools

A separate application ships with PM11 that provides access to two additional tools that can make setting up and administering Correspondence easier.

1. Customisations – A means to create backups of all REPX Customisation related information and store this in a single ZIP file. Required when communicating with Reckon development when asking for changes to existing REPX Invoice and Statement customisations or to back up your current customisations before applying changes.

Running the Correspondence Administration Application

In order to run Correspondence Administration you need to have Master Access JOE permissions on Correspondence Administration (under Advanced Actions)

Within any console, Correspondence Administration is now available under the Action menu.



Using the Customisations Backup Tool

If you are modifying an existing REPX Correspondence customisation then it is absolutely vital that any customisation begins with the exact version of .REPX files and other scripts (such as Additional Fields and custom scripts) contained in the production environment.

There are three scenarios for which the Backup tool is valuable:

1. Making a customisation request through Reckon for changes to an existing customisation of REPX reports. In this case generate the ZIP file using the tool and attach it to the call within MyAPS. It must be uploaded; Reckon exchange security does not allow emailing of zip files.

2. An experienced user or consultant on site is taking a snapshot / backup of the current customisations before making changes to the production environment.

3. A Reckon developer uses the contents of the ZIP file off-site as a safe starting point for further customisations.

Generating the Zip File

The “Customisations” tab contains the tool for generating ZIP files.

Click the “Generate ZIP File” button to begin. The process should only take a few seconds.



Once the file has been saved to the selected location, the following options become available:

1. Copy ZIP file path to clipboard. This option will simply copy the path to the newly created file to the windows clipboard.

2. Open ZIP File directory. This option opens Windows Explorer, showing the folder containing the new ZIP file. This is useful when emailing the file (user can right-click and select Send To -> Mail Recipient) or if the user simply wants to open the ZIP file to view its contents.

Note: emailing of zip files to Reckon is not permitted, files must be uploaded via MyAPS portal to a lodged ticket.

Contents of the ZIP file

The Zip file will contain the following:

1) All customisation related SUPS settings. Any SUPS settings that are SQL statements are scripted out as separate files. Any dependencies that the script has on any SQL Server database objects are also scripted out. (Top Folder: SUPS)

2) All Entity related information. This includes Entity level attributes, Report layout files (REPX) and any files defining the email body (MHT). (Top Folder: Entities)

3) If your site has complex customisations involving customisation of stored procedures to source custom Entity or SUPS level fields, or to alter the way that email addresses are sourced, then the custom DB objects are also included. (Top Folder: CustomDBObjects)

The structure within the archive file is logical and should be self-explanatory.



Basic Layout Changes

To open the DesignerRepx.exe, access to the adv2000 folder is required. Browse to the adv2000 folder and locate the DesignerRepx.exe, double click to open.

Once the DesignerRepx application has opened, choose File Open and select a .REPX layout file. The designer will load the layout ready for editing.

Note: Loading of statements takes a while before the report is opened, unlike invoices.

The DesignerRepx for XtraReports works much like other report designers. Create new controls using the Toolbox strip on the left, drag / move controls on the report using the mouse, or set properties in the properties window. It is also possible to open multiple reports and copy and paste between them.

The purpose of this manual is not to explain how to use a report writer tool, but rather to point out how to use the tool to modify specific Reckon APS reports, to understand the reporting sections used and learn how to bind to Reckon APS data.

WARNING:

NEVER DELETE OR RENAME ANY CONTROLS OR SECTIONS from an existing report unless you know exactly what they are used for. Deleting controls can break the script contained within the REPX file if these controls are referred to by name.

If you need to remove an existing control, because it has been superseded by a new control, or because a layout no longer requires it, then instead resize it to a very small size, place it at the top of its current section and turn its Visible property to False.



Report Designer Tab

The following Tab is available in the designer UI:

Designer Tab

The Designer Tab is where almost all of the design will happen. Here you can add controls, move controls and set focus to controls whose properties need to be modified in the Properties window.

WARNING:

Scripts should not be modified by anyone outside of Reckon Development.

Cosmetic modifications can be performed to the report on the Designer Tab without having to make code changes. The logic in the reports (and in particular the Statement) is very complex and there are a lot of scenarios to consider when testing that will not be obvious. Making changes to the script may therefore affect the report in ways that you have not anticipated, and may make it very difficult to debug at a later stage. A report broken due to script changes is no longer supportable by the normal Development customisation team and may take many hours to repair.



Understanding Invoice and Statement Report Sections

Like most other reporting tools, DevExpress XtraReports report layouts are ordered around Sections and Controls. The Sections of a report generally provide structure around report, page, and grouping capability.

In order to make changes to the layouts, it is important to understand how sections are used by the Reckon APS Invoice and Statement reports before creating new controls or moving existing controls.

IMPORTANT:

NEVER DELETE OR RENAME ANY CONTROLS OR SECTIONS from an existing report unless you know exactly what they are used for. Deleting controls can break the REPX script if these controls are being referred to specifically for business logic.

If you need to remove an existing control, because it has been superseded by a new control, or because a layout no longer requires it, then instead resize it to a very small size, place it at the top of its current section and turn its Visible property to False.



Statement Report Sections

The DebtorGroupHeader and DebtorGroupFooter sections are those which will suit most customisations and are the sections that are the safest to modify.

Top Margin

DebtorGroupHeader

This section is displayed at the beginning of the report. By default its “Repeat Every Page” property is set to “Yes” so it will show at the top of each page of the Statement. Client, Entity, Ageing and Custom level fields can be safely placed here.

DebtorGroupFooter

This section is displayed at the bottom of each page (unless the SUPS setting DEBTORS / FullPageRemittance is set to True, then it only shows on the last page).

PageFooter

This section is shown at the bottom of each page in a multi-page statement (apart from the last page) if the SUPS setting DEBTORS / FullPageRemittance is set to False. Its only purpose is to show the Carried Forward balance. If the SUPS setting is set to True, then the PageFooter is always hidden. Even though safe to do so, it is not a very useful section for custom controls.

EntityGroupHeader

This section is designed to group by Entity for multi-entity statements only. Opening balances are only shown for Balance Forward Statement Type clients. The script relies on existing controls here to be

Detail, DetailReport and DetailReportDetail sections

These sections display the transactions and (for Open Item) the transactions allocated to the transactions.



Invoice Report Sections

The PageHeader, InvoiceGroupFooter and PageFooter sections are safe to modify and add additional fields to for customisation.

T

ReportHeader

PageHeader

This section is displayed at the top of every page. Client, Entity, Transaction and Custom level fields can be safely placed here.

InvoiceGroupFooter

This section is displayed after the Details section and can safely show any totals for the Invoice as a whole, as well as any Client, Entity, Transaction or Custom level fields. This section will float under the last Detail line (ie. may not be at the bottom of the page).

PageFooter

This section is shown at the bottom of each page (or only on the last page if the enhanced version of the Invoice REPX file is used). Client, Entity, Transaction and Custom level fields can be safely placed here.

Detail

Contains fields for each Invoice Line Item. Apart from cosmetic changes, this area should not be modified. Development only.



Pre-Printed Stationary

Some situations will require that Invoices or Statements that are to be printed on pre-printed stationary will leave certain areas of the report blank. However, when the same Invoice or Statement is emailed, the report also needs to generate those portions of the output that were provided by the pre-printed stationery.

Bulk Invoice and Statement reports have a feature that now makes this relatively straightforward to do.

What can it do?

• Automatically hide any number of controls when a report is printed but show them when output type is “email”

What can’t it do?

• The mechanism cannot move controls around or modify anything other than visibility (This would require custom scripting in the layout file)

Any controls on the report that are to be hidden for print and shown for email operations need to have their “Tag” property set to “HideForPrint”. A Tag property with any other value will always show on the reports.

In the above example, the control txtClientAddressTop will be hidden when an Invoice is printed, and shown when emailed.

It is possible to highlight (drag mouse or Shift-click) multiple controls and apply the Tag property to all of these at once.



How to Add a Logo

Embedding Images

Most customised Invoices and Statements will require specific images. These generally either make up part of a letterhead either at the top or bottom of the page, or are a part of the Remittance Advice, such as BPay or credit card logos.

To insert an image into the report

1) Review the images you have been given for suitability. You should read the section on Image Preparation below to ensure your images are ready for insertion. The size of your image files should be no larger than about 60Kb for a roughly letterhead sized image, or 20Kb for a postage stamp (or smaller) logo.

2) Select a picture box control in the tool strip and insert this into the report by drawing a box in the desired section. The picture box does not need to be the correct final size – that can be done later.

3) With the picture box selected, choose the image to insert using the Image property (within the Data group)



4) The image will not yet correctly fill the picture box control. First set the image “Sizing” property (in the Behaviour group) to “Zoom Image”. This will allow you to resize the image using the control handles to the required size while keeping the image’s height and width in the correct proportion.

5) Resize the image to its final size and move to the required position

6) Test print and email the report to ensure the image quality is suitable. If it is not, please follow steps in the following section, “Image Preparation”.

7) Consider image compression requirements. Review Minimising File Sizes for guidelines.



Image Preparation

How images are prepared prior to insertion into reports can have a significant impact on the final quality of the output, as well as the size of each email produced and amount of memory needed while running large batches, especially for Statement runs. The time taken to process large runs will also be affected.

We recommend that good image manipulation software is used to modify images prior to inclusion. Windows Paint.Net for example will only provide part of the functionality you need for the steps below.

The main goal of the exercise is to manipulate the image to get “just enough” image quality to get the smallest file size. In many cases however the readability of the image can even be improved from the original while still shrinking the file size.

Area of manipulation

Recommendation

Image “Size” Ideally reduce the image size to about 150 ppi (points per inch) to give adequate print quality while minimizing file size. Measure the space the image will take up on the physical paper and then multiply the number of inches height and width by 150 to get the required image height and width. This does not need to be exact. Resize the image in your software. Retaining the aspect ratio of the original (proportion of height to width) is essential.

Number of colours

Most images provided by graphical design companies will be in 24 or 32 bit colour (ie. millions of colours) and are not optimised for printing on black and white printers or for emailing purposes. If the image is made up of only a few distinct colours, then the colour depth can be reduced to significantly reduce the file size

1) If the report is to be only printed on black and white printers and having grey images in emails is fine, then it may be acceptable to reduce the image to grey scale

2) If the image only contains a small number of colours ie. logos are flat and not shaded, then often reducing the image to 16 colours (4bit colour) yields perfectly acceptable results, otherwise try 256 (8 bit colour)

Darken Greys If the image has been reduced to a grey scale image, and some areas of the image are a light grey, then most image manipulation software allows darkening of non-white areas to make the image more visible in print. Different software will have different methods for achieving this – look for words such as “Curve manipulation” or “Highlight / Midtone / Shadow”. Consult the manual for your software if you are not sure.

Image Format

We have found that the best image format for inclusion in reports is GIF. It is a lossless compression format that still provides excellent compression and will likely give you a better looking image than a manipulated jpg file.

As a general rule, unless you have a very complex image with many colours, image files prior to insertion should be no bigger than 60KB for a letter head sized image, and no bigger than 20Kb for small logos. Generally – the smaller, the better while maintaining quality at an acceptable level.



Minimising File Sizes

Emails

Consideration of the size of produced emails is important to minimise load on email servers as well as to conserve bandwidth. The time to send emails is also a consideration, especially when using a 3rd party mass mailing provider. Example: Sending 1000 individual 500Kb emails turns into a roughly 0.5 GB email batch.

What Component Minimisation strategies

PDF Attachment to one Email

REPX Report itself (text + lines, etc)

• The size contributed by the core design of the report is quite small.

Embedded Images in REPX

(can add 20Kb up to 100s of Kb per image)

• Prepare images before embedding. Read section “Image Preparation” below.

• Review image compression settings in section “PDF Export Options” below.

Embedded Fonts in REPX

(can add up to 100kb per font)

• Review font embedding options in “PDF Export Options” section below

Email Body (from MHT File)

Images in email body (can add 20Kb up to 100s of Kb per image)

• Prepare images before designing Email Body Templates. Read section “Image Preparation” below.

Printing

Consideration of the size of the report for printing is important to minimise memory usage when printing as well as the size of the print job. Very large print jobs (1000s of statements) can turn into several Gigabytes when spooled for printing.

What Component Minimisation strategies

Consolidated PDF containing all individual correspondence items for printing

REPX Report itself (text + lines, etc)

• The size contributed by the core design of the report is quite small.

Embedded Images in REPX

(can add 20Kb up to 100s of Kb per image)

• Prepare images before embedding. Read section “Image Preparation” below.

• Review image compression settings in section “PDF Export Options” below.

Embedded Fonts in REPX

(can add up to 100kb per font)

• Fonts in PDFs created for printing purposes are never embedded by Reckon APS and a prerequisite is that the machine used for printing has all necessary fonts installed.



How to Edit and Move Text Fields

Editing Text Fields

Most customised Invoices and Statements will require specific text information. These generally either make up part of a letterhead either at the top or bottom of the page, or are a part of the Remittance Advice, such as payment information or messages.

To make changes to a text field

1) Review the data you wish to change. Is it a field that is nested within other fields, either on top or underneath? If the text field you wish to edit is underneath you will need to bring it to the front in order to make changes. Review from step 5 the process.

2) Click on the text field to get focus

3) Double click to get edit rights into the field.

4) Make the required changes including formatting options. Click out of the field for changes to hold.

5) For text fields that are underneath another text box, right click and select the option ‘Bring text to front’

6) Click into the field to make the required text changes. When complete, right click on the field again and select the option ‘Send to Back’ to place the field back in its original position.

Moving Text Fields

Moving a text field and field sections

1) Highlight the field you wish to move by drawing a box over the desired field or section. This will grab the field or sections of fields in a one group. Example below shows three text fields selected.



2) Hold down the Ctrl key and use the keyboard arrows to move the field or section to the desired position.

This process may need to be repeated in checking the preview shows the outcome required.

Click the Save icon within the header tool bar or by selecting File -> Save from the menu for all new changes to be saved.

Previewing Changes

With all changes, its important reviewing from the preview panel to make sure all content is displaying, positioned as expected and that it also prints within the printer margins.

Reviewing changes made

1) From the Advance Application menu list, under the System Administration consoles open the Entities console.

2) Select the required Entity within the filter.

3) Click the Edit Mode icon.

4) Click into the Correspondence page. Depending on what layout has had changes made, click into either the Invoice Layout or Statement Layout field.

5) Click the three dots icon at the end of the field to browse to the saved repx template.

6) Open the Central Console, select a client and open the Debt page. If previewing an Invoice, right click and select Print/Email Invoice or if reviewing the statement select the Show Statement option from the Debt Action drop down menu list.



Tips and Gotchas

Margins

Note: The settings described below are those already present in our standard templates, however if you are having issues with margins in your reports, follow the instructions below.

There are several things to consider:

1) Controls on the report and where those are positioned and interact with margins (either 2 or 3 below)

2) The margins set within the REPX reporting file

3) The margins that represent the actual printable area on your printer (different for each printer)

During design of our standard templates we have found that the following settings work the best:

1) Set the “Show Print Margins Warning” report parameter to “No”

Click anywhere on the dark grey background to see report properties in the property grid (1), then ensure that the “Show Print Margins Warning” is set to No (2).

Setting this option to No will suppress a warning when printing if any controls are outside of the report margins, but also more importantly is required for you to set any report margins to 0 and therefore prevent insertion of unwanted blank pages due to controls that would otherwise overlap the report margins.

2) Set top, right and bottom report margins to 0 , but set the left margin to 56

The options above are also found in the report level properties grid

3) Check when printing to the actual printer device that no controls are lost or only partially printed due to the printer’s physical print margin. Adjust control locations within the report as required.



PDF Export Options

Default Options

The following options are used by Reckon APS by default:

PDF Output Mechanism Image compression Font Embedding

For Email Quality: Low (ie. high level of compression = smaller size)

All fonts used in the REPX are embedded

For Print Quality: High (ie. low level of compression = larger size)

No fonts are embedded

These settings should be optimal for most sites. For large clients that produce a high volume of correspondence or where size (or quality) is particularly important, these can be overridden by a consultant or suitably skilled person.

This is done by creating / setting report level “parameters” within the REPX layout itself using the DesignerRepx tool. The settings are therefore stored at the “Layout” level and are not directly tied to any Entity.

Adding / setting report level parameters in the REPX file

Reckon default template REPX files do not ship with any of the configurable parameters included. Follow instructions below and within the screenshot. Parameter Name and Value options are explained in sections immediately after this one.

1. Right click anywhere in the dark grey background to bring up the menu. Select Properties to open the property grid (You may need to expand the Property Grid if this is minimised)

2. Set the Request Parameters property to “No”. If set to “Yes”, the report will ask for the values every time.

3. Click on the Parameters Collection button (…) to bring up the Parameter Collection Editor

4. Add one or more parameters (only ones that you require need to be added).

5. Set the Name and Value fields for each parameter as required using the details in the tables below

6. Your parameters will appear in the Members list. If parameters may already be present here. These can be safely ignored.



Changing Image Compression

It is possible to force Reckon APS to use a compression / quality level other than the default Low / High options by adding specific report level parameters to the REPX layout file. The value to provide relates to the quality, not the compression level (The lower the quality, the smaller the file size and higher the compression level)

Note: The Parameter name and Value property are case sensitive

Parameter Name (case sensitive)

Possible literal values to be typed in the “Value” property *

PrintJPGImageQuality

• Highest • High • Medium • Low • Lowest

EmailJPGImageQuality

• Highest • High • Medium • Low • Lowest

* If the text assigned to either of the parameters above does not match one of the valid choices, then quality will default to Medium.



After changing the compression level, an email / print job should be produced to test whether the quality level is still acceptable.

Changing Font Embedding Rules (Emails Only – Print is never embedded)

By default Reckon APS embeds all fonts in PDFs generated as email attachments (and no fonts for PFDs generated for printing, which cannot be changed). It is possible to force Reckon APS to only embed specific fonts for emails, or even no fonts at all.

Note: The Parameter name and Font names you insert into the Value property are case sensitive

Parameter Name (case sensitive)

Goal Parameters Value

EmailPDFEmbedFontsList

To embed All fonts used in the REPX report in the PDF attached to the Email

Default behaviour if EmailPDFEmbedFontsList does not exist, or if parameter contains value “All”

To embed only specific fonts in the PDF attached to the Email (Only fonts in the list that actually exist in the REPX report will be embedded)

A semicolon delimited list of font names. Example: Arial;Verdana;Times New Roman;

To embed no fonts at all Leave the parameter Value field blank

When testing the EmailPDFEmbedFontsList parameter, open the PDF using Adobe Reader or Foxit Reader and choose File -> Properties, then click the “Fonts” tab. This will show you which fonts are used by the PDF and which are Embedded (If a Font is embedded, then the font name will have “(Embedded Subset) “ after it (See screenshot below).



In the example above, the fonts Arial, Arial, Bold and Verdana are used by the PDF.

The font Verdana is embedded, whereas the others are not and are required to exist on the user’s machine to be accurately rendered.



Other Configuration Options

Statement

FullPageRemittance

There is currently only one SUPS setting that can affect the way the Statement report is rendered. This can be found under the DEBTORS group and is called FullPageRemittance.

This setting determines whether the remittance advice for any Statement will show at the bottom of all pages or only on the last page.

By default FullPageRemittance is turned to False.

Value Meaning

True Remittance Advice section will show only once on the last page.

Pros: Less pages will be produced for long statements

Cons:

1) May not be suitable where pre-printed stationary is required as transactions will reach near the bottom of the page.

2) Can be confusing for the viewer as the last page can frequently have no transactions showing.

False Remittance Advice section will be displayed on every page, however controls contained within will only be populated on the last page (this is the default)

Pros: Suitable for pre-printed stationary

Cons: Uses up more paper when statements go over many pages.



Binding Controls to Data

The Reckon APS Invoice and Statement reports bind to data at run-time using a process similar to a Mail Merge; thus having a number of advantages related to flexibility when formatting / sourcing custom fields. The list of available fields is not inherently known by the report because the Invoice and Statement reports do not have their own connection to the database.

It is however possible for the designer tool to still show a list of available fields in the Field List Window and make those available to drag onto the report. For this to work, a schema (*.XSD) file containing a definition of all available fields needs to be loaded into the report. The standard Invoice.REPX and Statement.REPX files as installed in adv2000 already have schemas applied. The latest XSD files can be made available upon request.

Two separate mechanisms link or “bind” data from Reckon APS to the controls on the reports: Binding to Data Fields and Binding to Parameters. Data Fields are generated from Data within Reckon APS, whereas Parameters are generally static values that the user may choose just before running the report (such as Statement Date or Statement Messages)

Binding to Data Fields

Adding new fields to the report

New fields / controls can be added to a report in two ways:

1) Dragging the field from the Field List window onto the report (Only works if a Schema is installed)

2) Dragging a blank Label control onto the report from the Toolbar and editing its Text property by hand

Even if a control was created by dragging from the Field List window, its Text property is fully modifiable later.

Even if the Schema is loaded and available fields are visible in the Field List, fields injected from Additional Field Scripts may not be available in this list. Create a blank label and modify the Text property by hand to show such fields.

The Field List showing available default fields

Editing a Control’s Text Property Directly to Bind to Data

Merge fields can be embedded in any control’s .Text property, surrounded by [ and ]. The report will substitute each merge field with values from the database at run time.

This has a number of advantages over traditional binding:

1) A database field can be used to inject data into multiple controls at the same time 2) A report control can mix static text with merge fields 3) A person designing the report can include formatting instructions for each merge field

independently 4) The report does not need to know all the fields that are available at design time. This

provides more flexibility when Additional Fields SQL scripts inject custom values.



Reckon APS data is passed to the reports in one or more DataTables. In order to specify a merge field uniquely, both the Data Table name and Field Name need to be included.

Valid Formats of a Text property for bound controls

[<DataTableName>.<FieldName>]

This format is fine for strings / text fields. The data will appear exactly as extracted from the DB.

Example: [Statement.ClientMailName]

[<DataTableName>.<FieldName>!<FormattingString>]

This format is good for date fields, or amounts where formatting is not dependent on negative / positive values

Example: [Invoice.TransactionAmount!$###,###,##0.00]

[<DataTableName>.<FieldName>!<FormattingStringIfPositive>;<FormattingStringIfNegative>]

This format is useful when we need to apply different formatting depending on whether the amount is – or +.

Example: [Statement.AgeingTotal!$#,###,##0.00;-$#,###,##0.00]

Any static text here [Any of the three formats above] Any static text here [Any of the three formats above] … etc

It is possible to freely mix and mingle static text with merge fields within a single .Text control property.

Example: Pay the following amount [Invoice.TransactionGrossAmount!C] by [Invoice.TransactionDueDate!d] to obtain a 10% discount.

IMPORTANT:

Field Names within Merge fields are case sensitive. The report will still run when it cannot match a DataTable / Field name, but will simply show the raw .Text property without substituting a value. If this occurs, please check the case and exact spelling of the DataTableName and FieldName components of the merge field against Appendix K.



Formatting Strings

Specific formatting can be specified for bound fields of type date, currency or percentage by appending a ! followed by one or more Formatting Specifiers. Formatting specifiers can be predefined or custom.

Predefined Formatting Strings

Only one of the following can be applied after a !.

Format Specifier Description Sample Output

C Currency Applies the computer’s regional setting for currency, including the currency symbol.

d Short date pattern. 3/12/2003

D Long date pattern. Wednesday, March 12, 2003

t Short time pattern. 12:00 AM

T Long time pattern. 12:00:00 AM

f Full date/time pattern (short time).

Wednesday, March 12, 2003 12:00 AM

F Full date/time pattern (full time). Wednesday, March 12, 2003 12:00:00 AM

g General date/time pattern (short time).

3/12/2003 12:00 AM

G General date/time pattern (full time).

3/12/2003 12:00:00 AM

IMPORTANT:

In most cases formatting !C for currency fields will be OK. For cases where specific Entities and their layouts require specific currency symbols (different to the local machine’s regional setting), the formatting string needs to be modified to utilise a specific symbol. For example, to force a layout to always use a pound sign regardless of regional settings, you could use £###,###,##0.00;- £###,###,##0.00 as the format string.



Building Custom Formatting Strings

Custom formatting strings follow the standard Microsoft format made popular by programs such as Excel. Multiple characters from the below table can be combined to create custom formatting strings.

Format Specifier Description Sample Output

0 The digit is always displayed.

# The digit is displayed only when needed (i.e., use to suppress leading zeros).

. Specifies the position of the decimal point. The appearance of the point depends on regional settings.

, Specifies the position of a comma. The appearance of the comma depends on regional settings.

yy The last two digits of the year. 03

yyyy Four digit year. 2003

MM The number of the month. 09

MMM The short text description of the month.

Sep

MMMM The full name of the month. September

dd The number of the day. 02

ddd The short text for the day of the week.

Tue

dddd The full name of the day of the week.

Tuesday

/ Date separator. Its appearance depends on regional settings.

Any other character Is inserted “As is”



Examples:

Number 1250.50 with formatting string of $###,##0.00 would result in $1,250.50

Date 5 Nov 2012 with formatting string of yy-MM-dd would result in 12-11-05

For the full set of available format strings, please refer to the DevExpress online help documentation:

http://documentation.devexpress.com/windowsforms/CustomDocument2141.aspx

Conditional Formatting Strings and Static Text

There is one additional “trick” that the format string allows us to perform. This is to combine the conditional formatting form (a semicolon separating two formatting strings based on whether the value that is bound is >=0 or <0) with static text. In other words, in a label we can show different static text (or mixture of static and bound values) depending on whether a value on the report is positive or negative.

For example if we want to display either the text “Credit Note” or “Invoice” in a field based on whether the total amount of the report is += or -, then we could use the following:

[Invoice.TransactionGrossAmount!Invoice;Credit Note]

If any more complex logic is required, then the answer may be a Calculated Field (see below).

Creating Calculated Fields

The DevExpress reporting tool allows the creation of Calculated Fields, a powerful feature that allows the report writer to perform calculations based on any other fields without having to make modifications to Additional Fields Scripts. In order to create Calculated Fields, the Invoice or Statement REPX file needs to have loaded the relevant Schema (XSD) file, otherwise the Field List will not populate. See page 37 – Loading Schema (XSD) Files for details.

A good example of this would be a Due date that is always calculating 14 days after the Invoice Date. We will use this as an example for the rest of this section.

Step 1: Right click on the Invoice Folder within the Field List and select Add Calculated Field

Step 2: Rename the Calculated field to give it a meaningful name. Change the (Name) field in the Property Grid to achieve this. In the example we are naming this DueDate14Days

http://documentation.devexpress.com/windowsforms/CustomDocument2141.aspx



Step 3: Create an Expression. Clicking the … button to the right of the Expression property will bring up the Expression Editor.

Step 4: Create the Expression within the Expression Editor. For our example we want to return a value that is always 14 days after the Invoice Date. The field to use in this case is the field TransactionDate, and the function to use is AddDays.

You can use the Functions list to identify available functions, and the Fields list to identify available fields.

You will notice that the list of available functions is very rich, akin to what is available in Excel. In particular it contains date manipulation functions, as well as IIF (inline if as in Excel) which could be used to construct very complex logic if required.

In some cases we have found that clicking on the Field within the Fields list does not successfully populate the field into the expression. In this case, simply type the field name surrounded by [ and ].

Our Expression should now look like the below:



This expression will start with the TransactionDate field (which is the Invoice Date) and add 14 days to it.

Clicking OK will close the Expression Editor

The new field will appear in the Field List (in alphabetical order with the other fields)

Step 5: Add the new calculated field to the report by dragging it from the Field List onto the report designer just like any other field, position, size, change font, etc. as required.

Step 6: Apply custom formatting rules to the field.

By default a date field is shown with a time component. When we run our report with the new calculated field, we see the following:

In our case, we only want the date component, so we need to include additional formatting into the field’s Text property. See the section on Formatting Strings earlier on in this section for details.

We could change the Text property (in the Property Grid) of our control from:

[Invoice.DueDate14Days]

To one of the following:

[Invoice.DueDate14Days!d] - This would apply the default short date pattern

[Invoice.DueDate14Days!dd MMM yy] - This would apply our own custom formatting eg. 24 May 14

Or any other format of your choice.

Binding to Parameters

Data fields are read from the Database, Parameters are not. Parameters are useful in scenarios where Reckon APS needs to pass values to the reports (esp. the Statement) that the user has modified in the UI just before the report is launched. These pieces of information are passed to the report as report parameters instead of data fields.

To show a report parameter in a control, the control’s .Text property must contain the name of the parameter encased in less than < and greater than > signs.



For example, to display a parameter called STATEMENTDATE in a given control, its Text property should be: <STATEMENTDATE>

Statement Parameters

The Statement report is passed the following parameters, all of which the user can specify from within the Debtors Statements Report Options page:

Parameter Decription

STATEMENTDATE Statement Date eg. 30/11/2012

ENTITYADDRESS Remittance Address eg. PM Box 32424 Wenderholm 2340

STATEMENTMESSAGE Statement Message “Msg” eg. Interest charged …

STATEMENTOVERDUEMESSAGE Either “30 Days”, “60 Days” or “90 Days” depending on Ageing

Note: Parameter names are case sensitive.

Invoice Parameters

The Invoice report currently receives no parameters.



Loading Schema (*.XSD) Files

The purpose of a Schema (*.XSD) file is to enable the Report Designer to show (and allow the creation of new controls from) the list of available fields in the Field List Tab.

Field List when Schema is not loaded (no fields are shown, only Parameters)

Field List with Schema loaded. All fields are shown. Screenshot shows fields from Invoice report.

To load a Schema file, you will first need the relevant and up to date Invoice.XSD or Statement.XSD files.

Because a customised REPX file can have a life that spans multiple Reckon APS PM releases, this mechanism allows for updating the list of available fields with the most current for the version of PM installed.



Step 1: Open DesignerRepx, load the REPX file and select the report itself (click anywhere on the dark grey background behind the visible page)

The Property Grid should now show Report level properties

Step 2: Find the Data Source’s Schema property (under Design)

Click the […] button to select an *.XSD file.



Select “XML/XSD file” in the popup.

You will need to change the default extension filter on the next page to *.xsd:

Then locate the XSD file and click Open, then OK for the popup.

The Schema should now be loaded correctly.



APPENDIX A – Standard Fields for Invoices and Statements

The DataTable column refers to the first part of the .Text property. For example, to bind a label on the Invoice report to the ClientSortName field you would use: [Invoice. ClientSortName] in the .Text property of the control, where “Invoice” is the name of the DataTable, and the “ClientSortName” portion is the FieldName.

Available Fields – Invoice

Field Name Data Table Description

Client Fields (From the Client linked to the Invoice)

Client fields can be safely added to the Invoice report in any section other than the Detail section

ClientID Invoice Client ID of the client the Statement is for. cdbClient.objInstID

ClientSortName Invoice Sort Name of the client. cdbClient.cltSortName

ClientCode Invoice Client Code of the client. cdbClient.cltCode

ClientRef Invoice Reference attribute of the client. cdbClient.cltRef

ClientFirstName Invoice First Name field of the client. cdbClient.cltFirstName

ClientLastName Invoice Last Name field of the client. cdbClient.cltLastName

ClientInitials Invoice Initials of the client. cdbClient.cltInitials

ClientTitle Invoice Title of the client. cdbClient.cltTitle

ClientMailName Invoice Mailing Name of the client. cdbClient.cltMailName

ClientInvoiceStoredAddress Invoice Complete address block (including client name) permanently stored against the Invoice that was assembled at time of Fee creation in Fees/ Invoice creation in Debtors. The user at that stage had the ability to modify the address, therefore this field must be used as the client address and cannot be re-calculated from core data at time of printing / emailing. ocsDebtorTran.dtrAddress

ClientType Invoice ID relating to the client’s type. cdbClient.cltType. This ID is resolved in table cdbClientType. Can be used for internal logic within the report script.



ClientDebtorType Invoice cdbClient.cltDebtorType (0 = Balance Forward, 1 = Open Item). Used for internal logic within the report script.

ClientPartner Invoice ocsPtrMgrDeptStaff.pmdDescription for client’s client partner

ClientManager Invoice ocsPtrMgrDeptStaff.pmdDescription for client’s client manager

ClientDepartment Invoice ocsPtrMgrDeptStaff.pmdDescription for client’s client department

ClientPartnerCode Invoice ocsPtrMgrDeptStaff.pmdCode for client’s client partner

ClientManagerCode Invoice ocsPtrMgrDeptStaff.pmdCode for client’s client manager

ClientDepartmentCode Invoice ocsPtrMgrDeptStaff.pmdCode for client’s client department

ClientTaxNumber Invoice The Client’s Tax Number. cdbClient.cltIRDNumber

ClientVATCountry Invoice Client Attribute 4180 – VAT Country. vcltAttrib4180.ainTVal

ClientVATNumber Invoice Client Attribute 4181 – VAT Number. vcltAttrib4180.ainTVal

ClientUserDef1 Invoice User Def 1 field of the client. cdbClient.cltUserDef1

ClientUserDef2 Invoice User Def 2 field of the client. cdbClient.cltUserDef2

Entity Fields (From the Invoice Entity)

Entity fields can be safely added to the Invoice report in any section other than the Detail section

EntityID Invoice ID of the Invoice’s Entity. cdbEntity.entID

EntitySortName Invoice Sort Name of the Invoice’s Entity. cdbEntity.entSortName

EntityLegalName Invoice Legal Name of the Invoice’s Entity. cdbEntity.entLegalName

EntityCompanyNumber Invoice Company Number of Consol. Entity. cdbEntity.entCompanyNumber

EntityPhone Invoice Phone number of the Invoice’s Entity. cdbEntity.entPhone

EntityFax Invoice Fax number of the Invoice’s Entity. cdbEntity.entFax



EntityStreetAddress Invoice Street Address of the Invoice’s Entity. cdbAddress.adrValue for address ID matching cdbEntity.entStreetAddrID.

EntityPostAddress Invoice Postal Address of the Invoice’s Entity. cdbAddress.adrValue for address ID matching cdbEntity.entPostAddrID

EntityEmail Invoice Entity email address of the Invoice’s Entity. cdbEntity.entEmail

EntityContactName Invoice Contact Name of the Invoice’s Entity. cdbEntity.entContactName

EntityTaxNumber Invoice Tax Number of the Invoice’s Entity. cdbEntity.entTaxNumber

EntityBankName Invoice Bank Name of the Invoice’s Entity. cdbEntity.entBankName

EntityBankCode Invoice Bank Code of the Invoice’s Entity. cdbEntity.entBankCode

EntityBranchName Invoice Branch Name of the Invoice’s Entity. cdbEntity.entBranchName

EntityBankAccountName Invoice Bank Account Name of the Invoice’s Entity. cdbEntity.entBankAccountName

EntityBankDepNumber Invoice Bank Deposit Number (Account number for purposes of deposits) of the Invoice’s Entity. cdbEntity.entBankDepNumber

EntityTermsOfPaymentText Invoice Terms of payment text of the Invoice’s Entity. cdbEntity.entTermsOfPaymentText. Attribute to allow entity specific text for terms of payment.

EntityDefaultTaxRate Invoice The Tax Rate set as default on the Entity Console, Tax List page for the Entity of the Invoice. cdbTax.Taxpercent where taxDefault = true.

The Rate is output as a percentage ie. 12.5 instead of .125. A percentage sign is not included and should be added to the Text formatting string if required.

EntityDefaultTaxDescription Invoice The Tax Description set as default on the Entity Console, Tax List page for the Entity of the Invoice. cdbTax.TaxDescription where taxDefault = true

EntityUserDef1 Invoice User Def 1 field of the Invoice’s Entity. cdbEntity.entUserDef1

EntityUserDef2 Invoice User Def 2 field of the Invoice’s Entity. cdbEntity.entUserDef2

EntityUserDef3 Invoice User Def 3 field of the Invoice’s Entity. cdbEntity.entUserDef



Transaction Level Fields (The Invoice Transaction itself)

Transaction fields can be safely added to the Invoice report in any section other than the Detail section

TransactionID Invoice ID of the transaction. ocsDebtorTran.dtrID

TransactionDisplayID Invoice Either contains the word “DRAFT” when the Invoice has not yet been posted, or the ID of the transaction if it has been posted ie. ocsDebtorTran.dtrHdrID

TransactionHeaderID Invoice ID identifying the Header of the transaction. ocsDebtorTran.dtrHdrID

TransactionObjectID Invoice ObjectID of the transaction. ocsDebtorTran.dtrObjectID. (304=Invoice, 308=Receipt, 312 = Credit Note, 320=Adjustment)

TransactionObjectName Invoice Friendly name of transaction Object (eg. Invoice, Receipt).

TransactionDate Invoice Date of the transaction. ocsDebtorTran.dtrDate

TransactionDueDate Invoice Due Date of the transaction as stored on the transaction record. From PM 10 onwards this field will be automatically populated. ocsDebtorTran.dtrDueDate

TransactionRef Invoice Reference text of the transaction. ocsDebtorTran.dtrRef

TransactionAmount Invoice The amount of the transaction excluding tax. ocsDebtorTran.dtrAmount

TransactionTaxAmount Invoice The amount of tax applied to the transaction. ocsDebtorTran.dtrTax

TransactionGrossAmount Invoice The amount of the transaction including tax. ocsDebtorTran.dtrGross

TransactionDiscount Invoice The amount of discount applied to the transaction. ocsDebtorTran.dtrDiscount

TransactionNarration Invoice The Invoice line narration. ocsDebtorTran.dtrNarration. This must be shown on the report as a RTF field to display correctly.

TransactionPeriodID Invoice ID identifying the period (ocsPeriod) of the transaction date. ocsDebtorTran.dtrPeriodID

TransactionStatus Invoice The status of the transaction (either “ACTIVE” or “POSTED”). ocsDebtorTran.dtrStatus.



TransactionTotalDescription Invoice Returns either 'Total Credit' or 'Total Amount Due' depending on whether the report shows an Invoice or Credit Note. If the specific text needs to be customised, then this can be done by binding the field to TransactionGrossAmount instead and using conditional formatting (see section on format strings)

TransactionTypeDescription Invoice Returns either 'CREDIT NOTE' or 'TAX INVOICE' depending on whether the report shows an Invoice or Credit Note. If the specific text needs to be customised, then this can be done by binding the field to TransactionGrossAmount instead and using conditional formatting (see section on format strings)

TransactionDateDescription Invoice Returns either 'Credit Date' or 'Invoice Date' depending on whether the report shows an Invoice or Credit Note. If the specific text needs to be customised, then this can be done by binding the field to TransactionGrossAmount instead and using conditional formatting (see section on format strings)

TransactionTotalDueDescription Invoice Returns either 'Credit' or 'Amount Due' depending on whether the report shows an Invoice or Credit Note. If the specific text needs to be customised, then this can be done by binding the field to TransactionGrossAmount instead and using conditional formatting (see section on format strings)

Invoice line Level Fields (Each narration / item is an Invoice Line)

Invoice Line fields exist in the Detail section of the Invoice report. Other than cosmetically, the Details section should not be modified other than by Reckon development.

InvoiceLineID Invoice Internal ID of the detail line. ocsDebtorTranDetail.dttID

InvoiceLineNarration Invoice RTF formatted narration of the Invoice line. ocsDebtorTranDetail.dttNote

InvoiceLineAmount Invoice Total amount excluding tax. ocsDebtorTranDetail.dttAmount

InvoiceLineGross Invoice Total amount including tax. ocsDebtorTranDetail.dttGrossAmount

InvoiceLineTax Invoice Tax component of this detail line. ocsDebtorTranDetail.dttTax

InvoiceLineTaxID Invoice ocsDebtorTranDetail.dttTaxRate

InvoiceLineTaxRate Invoice The Tax Rate percentage for the current line item. cdbTax.Taxpercent where ocsDebtorTranDetail.dttTaxRate joins to cdbTax.

The Rate is output as a percentage ie. 12.5 Instead of .125. A percentage sign is not included and should be added to the Text formatting string if required.



InvoiceLineTaxDescription Invoice Description for type of tax applied to the Detail line eg. “GST 12.5%”. cdbTax.TaxDescription where ocsDebtorTranDetail.dttTaxRate joins to cdbTax.

Custom Fields (From SQL Invoice Additional Fields SUPS setting)

Custom fields can be safely added to the Invoice report to all sections other than the Details section

Any custom column name returned by the Invoice Additional Fields Script in SUPS

Invoice Any custom column name returned by the final SELECT statement of the SQL Invoice Additional Fields SUPS setting is available to the Statement report.



Available Fields – Statement

Note on Statement Data Tables:

- Statement = Values that are consistent for the entire Statement report. - DebtorTransactions = Values that can change with each Transaction or Allocation

record.

Field Name Data Table Description

Client Fields

Client fields can be safely added to the Statement report in the DebtorGroupHeader and DebtorGroupFooter sections

ClientID Statement Client ID of the client the Statement is for. cdbClient.objInstID

ClientSortName Statement Sort Name of the client. cdbClient.cltSortName

ClientCode Statement Client Code of the client. cdbClient.cltCode

ClientRef Statement Reference attribute of the client. cdbClient.cltRef

ClientFirstName Statement First Name field of the client. cdbClient.cltFirstName

ClientLastName Statement Last Name field of the client. cdbClient.cltLastName

ClientName Statement This is the default field used as the Client Name on Statements. It is calculated as follows:

1) If client is a natural person then this returns cdbClient.cltTItle + cdbClient.cltInitials + cdbClient.cltLastName

2) If client is not a natural person then this returns cdbClient.cltLastName

ClientInitials Statement Initials of the client. cdbClient.cltInitials

ClientTitle Statement Title of the client. cdbClient.cltTitle

ClientMailName Statement Mailing Name of the client. cdbClient.cltMailName

ClientPostAddress Statement The Postal Address of the client (address attribute 16). This is read from the ainTVal of the view vcltAttrib16 ie.vcltAttrib16.ainTVal

ClientType Statement ID relating to the client’s type. cdbClient.cltType. This ID is resolved in table cdbClientType. Can be used for internal logic



within the report script.

ClientDebtorType Statement cdbClient.cltDebtorType (0 = Balance Forward, 1 = Open Item). Used for internal logic within the report script.

ClientStatementType Statement cdbClient.cltStatementType (0 = Balance Forward, 1 = Open Item). Used for internal logic within the report script.

ClientPartner Statement ocsPtrMgrDeptStaff.pmdDescription for client’s client partner

ClientManager Statement ocsPtrMgrDeptStaff.pmdDescription for client’s client manager

ClientDepartment Statement ocsPtrMgrDeptStaff.pmdDescription for client’s client department

ClientPartnerCode Statement ocsPtrMgrDeptStaff.pmdCode for client’s client partner

ClientManagerCode Statement ocsPtrMgrDeptStaff.pmdCode for client’s client manager

ClientDepartmentCode Statement ocsPtrMgrDeptStaff.pmdCode for client’s client department

ClientVATCountry Statement Client Attribute 4180 – VAT Country. vcltAttrib4180.ainTVal

ClientVATNumber Statement Client Attribute 4181 – VAT Number. vcltAttrib4180.ainTVal

ClientUserDef1 Statement User Def 1 field of the client. cdbClient.cltUserDef1

ClientUserDef2 Statement User Def 2 field of the client. cdbClient.cltUserDef2

Entity Fields (Data from the Statement Consolidating Entity – Use in all Sections other than EntityGroupHeader)

Entity fields can be safely added to the Statement report in the DebtorGroupHeader and DebtorGroupFooter sections

EntityID Statement ID of Consolidating Entity. cdbEntity.entID

EntitySortName Statement Sort Name of Consolidating Entity. cdbEntity.entSortName

EntityLegalName Statement Legal Name of Consolidating Entity. cdbEntity.entLegalName

EntityCompanyNumber Statement Company Number of Consol. Entity. cdbEntity.entCompanyNumber

EntityPhone Statement Phone number of Consolidating Entity. cdbEntity.entPhone



EntityFax Statement Fax number of Consolidating Entity. cdbEntity.entFax

EntityStreetAddress Statement Street Address of Consolidating Entity. cdbAddress.adrValue for address ID matching cdbEntity.entStreetAddrID.

NOTE: In most cases the parameter <ENTITYADDRESS> is a better choice for Statements as that will contain any address changes made by the user on the Debtors Statement selection page.

EntityPostAddress Statement Postal Address of Consolidating Entity. cdbAddress.adrValue for address ID matching cdbEntity.entPostAddrID.

NOTE: In most cases the parameter <ENTITYADDRESS> is a better choice for Statements as that will contain any address changes made by the user on the Debtors Statement selection page.

EntityEmail Statement Entity email address of Consolidating Entity. cdbEntity.entEmail

EntityContactName Statement Contact Name of Consolidating Entity. cdbEntity.entContactName

EntityTaxNumber Statement Tax Number of Consolidating Entity. cdbEntity.entTaxNumber

EntityBankName Statement Bank Name of the Consolidating Entity. cdbEntity.entBankName

EntityBankCode Statement Bank Code of the Consolidating Entity. cdbEntity.entBankCode

EntityBranchName Statement Branch Name of the Consolidating Entity. cdbEntity.entBranchName

EntityBankAccountName Statement Bank Account Name of the Consolidating Entity. cdbEntity.entBankAccountName

EntityBankDepNumber Statement Bank Deposit Number (Account number for purposes of deposits) of the Consolidating Entity. cdbEntity.entBankDepNumber

EntityTermsOfPaymentText Statement Terms of payment text of Consolidating Entity. cdbEntity.entTermsOfPaymentText. Attribute to allow entity specific text for terms of payment.

EntityUserDef1 Statement User Def 1 field of Consolidating Entity. cdbEntity.entUserDef1





Transaction Entity Fields (Data from the Entity related to each Transaction – should only be used in EntityGroupHeader)

Transaction Entity Fields are used by the EntityGroupHeader. Apart from potentially adding additional Transaction Entity Fields, or purely cosmetically, this section should not be touched other than by Reckon Development.

EntityID DebtorTransactions ID of Transactional Entity. cdbEntity.entID

EntitySortName DebtorTransactions Sort Name of Transactional Entity. cdbEntity.entSortName

EntityLegalName DebtorTransactions Legal Name of Transactional Entity. cdbEntity.entLegalName

EntityCompanyNumber DebtorTransactions Company Number of Transactional. Entity. cdbEntity.entCompanyNumber

EntityPhone DebtorTransactions Phone number of Transactional Entity. cdbEntity.entPhone

EntityFax DebtorTransactions Fax number of Transactional Entity. cdbEntity.entFax

EntityStreetAddress DebtorTransactions Street Address of Transactional Entity. cdbAddress.adrValue for address ID matching cdbEntity.entStreetAddrID.

EntityPostAddress DebtorTransactions Postal Address of Transactional Entity. cdbAddress.adrValue for address ID matching cdbEntity.entPostAddrID.

EntityEmail DebtorTransactions Entity email address of Transactional Entity. cdbEntity.entEmail

EntityContactName DebtorTransactions Contact Name of Transactional Entity. cdbEntity.entContactName

EntityTaxNumber DebtorTransactions Tax Number of Transactional Entity. cdbEntity.entTaxNumber

EntityBankName DebtorTransactions Bank Name of the Transactional Entity. cdbEntity.entBankName

EntityBankCode DebtorTransactions Bank Code of the Transactional Entity. cdbEntity.entBankCode

EntityBranchName DebtorTransactions Branch Name of the Transactional Entity. cdbEntity.entBranchName

EntityBankAccountName DebtorTransactions Bank Account Name of the Transactional Entity. cdbEntity.entBankAccountName

EntityBankDepNumber DebtorTransactions Bank Deposit Number (Account number for purposes of deposits) of the Transactional Entity. cdbEntity.entBankDepNumber



EntityTermsOfPaymentText DebtorTransactions Terms of payment text of Transactional Entity. cdbEntity.entTermsOfPaymentText. Attribute to allow entity specific text for terms of payment.

EntityUserDef1 DebtorTransactions User Def 1 field of Transactional Entity. cdbEntity.entUserDef1



Ageing Fields – Total balances for the client for all Entities included on the Statement (Shown in the Remittance Advice section)

Ageing fields can be safely added to the Statement report in the DebtorGroupHeader and DebtorGroupFooter sections.

AgeingTotal Statement The total amount outstanding for the Statement including balances from all Entities included on the statement.

AgeingCurrent Statement All current balances. Current means: where the date of the transaction is in the current debtors period.

Ageing30Days Statement All balances for transactions where the date of the transaction falls into the debtors period before the current period.

Ageing60Days Statement All balances for transactions where the date of the transaction falls into the debtors period 2 periods ago.

Ageing90Days Statement All balances for transactions where the date of the transaction falls into the debtors period 3 periods ago or older.

AgeingOverdue Statement All balances for transactions where the date of the transaction falls into any debtors period earlier than the current period.

Ageing60DaysPlus Statement All balances for transactions where the date of the transaction falls into the debtors into the debtors period 2 periods ago or older.



Transaction Level Fields (“Parent” Credit or Debit Transactions that appear on the Statement and are not Open Item allocation records)

Transaction fields exist in the Detail section of the Statement. Other than purely cosmetically, the Detail section should not be touched or modified other than by Reckon development.

TransactionID DebtorTransactions ID of the transaction. ocsDebtorTran.dtrID

TransactionHeaderID DebtorTransactions ID identifying the Header of the transaction. ocsDebtorTran.dtrHdrID

TransactionObjectID DebtorTransactions ObjectID of the transaction. ocsDebtorTran.dtrObjectID. (304=Invoice, 308=Receipt, 312 = Credit Note, 320=Adjustment)

TransactionObjectName DebtorTransactions Friendly name of transaction Object (eg. Invoice, Receipt).

TransactionDate DebtorTransactions Date of the transaction. ocsDebtorTran.dtrDate

TransactionDueDate DebtorTransactions Due Date of the transaction as stored on the transaction record. From PM 10 onwards this field will be automatically populated. ocsDebtorTran.dtrDueDate

TransactionRef DebtorTransactions Reference text of the transaction. ocsDebtorTran.dtrRef

TransactionAmount DebtorTransactions The amount of the transaction excluding tax. ocsDebtorTran.dtrAmount

TransactionTaxAmount DebtorTransactions The amount of tax applied to the transaction. ocsDebtorTran.dtrTax

TransactionGrossAmount DebtorTransactions The amount of the transaction including tax. ocsDebtorTran.dtrGross

TransactionOutstanding DebtorTransactions ocsDebtorTran.dtrOutstanding

TransactionOutstandingCurrent DebtorTransactions ocsDebtorTran.dtrOutstandingCurrent

TransactionOutstanding30Days DebtorTransactions ocsDebtorTran.dtrOutstanding30Days



TransactionDiscount DebtorTransactions The amount of discount applied to the transaction. ocsDebtorTran.dtrDiscount



TransactionNarration DebtorTransactions The Invoice line narration. ocsDebtorTran.dtrNarration. This must be shown on the report as a RTF field to display correctly.

TransactionPeriodID DebtorTransactions ID identifying the period (ocsPeriod) of the transaction date. ocsDebtorTran.dtrPeriodID

TransactionStatus DebtorTransactions The status of the transaction (either “ACTIVE” or “POSTED”). ocsDebtorTran.dtrStatus.

Allocation Level Fields (Used for Open Item Statement Type clients only to populate fields in the allocation data rows)

Transaction fields exist in the DetailReportDetail section of the Statement. Other than purely cosmetically, the DetailReportDetail section should not be touched or modified other than by Reckon development.

AllocationDebitTranID DebtorTransactions These fields facilitate the internal workings of the allocation records in Open Item statements.

AllocationCreditTranID DebtorTransactions

AllocationCrID DebtorTransactions

AllocationCrDrID DebtorTransactions

AllocationCrDate DebtorTransactions

AllocationCrObjID DebtorTransactions

AllocationCrObject DebtorTransactions

AllocationCrRef DebtorTransactions

AllocationCrNarration DebtorTransactions

AllocationCrGross DebtorTransactions

AllocationCrAllocAmt DebtorTransactions

AllocationCrOCSCurr DebtorTransactions

AllocationCrOS30 DebtorTransactions





Custom Fields (From SQL Statement Additional Fields SUPS setting)

Custom Fields can be safely added to the Statement report in the DebtorGroupHeader and DebtorGroupFooter sections

Any custom column name returned by the Statement Additional Fields Script in SUPS

Statement Any custom column name returned by the final SELECT statement of the SQL Statement Additional Fields SUPS setting is available to the Statement report.

Available Parameters – Statement

Insert the following parameters in the .Text property by surrounding with < and >. Parameters are case sensitive.

Parameter Decription

STATEMENTDATE Statement Date eg. 30/11/2012

ENTITYADDRESS Remittance Address eg. PM Box 32424 Wenderholm 2340

STATEMENTMESSAGE Statement Message “Msg” eg. Interest charged …

STATEMENTOVERDUEMESSAGE Either “30 Days”, “60 Days” or “90 Days” depending on Ageing

Documents

CUSTOMISATION DESIGNER REPX INSTRUCTIONS PM V.11...The core reporting tool has been changed from a 3rd party tool called ActiveReports developed by Grapecity (formerly called Datadynamics)