Background: Document Message Maintenance
Use the Document Message Maintenance (TRST) program to add or change, copy, and delete text and signatures that you can print document copies, email messages, and certificates of compliance. See Road Map for work flow.
This topic has these subtopics:
Messages on Documents
You can enter standard messages that you want to print on documents and email messages. You can set up as many messages as you need for different types of documents and for different types of customers or vendors.
If you want to print a specific message for certain customers or vendors, select the appropriate message code in the Customer Document Profile Maintenance (CDM) or Vendor Document Profile Maintenance (VDM) programs.
If you want to print the same message on all customer or vendor document copies, select the appropriate code for that document copy in the Document Output Parameters Maintenance (TDOC) program.
Documents can also print item-specific messages when line item detail is printed on a document. These messages are set in the Document Output Parameters Maintenance (TDOC) program as the Item message code (at either the copy or the document level) and are printed on the document after the line item. You might include the longer description, weight, color or other attributes assigned in Item Enterprise Maintenance (IM) or in some cases, line information such as expected ship date.
E-Business Interaction
Messages can be added for use in the PowerShift's E-Business subsystem. The description specified when the message is created is used as a header title for that section of web notes.
E-business message codes are set up with the constant WEB-, followed by the e-business application name (e.g., XOE, XOP). Up to 3 messages can be set up for each application by adding a -1 and -2 suffix as follows:
Message Code |
Application |
WEB-XOE |
Order/Quote Entry |
WEB-XOE-1 |
Order/Quote Entry |
| WEB-XOE-2 | Order/Quote Entry |
WEB-XOP |
Order Print |
WEB-XOP-1 |
Order Print |
WEB-XOP-2 |
Order Print |
WEB-XQP |
Quote Print |
WEB-XQP-1 |
Quote Print |
WEB-XQP-2 |
Quote Print |
WEB-XRP |
Invoice Print |
WEB-XRP-1 |
Invoice Print |
WEB-XRP-2 |
Invoice Print |
The text code [\n] can be used in any of the above messages to force a new line.
The Web type setting controls if the message is just displayed/included in PDF output or if it is used as a default to create quote and order notes:
Web Type |
Action Taken |
CustomerNote |
Added to order/quote notes with note type configured in System Options Maintenance (XM) - E-Business Options. |
CustomerFooterNote |
Displayed in order review only and not part of the order/quote. PDF print includes them. |
AgentNote |
Displayed in customer service representative note type configured in System Options Maintenance (XM) - E-Business Options. |
Certificates of Compliance
You can use this program to enter the text you want to print for items that you ship or receive that require a certificate of compliance.
If you select the Shipping cert reqd? field in the item's record in the Enterprise Item Maintenance (IM) program, the Packing Slip Print (OPAK) program can output a certificate for you. Select the appropriate document message for the Certificate of compliance message Program option in the Packing Slip Print program.
If you select the Receiving cert reqd? field in the item's record in the Enterprise Item Maintenance (IM) program, the PO Print (VOP) and Receiver Print (VRP) programs print text appropriate for a certificate of compliance. Select the appropriate document message for the Certificate of compliance message Program option in the PO Print and/or Receiver Print program.
Certificates of Origin
Certificates of origin can be produced by the Packing Slip Print (OPAK) program for orders that are shipped outside the country.
Message Code |
Prints |
ORIGINBEG |
The message you define after order information |
ORIGINEND |
The message you define prints after line items |
Text Codes
If you include these text codes in your message, the print program replaces the code with the appropriate information. Prefix the text code with [@] if you want to anchor the field position (so if a field before it on the message line exceeds the allocated print area it will be truncated). If you do not anchor the text code, fields may move based on the text being inserted on the line, if they are not placed accurately in your message text.
Include |
Documents |
Prints |
Set up |
[USER NAME] |
Vendor Purchase Order Sales Quote Acknowledgment Shop Paper |
User who entered the order, quote, or RMA |
Enter Email address, Fax number, and Phone no or ext fields in the user's record in the User Maintenance (UIM) program. |
Sales
Order Picking List |
User who created the shipment |
|
|
Location Movement ticket |
User who made the adjustment |
|
|
Material Release Schedule |
User who created the schedule |
|
|
Bill of Lading |
User who entered |
|
|
Manufacturing
Order Receipt |
User who received |
|
|
Customer Project Estimate |
User who entered the project |
|
|
[BUYER NAME] |
Material
Release Schedule |
Buyer for vendor or PO |
Enter Email address, Fax number, and Phone no fields in the Buyer / Planner Codes Maintenance (TNM) program. |
[SLS
REP NAME] |
Sales
Quote Acknowledgment |
Sales representative 1 for the order |
Enter Email address, Fax number, and Phone number 1 fields in the rep's record in the Sales Rep Maintenance (SM) program. |
[CS REP NAME] |
Customer service rep for the order |
Select a user for the Cust serv rep field in the customer's record in the Customer Maintenance (CM) program. |
|
[AMT DUE] |
Account Past Due Notice |
Customer's
AR balance due |
|
[TIME] |
Any |
Time |
|
[MEMOxx] |
Anywhere user fields are set up at the document level (e.g., order header). xx is the number of the user field (1-25) you want inserted file-reference, specified as I1AE, I1AB, C1A or C1S, can be included to override the user fields file used |
The field title and value are printed; if table validation is set up, the table description is also printed. |
|
[TRACK] |
Shipping documents: Sales Order Packing Slip, Transfer Packing Slip |
The tracking number entered for the shipment, and URL associated with the ship via code (TSV) |
|
[SIGNATURE] |
Any |
The signature that has the same name as the message code |
Example: If the message code is ARSIG, the file named ARSIG.gif is inserted in the text of the message. |
Order Line Text Codes
Line text codes are supported in Sales Order Line Maintenance messages and in some documents that print an order line.
Code |
Action |
[CONTROL] |
Display is determined by the value of the item's Serial/Lot control field (specified in Enterprise Item Maintenance - IM):
|
[WEIGHT UOM] |
Displays the item's weight per unit (i.e., the Weight per UOM field specified in Branch Item Maintenance - IMB) |
[WEIGHT TOTAL] |
Displays the weight per unit times the open order line quantity |
Using Color & Text Attributes in Document Messages
You can specify text and fill (i.e., background) colors and use italics, bold and expanded text in messages that print on documents to draw attention to message text. Using a fill color gives a message a highlighted effect. Many printers and PDF files support color, italics, bold and expanded text; attribute commands are ignored when outputting to other types of devices.
Start Attribute |
Action |
[COLOR FILL R,G,B] |
Sets the fill color to R,G,B where R,G,B are decimal values that determine how much red, green, and blue is applied to the final color. The COLOR FILL command sets the fill color for the entire line (including blanks) therefore only one COLOR FILL command is allowed per line of the message. |
[COLOR TEXT R,G,B] |
Sets the text color to R,G,B where R,G,B are decimal values that determine how much red, green, and blue is applied to the final color. The COLOR TEXT command sets the text color for the entire line therefore only one COLOR TEXT command is allowed per line of the message. |
[TEXT BOLD] |
Applies the bold text attribute to the message line (i.e., you cannot selectively apply bold to a single word within a line) and continues until a [RESET BOLD] command is issued. |
[TEXT EXPAND] |
Applies the expanded text attribute to the message line (i.e., you cannot selectively expand a single word within a line) and continues until a [RESET EXPAND] command is issued. |
[TEXT ITALICS] |
Applies the italics text attribute to the message line (i.e., you cannot selectively italicize a single word within the line) and continues until a [RESET ITALICS] command is issued. |
| Stop Attribute | |
[RESET BOLD] |
Terminates the bold attribute. You must include [RESET BOLD] on a separate line after the bold lines. Multiple reset commands can be on the same line. |
[RESET EXPAND] |
Terminates the expanded attribute. You must include [RESET EXPAND] on a separate line after the expanded lines. Multiple reset commands can be on the same line. |
[RESET ITALICS] |
Terminates the expanded attribute. You must include [RESET ITALICS] on a separate line after the italicized lines. Multiple reset commands can be on the same line. |
[RESET TEXT] |
Terminates colored text; it is reset to black. You must include [RESET TEXT] on a separate line after the colored lines. Multiple reset commands can be on the same line. |
[RESET FILL] |
Terminates colored fill; it is reset to no color. You must include [RESET FILL] on a separate line after the filled lines. Multiple reset commands can be on the same line. |
File & Field References
In addition to the codes described above, document messages can include any field (including user fields) in a main or related file using Data Dictionary information. Keywords are: DATA, CODE, MEMO, LIST; the NOTE keyword is discussed with Q-Info below.
The syntax is:
[DATA:file-reference:XML element name:{secondary XML element name to the linked file}]
Returns the data represented by the XML element name; XML element names are displayed for all fields in Data Dictionary Inquiry.
[CODE:file-reference:XML element name:XML element name from table file]
Returns the description for a table driven field if there is a description; otherwise, it returns the code
Where file-reference is one of the following:
The master file the program is generated from (O1A, O1, M1, etc.); for example:
I1AE: valid where an item number is the key input; the I1AE file is maintained by Enterprise Item Maintenance (IM)
I1AB: valid where an item number is the key input; the I1AE file is maintained by Branch Item Maintenance (IMB)
C1A: valid where customer number is the key input; the C1A file is maintained by Customer Maintenance (CM)
C1S: valid where a ship-to number is the key input; the C1S file is maintained by Customer Ship-to Maintenance (CSM)
V1: valid where a vendor number is the key input; the V1 file is maintained by Vendor Maintenance (VM)
[MEMOnn file_name]
Where nn is the sequence number assigned to the field and file_name is the file the field is defined for
[LIST:file_name:XML element name:&XML element name] to list multiple associated records
Where file_name is C1I, C1S or V4I
Examples:
To include the item's product class: [DATA:I1AE:Product_class]
To include the description of the item's product class: [DATA:I1AE:Product_class:Description]
To include an item's harmonized tariff code: [CODE:I1AE:Export_declaration:Harmonized_tariff_code]
To include the content of the first memo field from the enterprise item file: [MEMO01 I1AE]
To list manufacturers for an item (set up in Item/Manufacturer Item Maintenance) with the manufacturer's item number, the manufacturer and manufacturer's URL: [LIST:V4I:Mfr_item_no:&Manufacturer:&Mfr_URL]
Q-Info: User-Specified Information Display
Q-Info is a specific type of message that displays a window of supplemental information and is supported in many PowerShift applications. Q-Info message codes start with a program name followed by codes that control when Q-Info is displayed. See Q-Info in ISQ for an example.
The following table lists Q-Info message codes and the programs in which Q-Info windows display when a message is defined:
Message code |
Displays in |
ISQ-* |
Inventory Status Inquiry regardless of the item's product class |
ISQ-product_class |
Inventory Status Inquiry for items assigned to product class product_class |
MIM-*-NEW |
Manufacturing Order Maintenance when a new order is entered regardless of the parent item's product class |
MIM_product_classNEW |
Manufacturing Order Maintenance when a new order is entered for a parent item assigned to product class product_class |
MIM-* |
Manufacturing Order Maintenance for existing orders regardless of the parent item's product class |
MIM-product_class |
Manufacturing Order Maintenance for existing orders if the parent item is assigned to product class product_class |
MPS-H-NEW |
Bill of Material Maintenance for the parent item when an ECL added |
MPS-H |
Bill of Material Maintenance and Bill of Material Inquiry for the parent item when an ECL is selected |
MPS-C-NEW |
Bill of Material Maintenance when a component is added |
MPS-C |
Bill of Material Maintenance and Bill of Material Inquiry when a component is displayed |
OE1-NEW |
Sales Order Maintenance and One-Step Invoice Entry when a new order is entered |
OE1-H |
Sales Order Maintenance and One-Step Invoice Entry when an existing order is displayed |
OQ1-H |
Sales Order Inquiry and One-Step Invoice Entry when an order is displayed |
OE2-NEW |
Sales Order Maintenance and One-Step Invoice Entry when an order line is entered |
OE2-L |
Sales Order Maintenance and One-Step Invoice Entry when an existing order line is displayed |
OQ2-L |
Sales Order Inquiry when an existing order line is displayed |
QOE1-NEW |
EDI Order/Sales Quote Maintenance when a new order is entered |
QOE1-H |
EDI Order/Sales Quote Maintenance when an existing order is displayed |
QOQ1-H |
EDI Order/Sales Quote Inquiry when an order is displayed |
QOE2-NEW |
EDI Order/Sales Quote Maintenance when a new order line is entered |
QOE2-L |
EDI Order/Sales Quote Maintenance when an existing order line is displayed |
QOQ2-L |
EDI Order/Sales Quote Inquiry when an order line is displayed |
RMA1-NEW |
RMA Maintenance when a new RMA is entered |
RMA1-H |
RMA Maintenance when an existing RMA is displayed |
RMAQ1-H |
RMA Inquiry when an RMA is displayed |
RMA2-NEW |
RMA Maintenance when a new RMA line is entered |
RMA2-L |
RMA Maintenance when an existing RMA line is displayed |
RMAQ2-L |
RMA Inquiry when an RMA line is displayed |
VGMI-NEW |
Item/Manufacturer Item Maintenance when a new manufacturer is entered for an item |
VGMI-L |
Item/Manufacturer Item Maintenance when an existing record is displayed |
VIQ-product_class |
Inspection Status Inquiry when you highlight an item and click Q-Info if the item is assigned to product class product_class |
VMM-NEW |
Vendor Price Maintenance and Vendor Price Inquiry when a new vendor pricing record is entered. |
VMM-L |
Vendor Price Maintenance when an existing vendor pricing record is displayed |
VOE-NEW |
PO Maintenance when a new purchase order is entered |
VOE-H |
PO Maintenance when an existing purchase order is displayed |
VOQ-H |
PO Detail Inquiry when a purchase order is displayed |
VOE2-NEW |
PO Maintenance when a new purchase order line is entered |
VOE2-L |
PO Maintenance when an existing purchase order line is displayed |
VOQ2-L |
PO Detail Inquiry when a purchase order line is displayed |
In addition to text, text codes and field references, a Q-Info message can include notes.
Use this syntax to include file-specific notes:
[NOTE seq-no, print-code, note-type, file-reference]
Where:
seq-no is the note line number or * to match to all sequence numbers or a range of note line numbers; when specifying a range, use a - (hyphen) between the starting and ending note line numbers
print-code is B, N, P, 0-9 or * to match to all print codes; print-code is ignored if seq-no is supplied
note-type (e.g., I, S, R) if the file has multiple note types (e.g., I1AE, I1AB, C1A); leave blank if the file does not have multiple note types
file-reference is the master file (e.g., I1AE, I1AB, C1A) the notes are associated with
Use this syntax to include notes created in Generic Notes Maintenance (TNOTES):
[NOTE seq-no, print-code, , TNOTE, app_code, note_desc]
Where:
seq-no is the note line number or * to match to all sequence numbers or a range of note line numbers; when specifying a range, use a - (hyphen) between the starting and ending note lines (e.g., 100-300)
print-code is B, N, P, 0-9 or * to match to all print codes; print-code is ignored if seq-no is supplied
app_code is one of the system application codes selected when notes were added in Generic Notes Maintenance (TNOTES)
note_desc is the code or description assigned when notes were added in Generic Notes Maintenance (TNOTES)