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General

What is a form code?

A form code stores printing information selected in the form printing window, such as form template type (for example, plain or preprinted), sort options, messages, number of copies, collation setting, multi-part setting, and default printer. By selecting a form code, you can print forms with specific printing preferences without having to reselect or re-enter each printing option.

Form codes are not user-specific; you can use and update form codes created by another user.

 

How do I save settings to a form code?

The form code is saved each time a form is printed or previewed. When you select a form code in a form printing window, it displays the settings last used.

 

How do I create forms on the fly?

Create a form on the fly by entering a new form code in the form printing window. For more information, see Create a New Form On The Fly.

 

What is a report setting?

A report setting stores printing information selected in the report window, such as sort options, number of copies, collation setting, default printer, and report selections. By selecting a report setting, you can print reports with specific printing preferences.

You can save only the printer information, number of copies, and collation setting to the Standard report setting; changes to the Standard report setting applies to all users. To save other options, you must create a new report setting. For more information, see Create a Report Setting.

 

How do I save print settings to a report setting?

To save a report setting, you must click Save in the report window. You can save only the printer information, number of copies, and collation setting to the Standard report setting; changes to the Standard report setting applies to all users. To save other options, you must create a new report setting. For more information, see Create a Report Setting.

 

How do I set a report setting as default?

You can set the selected report setting as default by selecting the Default Report check box in either the report window or the Save As Report Setting window.

All users can set the Standard report setting as the default; however, other report settings can be set as default only for the user who created the report setting. If you want to use a report setting created by another user as default, you can create a new setting based on the existing report setting. For more information, see Create a Report Setting.

 

Where are the report and form templates located?

Report and form templates (.rpt files) are installed in the MAS90\Reports folder during module installation. The .rpt file in MAS90\Reports is used for printing until the file is modified. The .rpt file is saved to a new location when a report or form is customized using Crystal Designer.

The location where the .rpt file is saved is determined by company code, task name, and the report setting or form code name (MAS90\MAS_xxx\Reports\[task name]\[report setting or form code], where xxx is the company code). If the .rpt file is used for all companies, it is copied under MAS90\MAS_SYSTEM\Reports.

 Example - How the .rpt location is determined

The following table provides examples of how the .rpt file location is determined for Accounts Receivable Invoice Printing when the form is modified using Crystal Designer.

If....	Then the .rpt file is copied to....
you add an All Companies format with the Standard form code in Report Manager and then modify the form	MAS90\MAS_SYSTEM\Reports\AR_INVOICEPRINTING\STANDARD\AR_Invoice1.rpt
you modify the form for the Standard form code for company ABC in either the form printing window or Report Manager	MAS90\MAS_ABC\Reports\AR_INVOICEPRINTING\STANDARD\AR_Invoice1.rpt
you add an All Codes format for company ABC in Report Manager and then modify the form	MAS90\MAS_ABC\Reports\AR_INVOICEPRINTING\AR_Invoice1.rpt

 

Because an .rpt file can be in multiple locations, the following hierarchy is used to determine which .rpt file is used when printing the form or report:

1. MAS90\MAS_xxx\Reports\[task name]\[report setting or form code]\[form or report name].rpt

2. MAS90\MAS_xxx\Reports\[task name]\[form or report name].rpt

3. MAS90\MAS_SYSTEM\Reports\[task name]\[form or report name].rpt

4. MAS90\Reports\[form or report name].rpt

Using the hierarchy, the MAS90\MAS_xxx\Reports\[task name]\[report setting or form code] folder is checked first for the .rpt file to use. If an .rpt file exists in that location, it is used for printing. If the .rpt file does not exist in that location, the remaining folders are checked in the order of the hierarchy until the .rpt file is found.

 

How do I set up a single form code or report setting for all users?

You can add the form's Standard form code or the report's Standard report setting to Report Manager and then customize the form or report. For more information, see Add Form Codes and Report Settings and Customize Forms and Reports in Report Manager.

 Example - Setting Up Accounts Receivable Invoice Printing for All Users

To set up the Invoice Printing form for all users, perform the following:

1. Select Library Master Setup menu > Report Manager.

2. In the Report Manager window, select Accounts Receivable > Forms > Invoice Printing. Click the Maintain button.

3. Perform one of the following:

4. If the Template Selection window appears, select the form template to use and click OK.

5. If the Maintain window appears, verify whether the STANDARD form code is already added. If the STANDARD form code is already added, skip to step 6. If the STANDARD form code is not added, click the Add New Format button.

4. In the Add New Format window, in the Form Code field, enter the STANDARD form code.

5. In the Company field, enter the company code to apply the form code to, or select the All Companies check box to apply the form code to all companies. Click Proceed.

6. In the Maintain window, select the STANDARD form code you added, and then click the Design button.

7. In Crystal Designer, customize and save the form.

The Invoice Printing form is set up for all users.

 

How do I set up form codes or report settings for users who print the same form or report, but require different print settings?

If users require different print settings, such as different default printers, you must create a separate form code or report setting for each set of print settings. You can then add the All Codes or All Settings format to Report Manager and then customize the form or report.

For more information, see Create a New Form on the Fly, Add Form Codes and Report Settings and Customize Forms and Reports in Report Manager.

 Example - Setting Up Accounts Receivable Invoice Printing with Different Settings

To set up the Invoice Printing form for all users, perform the following:

1. Select Accounts Receivable Main menu > Invoice Printing.

2. In the Invoice Printing window, in the Form Code field, type a new form code.

3. In the Template Selection window, select the form template to use and click OK.

4. In the Invoice Printing window, enter the settings required, and then click Print or Preview to save the form code.

5. Repeat steps 1 through 4 for each additional form code.

6. Select Library Master Setup menu > Report Manager.

7. In the Report Manager window, select Accounts Receivable > Forms > Invoice Printing. Click the Maintain button.

8. Perform one of the following:

9. If the Template Selection window appears, select the form template selected in step 3, and then click OK.

10. If the Maintain window appears, click the Add New Format button.

9. In the Add New Format window, select the All Codes check box.

10. In the Description field, type a description for this format.

11. In the Company field, enter the company code to apply the form code to, or select the All Companies check box to apply the form code to all companies. Click Proceed.

12. In the Maintain window, select the form code you added, and then click the Design button.

13. In Crystal Designer, customize and save the form.

The Invoice Printing form is set up for all users.

 

All users are required to use the same customized form or report, but they have already set up individual form codes or report settings. What do I do?

You can apply customized form and report template to existing form codes and report settings using Report Manager; however, different steps are required depending on how the users set up their form codes and report settings.

 Users created form codes or report settings that use the default form or report template. The correct customized form or report template does not exist.

You can add a new All Codes or All Settings format to Report Manager and then customize the form or report. The existing form codes or report settings will use the customized template while retaining the original print settings. For more information, see Add Form Codes and Report Settings and Customize Forms and Reports in Report Manager.

 Example - Setting Up Accounts Receivable Invoice Printing for All Settings

To set up the Invoice Printing form for all settings, perform the following:

1. Select Library Master Setup menu > Report Manager.

2. In the Report Manager window, select Accounts Receivable > Forms > Invoice Printing. Click the Maintain button.

3. Perform one of the following:

4. If the Template Selection window appears, select the form template to use, and then click OK.

5. If the Maintain window appears, verify whether the (all) form code is already added. If the (all) form code is already added, skip to step 7. If the (all) form code is not added, click the Add New Format button.

4. In the Add New Format window, select the All Codes check box.

5. At the Description field, type a description for this format.

6. At the Company field, enter the company code to apply the form code to, or select the All Companies check box to apply the form code to all companies. Click Proceed.

7. In the Maintain window, select the (all) form code, and then click the Design button.

8. In Crystal Designer, customize and save the form.

The Invoice Printing form codes can now print with the correct form.

 

 Users created form codes or report settings that use the default form or report template. The correct customized form or report template exists.

If the correct customized form or report exists, you can copy its form code or report setting to an All Codes or All Settings format in Report Manager. The correct customized template is applied to the other form codes and report settings, and the individual print settings are retained. For more information, see Copy Form Codes and Report Settings.

 Example - Setting Up Accounts Receivable Invoice Printing with Existing Settings

To set up the Invoice Printing form with existing settings, perform the following:

1. Select Library Master Setup menu > Report Manager.

2. In the Report Manager window, select Accounts Receivable > Forms > Invoice Printing. Click the Maintain button.

3. Perform one of the following:

4. If the Template Selection window appears, select the form template to use, and then click OK.

5. If the Maintain window appears, verify whether the required form code is already added. If the required form code is already added, skip to step 6. If the required form code is not added, click the Add New Format button.

4. In the Add New Format window, in the Form Code field, enter the form code to copy the settings from.

5. At the Company field, enter the company code to apply the form code to, or select the All Companies check box to apply the form code to all companies. Click Proceed.

6. In the Maintain window, select the form code to copy from, and then click the Copy button.

7. In the Copy window, select the All Codes check box.

8. In the Description field, type a description for this format.

9. At the Company field, enter the company code to apply the form code to, or select the All Companies check box to apply the form code to all companies. Click Proceed.

10. In the Maintain window, select the (all) form code, and then click the Design button.

11. In Crystal Designer, customize and save the form.

The Invoice Printing form codes can now print with the correct form.

 

 Users created form codes or report settings that use the wrong customized form or report template.

To apply the correct template to user-created form codes or report settings, you must add an All Codes or All Settings format with the correct template to Report Manager and then rename the folders that contain the user-created form codes or report settings.

Because form codes and report settings created in the form printing window or report window take precedence over those created in Report Manager, the correct template cannot be applied if you do not rename the user-created form code or report setting folders. Renaming the folder does not delete the form code or report setting; users can continue to select the form code or report setting to apply their print settings while using the correct template.

To add the All Codes or All Settings format, you can either add a new All Codes or All Settings format to Report Manager and then customize the form or report, or copy an existing form code or report setting with the correct template to the All Codes or All Settings format. For more information, see Copy Form Codes and Report Settings, Add Form Codes and Report Settings and Customize Forms and Reports in Report Manager.

 Example - Correcting the Wrong Customized Form for Accounts Receivable Invoice Printing

To correct the wrong customized form for Invoice Printing by adding an All Codes format, perform the following:

1. Select Library Master Setup menu > Report Manager.

2. In the Report Manager window, select Accounts Receivable > Forms > Invoice Printing. Click the Maintain button.

3. Perform one of the following:

4. If the Template Selection window appears, select the form template to use, and then click OK.

5. If the Maintain window appears, verify whether the (all) form code is already added. If the (all) form code is already added, skip to step 7. If the (all) form code is not added, click the Add New Format button.

4. In the Add New Format window, select the All Codes check box.

5. At the Description field, type a description for this format.

6. At the Company field, enter the company code to apply the form code to, or select the All Companies check box to apply the form code to all companies. Click Proceed.

7. In the Maintain window, select the (all) form code, and then click the Design button.

8. In Crystal Designer, customize and save the form.

9. Open the MAS90\MAS_xxx\Reports\AR_INVOICEPRINTING folder (where xxx is the company code).

10. Rename the folder that contains the user-created form code.

The Invoice Printing form codes can now print with the correct form.

 

Troubleshooting

 

The "This report must be converted to the latest version of SAP Crystal Reports" message appears when I try to print or preview a customized report or form. How do I prevent the Crystal Report Conversion Wizard from appearing?

Open the report or form in Crystal Designer. Select File menu > Summary Info. In the Document Properties window, in the Keywords field, type "Converted to version XXX" (where XXX is the current Sage 100 Standard version number). For example, if you are using version 4.20, type "Converted to version 4.20."