Exact Globe+

Maintaining layouts: Inserting database fields

Menu path

System ➔ General ➔ Settings

Introduction

When you are creating layouts for documents used in your administration, you need to insert database fields in the layouts. Database fields are fields used to enter information from your database, such as item data or customer information, in the layouts.

What version are you using?

The information in this document is applicable to product update 410 and higher. If you have versions lower than this, certain features explained here will not be applicable.

How do I insert database fields?

On the Settings page, click Document settings on the left menu.
Click the Select button next to the respective field. The Layout screen is displayed.
Select an existing layout, and then click Edit. Alternatively, click New to create a layout. This will open an existing layout for you to edit or a blank layout if you want to create a new one.
Right-click on the layout, and then click Insert.
Click Database field. The Database field screen will be displayed.
At Block, select the relevant block containing the database field to be inserted.
Select the required database field at Field.
Click OK.

Fields

Block

Select the block that contains the database field to be inserted. For more information, see Maintaining layouts: Explanation on blocks.

Length

Type the length of the selected database field per line. The length defines the number of positions which is allowed to be entered in this database field on every line. If the description takes up more than the length (number of positions) specified for each line of the database field, the part of description that exceeded the length will automatically be displayed in the subsequent line.

Field

Select the database field to be inserted in the layout.

Suppress repetition

Select this check box to prevent the header from being printed more than once even if the invoice has more than one order number or our reference number.

Truncate at field width

Select this check box to distribute the text evenly within the Description column. The distribution will be done based on the value defined at Length. See the following examples of the invoice layout:

If this check box is not selected, the following will be displayed in the Description column:

If this check box is selected, the following will be displayed in the Description column:

Introductory text

Type the introductory text for the database field.

Subsequent text

Type the subsequent text for the database field.

Alignment database field/Align introductory text/Align subsequent text

Select the alignment for the database field, introductory text, and subsequent text. The following options are available:

Left align
Right align
Place next to previous field with space in between
Place next to previous field without space

Color

Click Introductory text to select the color for the introductory text, Subsequent text to select the color for the subsequent text, and Database field to select the color for the database field.

Depending on the block and the field you select, you will see different settings options for database fields. In this example, the layout for purchase order is edited. You will see the additional settings options as below for database fields if you select the Item block and the Discount amount field.

Before decimal

Type the amount of spaces before the decimal for precision in recording the discount amount.

Note: This field is only displayed when Define precision is selected.

After decimal separator

Type the amount of separator spaces after the decimal for precision in recording the discount amount.

Note: This field is only displayed when Define precision is selected.

Define precision/Price precision/Precision for amounts

Select the precision settings option for the database field. Three options are available, which include Define precision, Price precision, and Precision for amounts. If you select Price precision or Precision for amounts, you can type the length of the precision at Length.

Thousands separator

Select this check box to display the numbers in the layout with the thousand separator. For example, for the amount of one thousand, it will be recorded as “1,000” in the layout.

Unit

Select the unit of numbers for your data to be displayed in the layout. This is useful if you work with extremely huge or small numbers. For example, if you set the unit to “1,000,000”, the quantity for “47,000,000” will be displayed in the layout as “47”.

Leave out if blank

Select this check box if you want the layout to leave out any undefined database fields.