How to create and modify form codes

Note: These instructions apply to modules upgraded to "Level 4" standards. Sales Order Invoice Printing in company ABC is used as an example in the steps below. In Report Manager, forms for modules not upgraded are indicated by an asterisk (for example: *Job Invoice).

1. Open Sales Order / Main / Invoice Printing.
2. Enter the form code in the 'Form Code' field, and press ENTER. The 'Template Selection' window displays.
3. Select one of the following templates, and click 'OK':
   • Preprinted Laser
   • Plain
   • Marbled
   • Dot Matrix
4. Enter the description in the 'Description' field.
5. Select sorting and filtering options as needed.
6. Print or preview the form. The settings are now retained for that form code.

Additional Information:

Note: xxx = company code wherever used in this article.

Form code settings are saved when the form is printed, and they are automatically retrieved when that form code is selected again by the same user for the same company. The following selections are saved for each form code:

• Sort options
• Main panel selections
• Messages
• Number of copies
• Collation setting
• Multi-part
• Printer

Report paths and names:

Report paths and names are based on the selected form code and template.

• Settings are saved after the form is printed or previewed.
• Form codes are not necessarily tied to a specific report but are tied to specific form template types (preprinted, plain, marbled, and dot matrix).
• Form Codes are not user specific.
• A specific folder is created only if the form is modified in Crystal Reports Designer or if it is processed in Report Manager.
• Printer settings are not saved for the "Standard" form codes. Create a new form code to save printer settings.
• After new form codes are created, they can be modified by clicking the 'Designer' button at the Print Options window or in Report Manager. For more information, click the 'Help' button in Report Manager.

The following examples display the locations of the files when the form code is created in Sales Order Invoice Printing:

• "Standard" form code, with the "Preprinted Laser" template:
  • ..\Mas90\Reports\SO_Invoice1.rpt
• "Standard1" form code, with the "Plain" template:
  • ..\Mas90\Reports\SO_Invoice2.rpt
• "Standard2" form code, with the "Marbled" template:
  • ..\Mas90\Reports\SO_Invoice3.rpt
• "Standard3" form code, with the "Dot Matrix" template:
  • ..\Mas90\Reports\SO_Invoice4.rpt

The following examples display the locations if the forms listed above are modified in Crystal Reports Designer or in Report Manager:

• "Standard" form code, with the "Preprinted Laser" template:
  • ..\Mas90\MAS_xxx\Reports\SO_InvoicePrinting\Standard\SO_Invoice1.rpt
• "Standard1" form code, with the "Plain" template:
  • ..\Mas90\MAS_xxx\Reports\SO_InvoicePrinting\Standard1\SO_Invoice2.rpt
• "Standard2" form code, with the "Marbled" template:
  • ..\Mas90\MAS_xxx\Reports\SO_InvoicePrinting\Standard2\SO_Invoice3.rpt
• "Standard3" form code, with the "Dot Matrix" template:
  • ..\Mas90\MAS_xxx\Reports\SO_InvoicePrinting\Standard3\SO_Invoice4.rpt

Form code selection hierarchy:

Modified forms are selected first by company code. If a form does not exist at one level, the next level is used. If no modified forms exist, the standard form is used. Forms are selected in the following order (with examples):

• ..\Mas90\MAS_xxx\Reports\<Form Name>\<Form Code>\<Filename.rpt>
  • ..\Mas90\MAS_ABC\Reports\SO_InvoicePrinting\Standard1\SO_Invoice3.rpt
• ..\Mas90\MAS_xxx\Reports\<Filename.rpt>
  • ..\Mas90\MAS_ABC\Reports\SO_Invoice3.rpt
• ..\Mas90\MAS_System\Reports\<Form Name>\<Form Code>\<Filename.rpt>
  • ..\Mas90\MAS_System\Reports\SO_InvoicePrinting\Standard1\SO_Invoice3.rpt
• ..\Mas90\Reports\<Filename.rpt>
  • ..\Mas90\Reports\SO_Invoice3.rpt

Printer settings

The printer information is retained by form code. The Windows default printer is selected automatically when a form code is created or selected for the first time at a workstation. If a different printer is selected, the new printer becomes the default printer for that form at that workstation. Reports that have no 'Report Name' like the Sales Journal or custom reports added to the menu will always use the Windows default printer. 

By default, printer settings, such as landscape, are not enforced in the printer dialogs. The settings are returned from the form itself. For example, if the printer is set to landscape orientation, and the form uses portrait orientation, the form prints in portrait. To change to landscape, click the 'Printer Setup' button and change the orientation. The selected orientation is saved automatically.
Note: The exception is multi-part printing, which uses the default printer setting.

Report Manager:

The 'Add New Format' window imports form codes or report settings for use by Report Manager.
Note:  Form codes cannot be created in Report Manager. The form code or report setting must first be defined in the print options window within the module.

How to create a single form code for all users:

1. Open Library Master / Setup / Report Manager, select the appropriate module and form (for example: Sales Order / Invoice Printing), and click the 'Maintain' button.
2. Select a form template if prompted.
3. At the 'Add New Format' window, select "Standard" from the 'Form Code' field.
4. Click the 'Proceed' button to open the 'Maintain' window.
5. Select the form code, and click the 'Design' button to modify the report in Crystal Reports Designer.
6. Save the changes.

How to set up form codes for different users who print the same form:

1. In the form printing window within the module, create form codes for users that require different settings (for example: different printers).
2. Open Library Master / Setup / Report Manager, select the appropriate module and form (for example: Sales Order / Invoice Printing), and click the 'Maintain' button.
3. Select the 'All Codes' check box in the 'Add New Format' window.
4. Select the company code.
5. Click the 'Proceed' button to open the 'Maintain (xxx)' window.
6. Select the form code, and click the 'Design' button to modify the report in Crystal Reports Designer.
7. Save the changes.

How to set up one form code for multiple users, if multiple form codes already exist in the form printing window:

1. Create unique form codes for users that require different settings (for example, different printers).
2. Open Library Master / Setup / Report Manager, and select the appropriate module and form code.
3. Select the 'All Codes' check box in the 'Add New Format' window.
   Note: Do not add the users' form codes in Report Manager. See steps below if additional codes exist in Report Manager.
4. Select the company.
5. Click the 'Proceed' button to open the 'Maintain (xxx)' window.
6. Select the "(All)" form code, click the 'Copy' button, and perform either of the following:.
   • Click the 'Copy To' lookup button and select the form code.
   • Select the 'All Codes' check box, and select the company code.
7. Click the 'Proceed' button.

How to set up one form code for multiple users, if multiple form codes already exist in Report Manager:

1. In Windows Explorer, go to ..\Mas90\MAS_xxx\Reports\<Form Name>\.
   • Example: ..\Mas90\MAS_ABC\Reports\SO_InvoicePrinting\.
2. Make a backup of  the ..\<Form Name>\ folder and all subfolders.
   Note: This action backs up all of the custom .RPT files for this company.
3. Rename or delete all ..\<Form Name>\<Form Code> folders.
   • Example:  ..\Mas90\MAS_ABC\Reports\SO_InvoicePrinting\Standard1\.
4. Users now print the same form from ..\Mas90\MAS_xxx\Reports\<Form Name>.
5. To modify the form, open Report Manager, select the "(All)" form code, and click the 'Design' button.