The Include checkboxes are used to decide what data will be included in the listing. You may choose from:

• Relations

• Names

• Numbers

• Addresses

• Sort views

If you select the Last updated by checkbox, the listing of tables will include information detailing when each table item was updated and the operator who made the update.

Having selected the relevant checkboxes, nominate the range of items to be included from each table in the Range fields. Enter the first and last codes of the table items you wish to include in the listing. Select the OK button to continue and the listing is printed in the manner you nominated.

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ASCII Format

Accountants Enterprise only

Use this routine to read data from other MYOB applications, for example, Investment Register System, into a practice letter. The following ASCII file can be generated in Investment Register however, it may also be generated by other third party products within your practice. The ASCII file must have a specific format otherwise it cannot be imported. Once the import routine is complete, the ASCII file may be deleted.

Format of the ASCII File

Accountants Enterprise only

The format of the file is structured as follows:

• the contact code.

• then EITHER the group letter C meaning contact or E meaning employee.

• you may enter data in a maximum number of nineteen data fields. Each data field may contain up to eighty (80) alpha characters. All of the above fields must be separated by a vertical bar [|].

For example, the file may be designed as follows:

ALLGPRO|C|Broken Hill Proprietary Limited|28,000 C class|$120,000|$58,000

WHALCAT|C|Broken Hill Proprietary Limited|20,000 B class|$100,000|$38,000

Defining Your Practice Letter

Before the ASCII file can be imported, create a practice letter which is designed to receive the ASCII file. The data fields which you defined in the ASCII file are represented by accumulators #31-#50 within the practice letter. For example, in the ASCII file described above, #31 would read the words Broken Hill Proprietary Limited.

The practice letter must contain the corresponding accumulators that were defined in the ASCII file. When you choose to import the ASCII file, this letter must be nominated in the Use Layout field of the Letter Writing Options window.

Importing an ASCII File

When you select the ASCII file import button, the File field is highlighted, prompting you to nominate the ASCII file you wish to import. Press [Tab] twice to focus at the File field and enter the file name.

The Output Device window displays. Select an output device to continue; the letter then prints to the selected output device.

The usual letter writing features are also available. An example of an ASCII file import letter follows:

^#01 * user defined address lines from within Central Database

^#02

^#03

Dear ^D190, * name salutation

Your shares for ^#31 have realised a value of ^#32 resulting in a capital gain of ^#33. This amount should be included in this year's tax return.

Sincerely,

^D491 * practice name

^D492 * address

^D493 * address line 2

^D496 * ACN number

The accumulators #31, #32 and #33 are defined from the ASCII file for each name. In the above example, letters will print for the names with codes ALLGPRO and WHALCAT.

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Label Layout Formatting

Accountants Enterprise only

Labels must be specifically formatted to produce a label layout correct for printing on label stationery.

To mark the location of each label within the line, labels are bounded by the open and the close brace, that is {}. The contents of the line are then typed within the braces, using the hash symbol (#) followed by either an accumulator or a field.

Literal text may be entered by typing it in after the field or accumulator. If you wish to include two or more fields in the one line, the fields must be delimited by the vertical bar character (|). An example label line layout could be:

{#D196|#D102|Esquire }

If the data represented by the fields or the accumulators you have entered exceed the width of the label you have allowed within the braces, the data will be truncated.

To specify the number of lines between the top of the first label and the top of the next label use the [LABEL SPACING] command followed by the required number. This must be the first line used in the layout. For example:

[LABEL SPACING] 9

{D192 }

{#01 }

{#02 }

{#03 }

This layout would place nine lines between the top of the first label and the top of the next label. If no label spacing is found, the system defaults to nine lines between labels.

Most label stationery comes with more than one column of labels per page. In this instance you simply repeat the layout across the page, for example,:

{#D196} {#D196} {#D196}

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Letter Layout Formatting

Accountants Enterprise only

Information from the database may be extracted for inclusion in letter layouts. For example, you may wish to include the addresses and names for a letter you are sending to your client base. Fields may be keyed into letters for the purpose of extracting information from the database. These are called embedded fields and use the format of "D1XX" where XX is the appropriate database field definition, for example:

Full name #D196

Initials #D168

Given names #D191

These fields must be specifically formatted within the letter layout for the system to recognise them and retrieve the required data.

There are also 30 accumulators (variable definition fields; #01 to #30) available which may be defined by the user to extract variable data. For example, if a client has both a postal and delivery address attached, the data is actually stored in the database in the same record type (in this case D3) so the particular address to extract has to be defined.

These accumulators are available for editing in the Utilities menu, Letter Writing Definition option. As a default, accumulators #01 to #06 are set to extract six lines of the POSTAL address. These are formatted as:

#01 - C\- Token

#02 - C\- Addressee

#03 - Postal Address Line One

#04 - Postal Address Line Two

#05 - Postal Address Line Three

#06 - Postal Address Line Four

This means that in layouts where the above accumulators are included, the postal address for the contact will be printed. In the above example, if the name has a C\- Addressee, you may nominate to actually print the token C\- in the letter, and/or the name of the Addressee. This is useful where a client is having her/his mail redirected.

Alternatively, you may nominate to exclude the C\- token in the layout and include the address only. This would be useful if for example you were doing a bulk mail out to clients and were addressing the letter to The Purchasing Manager. You would then add The Purchasing Manager as the Addressee in the address you were using for the layout.

The accumulators are saved to the master file when you add to them from the Letter Writing Definitions option in the Utilities menu. As you print letters and labels, there is a Variables button at the base of the letter and label printing windows respectively. Accessing this button enables you to make temporary changes to your letter writing accumulators without affecting the master file.

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Audit Trail Fields

Accountants Enterprise only

These fields are found in the CDS file DZZCD200 and are used for letter writing.

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Client Note Fields

Accountants Enterprise only

These fields are found in the file DS6CN100 and are used for text letter writing.

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Control Record Fields

Accountants Enterprise only

These Control Record fields are used for text letter writing in CDS.

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Master Fields

Accountants Enterprise only

These fields are found in the CDS file DS6CD100 and are used for text letter writing. (Client Master Data - Includes Client, Prospects, Employees etc)

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Sort Sequence Fields

Accountants Enterprise only

These Sort Sequence fields are used for text letter writing in CDS.

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Table Data Fields

Accountants Enterprise only

These Table Data fields are used for text letter writing in CDS.

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Accountants Enterprise only

The Filter field enables you to process, print reports, letters or labels for specific contacts in your database.

The condition you establish here may involve printing only contacts with a specific sort view or only contacts that have a particular title e.g. 'Doctor'.

For example, if you entered the following condition; D169 EQ 'Doctor', the system would check the field D169 (Title) and if it contained the information 'Doctor', would print a letter/label for that contact.

A more complex condition would be this:

D105 EQ 'P' OR D105 EQ 'M' AND D101 NE 'FRED'.

This Filter determines the process (printing a letter or label for instance) is performed for any employee that is a partner or manager, so long as their contact code is not FRED.

This a list of valid commands you may use in filters:

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Related topics

Audit Trail Fields

Control Record Fields

Client Note Fields

Master Fields

Sort Sequence Fields

Table Data Fields

Batch Sequence

Accountants Enterprise only

The Batch sequence window is a list of all the contacts in your database.

Toggle the contacts you wish to report on by selecting the Toggle button.

A quick way to select many contacts is to use the [Enter] and arrow up or down keys.

Each contact that displays a tick is toggled. To de-select a contact, focus on the selected contact and use the Toggle button or the [Enter] key.

Only contacts that are ticked are included in the process to be performed.

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List Tables - Include Option

Accountants Enterprise only

The Include checkboxes are used to decide what data will be included in the listing. You may choose from:

• Relations

• Names

• Numbers

• Addresses

• Sort views

If you select the Last updated by checkbox, the listing of tables will include information detailing when each table item was updated and the operator who made the update.

Having selected the relevant checkboxes, nominate the range of items to be included from each table in the Range fields. Enter the first and last codes of the table items you wish to include in the listing. Select the OK button to continue and the listing is printed in the manner you nominated.

Back to Reporting Options Availability

ASCII Format

Accountants Enterprise only

Use this routine to read data from other MYOB applications, for example, Investment Register System, into a practice letter. The following ASCII file can be generated in Investment Register however, it may also be generated by other third party products within your practice. The ASCII file must have a specific format otherwise it cannot be imported. Once the import routine is complete, the ASCII file may be deleted.

Format of the ASCII File

Accountants Enterprise only

The format of the file is structured as follows:

• the contact code.

• then EITHER the group letter C meaning contact or E meaning employee.

• you may enter data in a maximum number of nineteen data fields. Each data field may contain up to eighty (80) alpha characters. All of the above fields must be separated by a vertical bar [|].

For example, the file may be designed as follows:

ALLGPRO|C|Broken Hill Proprietary Limited|28,000 C class|$120,000|$58,000

WHALCAT|C|Broken Hill Proprietary Limited|20,000 B class|$100,000|$38,000

Defining Your Practice Letter

Before the ASCII file can be imported, create a practice letter which is designed to receive the ASCII file. The data fields which you defined in the ASCII file are represented by accumulators #31-#50 within the practice letter. For example, in the ASCII file described above, #31 would read the words Broken Hill Proprietary Limited.

The practice letter must contain the corresponding accumulators that were defined in the ASCII file. When you choose to import the ASCII file, this letter must be nominated in the Use Layout field of the Letter Writing Options window.

Importing an ASCII File

When you select the ASCII file import button, the File field is highlighted, prompting you to nominate the ASCII file you wish to import. Press [Tab] twice to focus at the File field and enter the file name.

The Output Device window displays. Select an output device to continue; the letter then prints to the selected output device.

The usual letter writing features are also available. An example of an ASCII file import letter follows:

^#01 * user defined address lines from within Central Database

^#02

^#03

Dear ^D190, * name salutation

Your shares for ^#31 have realised a value of ^#32 resulting in a capital gain of ^#33. This amount should be included in this year's tax return.

Sincerely,

^D491 * practice name

^D492 * address

^D493 * address line 2

^D496 * ACN number

The accumulators #31, #32 and #33 are defined from the ASCII file for each name. In the above example, letters will print for the names with codes ALLGPRO and WHALCAT.

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Label Layout Formatting

Accountants Enterprise only

Labels must be specifically formatted to produce a label layout correct for printing on label stationery.

To mark the location of each label within the line, labels are bounded by the open and the close brace, that is {}. The contents of the line are then typed within the braces, using the hash symbol (#) followed by either an accumulator or a field.

Literal text may be entered by typing it in after the field or accumulator. If you wish to include two or more fields in the one line, the fields must be delimited by the vertical bar character (|). An example label line layout could be:

{#D196|#D102|Esquire }

If the data represented by the fields or the accumulators you have entered exceed the width of the label you have allowed within the braces, the data will be truncated.

To specify the number of lines between the top of the first label and the top of the next label use the [LABEL SPACING] command followed by the required number. This must be the first line used in the layout. For example:

[LABEL SPACING] 9

{D192 }

{#01 }

{#02 }

{#03 }

This layout would place nine lines between the top of the first label and the top of the next label. If no label spacing is found, the system defaults to nine lines between labels.

Most label stationery comes with more than one column of labels per page. In this instance you simply repeat the layout across the page, for example,:

{#D196} {#D196} {#D196}

Back to Reporting Options Availability

Letter Layout Formatting

Accountants Enterprise only

Information from the database may be extracted for inclusion in letter layouts. For example, you may wish to include the addresses and names for a letter you are sending to your client base. Fields may be keyed into letters for the purpose of extracting information from the database. These are called embedded fields and use the format of "D1XX" where XX is the appropriate database field definition, for example:

Full name #D196

Initials #D168

Given names #D191

These fields must be specifically formatted within the letter layout for the system to recognise them and retrieve the required data.

There are also 30 accumulators (variable definition fields; #01 to #30) available which may be defined by the user to extract variable data. For example, if a client has both a postal and delivery address attached, the data is actually stored in the database in the same record type (in this case D3) so the particular address to extract has to be defined.

These accumulators are available for editing in the Utilities menu, Letter Writing Definition option. As a default, accumulators #01 to #06 are set to extract six lines of the POSTAL address. These are formatted as:

#01 - C\- Token

#02 - C\- Addressee

#03 - Postal Address Line One

#04 - Postal Address Line Two

#05 - Postal Address Line Three

#06 - Postal Address Line Four

This means that in layouts where the above accumulators are included, the postal address for the contact will be printed. In the above example, if the name has a C\- Addressee, you may nominate to actually print the token C\- in the letter, and/or the name of the Addressee. This is useful where a client is having her/his mail redirected.

Alternatively, you may nominate to exclude the C\- token in the layout and include the address only. This would be useful if for example you were doing a bulk mail out to clients and were addressing the letter to The Purchasing Manager. You would then add The Purchasing Manager as the Addressee in the address you were using for the layout.

The accumulators are saved to the master file when you add to them from the Letter Writing Definitions option in the Utilities menu. As you print letters and labels, there is a Variables button at the base of the letter and label printing windows respectively. Accessing this button enables you to make temporary changes to your letter writing accumulators without affecting the master file.

Back to Reporting Options Availability

Audit Trail Fields

Accountants Enterprise only

These fields are found in the CDS file DZZCD200 and are used for letter writing.

Back to Reporting Options Availability

Client Note Fields

Accountants Enterprise only

These fields are found in the file DS6CN100 and are used for text letter writing.

Back to Reporting Options Availability

Control Record Fields

Accountants Enterprise only

These Control Record fields are used for text letter writing in CDS.

Back to Reporting Options Availability

Master Fields

Accountants Enterprise only

These fields are found in the CDS file DS6CD100 and are used for text letter writing. (Client Master Data - Includes Client, Prospects, Employees etc)

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Sort Sequence Fields

Accountants Enterprise only

These Sort Sequence fields are used for text letter writing in CDS.

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Table Data Fields

Accountants Enterprise only

These Table Data fields are used for text letter writing in CDS.

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