Format Definition - Format

On the REPORT GENERATOR menu select Format Sationery > Format (from the text file ring menu).

The format of the definition is put together in much the same way as a report definition with the exception that this format is two-dimensional. Instead of just going across the page with fields, you can arrange the fields across and down the page. In this case you can also mix text with the fields as required.

Note: Consider how you frame your text, there is no word wrap.

To include a field in the format:

1. Position the cursor.

2. Press the <HOME> key.

3. Select the file that contains your field.

4. Enter or search for the field name required.

Note: The area you are allowed to edit depends on the settings for width and depth made in the Title screen. Each area enables input of Text or inclusion of fields held in any of the files available to the format. If you defined either the header or trailer as zero in the Title screen, then you are not be prompted to edit them.

Header: Selection of the Header option leads you to choose from the Header or the Continuation-Header. The 'Header' only appears on page one of the format. The 'Continuation header' appears on all subsequent pages.

Trailer: In the same way as there are two headers, there are two trailers; the Final Trailer and the Continuation Trailer. The final trailer only appears on the final page whereas the continuation trailer occurs on every other page.

Body: There is normally only one Body for the report. Selection of the option enables you to edit the main body of the Report/Letter.

Editing the formats: Whether you are editing the Header, Body or Trailer the basic moves are the same.

Depending on the type of field required, different prompts are displayed:

Alpha Field

Length: The length of the field is displayed, you may enter a different field length if required but rest assured that the correct length appears as the default, either Formatted, Truncated or Blank-Line or Suppress:

• Formatted: A formatted field reserves a space on the line exactly the same length as the field. If a 35-character field is included in this style, the finished print will print with the field contained in its own 35-character space. Nothing else will print in this area.
• Truncated: A truncated field differs in that the space taken up on the line is limited to that required for the field value. Once the field is printed, the next character or field on the line is printed straight away. In this way if a short field value is printed, it will have the effect of moving the balance of the line to the left.
• Blank Line: A Blank line field prints in the same way as a Formatted field unless the content of the field is blank. In this condition the style will cause the whole of the line to be blank.

Note: Although the line is blank it still counts as a positive line on the page count, it will NOT shift the following lines up.

• Suppress: A Suppress field prints in the same way as a formatted field unless the content of the field is blank, in this case the line is not printed and the line count and line feed command to the printer is suppressed.

Numeric field

If you are entering an Alpha field onto the Format, the following prompts are given after entry of the field name:

Image: The image to be used when printing needs to be agreed. The default is correct for the size of the field but you may need to make it either smaller or larger. The normal reason for making it larger is to cater for large totals. You have the choice of classing the field as either:

• Ordinary Total Blank-Field Blank-line FOC-line
• Ordinary: If the field is put onto the format as an ordinary field, then it prints the field contents in a formatted manner whatever the field value.

Note: Please bear in mind that the whole of the image is used in just the way a formatted Alpha field works. If you have a very large image you may wish to reduce it in order to reduce wastage of column space.

• Total: A Total field is normally only used on formatted documents such as Statements or Invoices. This sort of field prints an accumulation of the field value for each letter/format page printed.
• Blank-Field: The Blank field format prints an empty space in the position normally taken by the field value, but only if the field value is zero.
• Blank-line: The Blank line field reacts in the same manner as an Alpha blank field in that, if the field value is zero, the whole of the line is suppressed but generates a line feed on the printed form even if the printed characters are suppressed.
• FOC-line: As an alternative to the Blank line or Blank field technique, you may prefer to use the FOC line. This prints the text "F.O.C." instead of printing "0.00".

Numeric Derived field

Input of a Derived field is similar to that of a numeric field, apart from:

• The field defaults to an eight-character image. You may overtype this to your own requirements.
• An extra prompt, a Date prompt (following the Ordinary Total Blank-Field Blank-line FOC-line prompts)

Note: If this is selected then the system calculates the date equivalent to the field value and prints it in date format. You may use an 8 or 10-character format or, if preferred, you can use a 20-character format and have the date printed as a text field.

Alpha Derived field

Entered in the same way as normal alpha fields with the Formatted, Truncated, Blank-line and Suppress options.

Character Formatting

Characters or fields typed in in the normal manner display according to the current printer set-up. You may wish to enhance the appearance of the printed document by customising the character presentation.

The easiest way to do this is to use the '<' and '>' symbols. Any characters printed after the '<' sign is sent to the printer in expanded mode. All characters on the same line following the '<' symbol is expanded until the '>' symbol is used. The character expansion is cancelled at the end of the line. Be aware that these symbols may not always work on laser printers.

Use of derived fields can add to the character customisation. The user needs to study the printer escape commands required for the printer to be used (these can always be found in the printer manual), and insert these codes into a series of derived fields.

Examples:

The field names above should speak largely for themselves. They make the printer increase or decrease the size of the characters, add double strike or remove it.

You can include printer control codes for your own printer type by using the HEX codes found in the printer manual. You can combine more than one printer command in one statement.

Please be aware that the printer commands nearly all stay in effect until they are cancelled. Make sure you include the codes required to restore your printer.

Note: The escape sequences used in the example above should not be taken as accurate. You must check your own printer manual to confirm the structure of the codes you need to use.

Cut and Copy

Where required you may make use of a simple text copying utility. If a Header and Continuation header are to be the same for example, you can assemble one and then copy it into the other.

You may copy text from one format to another as long as you do not move back to the report generator main menu during the copying operation. If you do copy text into a different format definition, and field definitions are included in the copied lines, then please remember to check the order of the files on the dictionary screen - they must be the same in both reports.

To cut and copy:

1. Imagine a rectangle covering the area of the text you wish to copy. Position the cursor at the top left hand corner of the area and then press the 'RUN' key. (This is 'ALT-X' on a PC or CTRL-X if you are using WDW.)

2. Accept the ring menu prompt Start-block.

3. Position the cursor at the bottom left-hand corner of the area you wish to copy and press the 'RUN' key again. You are only able to copy complete lines.

4. Accept the End-block ring menu item.

5. At this point the area defined on the screen is highlighted and the ring menu asks you if you want to; Cut out the area (this puts it into a paste buffer so that you can place the text elsewhere) or Copy the area defined.

   Select as required and then press <RETURN>.

6. If you have selected Copy you should now go to the area of the format you wish to copy the text to. This may be any of the following; Header, Continuation header, Body, Trailer, Final Trailer.

7. Once the cursor is positioned at the right place press the 'RUN' key again.

8. Take the Paste option from the ring menu. The text is copied onto the screen. Please note that when you copy text from this function onto the screen, extra lines are inserted onto the format accommodate them.

   Note: Any text already on the format is moved down by the required number of lines and may be lost from the bottom of the format.