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How to use Document Layouts

How can I change the style of document that we use for Invoice, Sales Orders, Route Cards etc. I would like to change the default print settings so that it emails/prints to pdf as default when printing.

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Written by Jes Foxall-Beckley
Updated over a month ago

There are several layouts available for printed documents built-in to FactoryMaster and there is an option for designing bespoke layouts using an RTF template in Microsoft Word. Layouts can also be created using Crystal Report and, for old reports, Reporting Services, however, this option is not covered in this article.

If using a route card, it is advisable to change the default route card printer to something that does not use paper, such as 'Send to OneNote' or a PDF printer.
To do this,

  1. Go to the Options menu and choose Local Machine Settings

  2. Click on the Change button in the Route Card Printer section

  3. Click Specify Printer and then choose a suitable one.

For all other reports, there will be a 'Preview' option.


To access the different document layouts

  1. Click on Options

  2. Select System Maintenance

  3. Click on Document Layouts

  4. Select Document Layouts

  5. Choose a document style. Note: Each document style displays different data, test it by pressing F5 on the keyboard in the ’Test Document Number’ field, selecting a document, clicking ’OK’ then ’Test’.

  6. If an RTF layout is selected, when clicking ’Test’, the Document template window opens.

    1. Upon first use, a message will display stating only the default template can be found, this template will need to be copied and renamed.

    2. Click ’OK’ and then ’Open Template Folder’. The DEFAULT.RTF doc can be copied (Right click on file, select copy, right click on blank space in the folder and click paste).

    3. The folder now contains a copy of the default file DEFAULT-Copy.RTF - this can be renamed as required.

    4. Close the folder click ’Refresh List’ and the user should now be able to see the template just created.

    5. Click ’Open’ and the document will open using the copy of the default.rtf template.

    6. The template can be changed to suit requirements and the user can open it from the folder as above. The template shows the tags which pull through the data for the document, these can be moved as required. A company logo, text etc can be added also.

    7. The full list of tags available for use in the document can be viewed by clicking ’Tag List’, after clicking Test for a specific Document Type e.g. Sales Invoice The list can be printed out or previewed. Tags can be added to the template as required.

    8. Several templates can be created if different document styles need to be used for specific customers, for example. The selection will be offered when printing the document from the FactoryMaster screen e.g. Quotation Maintenance.
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Changing printing defaults and create PDF and send via Email


To change the defaults for certain documents e.g. to save the sales invoice proforma to a different file path location, please complete the following steps:
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  1. Select Options

  2. System Maintenance

  3. Document Layouts

  4. On the affected document, click into the 'Output Defaults' Column and press F5

  5. Here you can choose your print preferences for that document. Tick 'Create PDF' and 'Email'

  6. Under the folder for 'Create PDF', press F5 to browse to a new location to save your documents.

change email template via the following steps

  1. Select system

  2. options

  3. document layouts

  4. select purchase order document style row

  5. Press F5 in Test Document Number field and select a PO

  6. click test

  7. select email PDF

  8. click print

  9. click open template folder

  10. double-clicked PO default.txt and removed the relevant information

  11. select file and save

Check the email generation is successful with the correct email signature.
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