Special Forms - SYSPUB

The Special Forms (SYSPUB) page is used to define general information about special forms and check stock. This is a multi-form definition page, used to accommodate a wide variety of form definitions, not all fields are used with every form. The most common purpose of this page is to define check numbers and stub formatting. This page is filled out once for each form stock to be defined and this is usually done with BusinessPlus installations.

Page Header

Form ID: Enter the name used to create this Special Form Definition. For example, the Form Id format for Accounts Payable checks would be "SPFMxxCK", where "xx" is the Bank ID.
File Name: This field is informational reference use only – the file name entered here is not used, in any manner, in BusinessPlus processing. Typically, this will be the same as the Form ID.
Title: Enter up to 30 characters that describe the form stock. For example, "Accounts Payable Check Account".
Stub Location: Select "TOP" for top-stubbed checks. Enter "BOT" for bottom-stubbed.
Stock ID: The stock ID or bank ID. If the form is check stock, the code should be the same as the fifth and sixth characters of the Form ID field. Bank ID codes are defined in NU Common Codes Category/Value CKID/<ID>.
IFAS Version: BusinessPlus version may be entered for informational purposes.

Main Tab

Eject Page Between Forms: Usually left blank (meaning No) indicating that the software is to "count" lines, rather than to depend upon a printer control tape being used to page eject to a new form.
Mount Msg 1, Msg 2, Msg 3: Up to 50 characters available for informational purposes to describe form mounting notes. Not commonly used in BusinessPlus 7.9.8.
Number of Void Starters: Enter the number of form/check stock that will be "wasted" during printer alignment.
Number of Void Enders: Enter the number of form/check stock that will be "wasted" when the printer reaches an "end of box" condition. Many tractor feed printers are not able to print the last check in a box; thus, this field should be set to the number of such checks.
Begin Void Starter on Line: Many tractor feed printers do not print on all lines of the first void alignment-form stock. Use this field to indicate which line is the first printable line on the first stock form when starting a form printing operation. For example, a number of 23 would indicate that the first 22 lines of the starting check stock form are above the printer platen.
Use Form Control Number: This field should be checked if the form number used by the system is pulled from the Starting Number field.
Starting Number: Enter the starting form number to be used. This should be entered as an eight-digit number.
Ending Number: Enter the ending form number to be used. This should be entered as an eight-digit number.
Rewrite File with Form Number: If pre-printed form numbers are used, place a check by clicking this field; otherwise, leave it blank.
Primary Stub Sort: Enter the primary and secondary sort orders of the detail information on the form stub. Allowed codes are:
IN: Invoice Number Order
PO: Purchase Order Number Order
KY: GL Key Order
OB: GL Object Order
JK: JL Key Order
JO: JL Object Order
SR: Second Reference Order
RL: Relate Code One Order
User Defined Records: Checking this box indicates the use of user-defined records, blank indicates the "old" style format. See section "Creating AP Check Formats Using User-Defined Data Records."
Secondary Stub Sort: Enter the secondary sort orders of the detail information on the form stub.

Line Definitions Tab

The Line Definitions Tab is used to define each line on the form stock. Fill out this page once for each line on the form stock. This page identifies each line and specifies which fields are to appear on the line. Fields are identified by number; then, on the Field Definitions tab, the system will be told how it is to get each numbered field. The best way to go about this is to fill out the form (hand-written). Then give a unique number to each field on the form, keeping in mind that repeating lines on the form stub need not have unique numbers (e.g., for multiple Distribution amounts on the check stub, only write numbers for the values in the first line).

Line Number: Enter the line numbers consecutively. The first time this page is filled in, the Line No should be "1", the second, "2," and so on. Every line on the form must be represented by a unique Line No and each Line No must be exactly one larger than the previously defined Line No.
Print Field Numbers: Enter the Field Numbers that are to appear on this line of the form. Fields are identified by number; then, on the Field Definitions tab, the system will be told how to get each numbered field.
Read Records Before: With regard to check forms, four types of records are generated for each Person or Entity that is to receive a check.

• The first type, called Record 01, contains general information such as the Person or Entity name, ID, and address information. There is only one Record 01 per check.
• The second record type, called Record 02, contains specific information relating to individual Distribution amounts on the check. Most checks are for one or more Invoices that contain one or more Distribution amounts. There are as many Record 02s as there are Distribution amounts for a given Invoice.
• The third record type, called Record 03, contains information that is specific to the Invoice. There are as many Record 03s as there are Invoices.
• The fourth record type, called Record 04, contains information used by clients that process Claim Numbers. There is one Record 04 per check.

When planning for the extraction of a field from these records, keep in mind that for each check, the system will sort records by the Distribution amount record, within the Invoice record, within Person/Entity ID. Thus, if a person were to receive a check with two Distribution amounts on the first Invoice and one Distribution amount on the second Invoice, the following would be how the records are defined:
Record 01 (about the Person)
Record 02 (first Distribution amount on first Invoice)
Record 02 (second Distribution amount on first Invoice)
Record 03 (about first Invoice)
Record 02 (Distribution amount on second Invoice)
Record 03 (about second Invoice)
If information about an Invoice is needed on a line where Record 02 information is being printed, enter "03" to have the system "read ahead" so that it has the Record 03 data available for inclusion on the line.
Record 06, 07, and 08: Duplicates of Record 2 used for multi-column stub format.
Record 09, 10, and 11: Duplicates of Record 3 used for multi-column stub format
Record 12: Invoice text.
Record 13: Check stock specific text from CKML Common Code.
Overflow Records: Up to five different Record Numbers may be specified as "overflow" indicators. If, after printing the current line, any of these records are found for the current Person or Entity, then an overflow condition is detected and appropriate action will be taken. Four types of records are generated for each Person or Entity that is to receive a check. The first type, called Record 01, contains general information such as the Person or Entity name, ID, and address information. There is only one Record 01 per check; thus, eliminating the need to put "01" in these fields. It is typical to find either "02" or "03" in one of these fields. What this says to the software is as follows: After printing this line, if there are more detail Distribution amounts (or Invoices) for this Person or Entity, handle the overflow condition.
Resume Printing at Line: If an overflow (e.g., check stub overrun) condition exists, this field specifies which Line Number on the next check stock form is to be used when the system resumes normal processing of Distribution Amount Record Number 02s, Invoice Record Number 03s, and/or Claim Record Number 04. This field is required for overflow testing.
After Printing Lines: If an overflow (e.g., check stub overrun) condition exists, the Line Numbers given in these fields will be processed normally en-route to the line number at which printing is to resume. These fields are used to force the reprinting of information on the top of the next check stock form. For example, on top stubbed check stock forms, most clients prefer to reprint the name and ID on the top of overflow stubs, before continuing to print the additional lines required for the check to be fully printed.
Overflow Message: Up to four (30-character) lines may specify the text that is to print when an overflow condition exists. For check stock overflow, many clients like to print something like " **** VOID, CONTINUED STUB**** " across the face of the voided check(s).
Start: Specify the start of lines which are to receive the given overflow text. If one of these line ranges overlaps the "after printing normal Line No's" lines, the overflow message will not be printed on the overlapped lines. If only one line is to be printed, enter the range as xx-xx (e.g., 09-09).
End: Specify the end of lines which are to receive the given overflow text.
Position: Specify the position given overflow text.

Field Definitions Tab

The Field Definitions page is used to define each value to appear on the check stock form. Every Field Number referenced on the Line Definitions tab must be defined on this page.

Field Number: A unique field number from 01 to 99. This number must match at least one Field Number that was entered on the Line Definitions page. Normally, fields are defined in numeric sequence.
Type: Select the code that specifies the type of field being defined. The five types of Fields are:

• CH – Character
• CO – Constant
• FC – Form Control
• NO – Numeric
• TT – Total

NO (Numeric) and CH (Character) values are extracted from records and are provided for each Person or Entity to receive a form.
Description: If the Field "Type" is "CO", enter up to 30 characters to be used when the form is printed. For all other Field "Types", this should contain a description of the field and is used for informational purposes only. The values placed into these fields will be used when the Void alignment forms are printed. For example, if the field is to be the Distribution amount, "xxx,xxx,xxx.xx Dist. Amt" may be entered as the "Desc".
From Record Num: Record No xx, Start xxxx, Length xxxx: The "Record No" field must contain "01," "02," "03," or "04." If the Field "Type" is "CO," "TT," or "FC," leave this field blank. If the Field "Type" is "CH" or "NO," enter the appropriate Record Number from which the desired field is to be extracted. Four types of records are generated for each Person or Entity that is to receive a form.

• The first type, called Record 01, contains general information such as the Person or Entity name, ID, and address information. There is only one Record 01 per form.
• The second record type, called Record 02, contains specific information relating to individual Distribution amounts on the check. Most checks are for one or more Invoices that contain one or more Distribution amounts. There are as many Record 02s as there are Distribution amounts for a given Invoice.
• The third record type, called Record 03, contains information that is specific to the Invoice. There are as many Record 03s as there are Invoices.
• The fourth record type, called Record 04, contains information used by clients that process Claim Numbers. There is one Record 04 for each check.

When planning for the extraction of a field from these records, keep in mind that for each check, the system will sort records by the Distribution amount record, within Invoice record, within the Person/Entity ID. Thus, if a person were to receive a check with two Distribution amounts on the first Invoice and one Distribution amount on the second Invoice, the following would be how the records are defined:
Record 01 (about the Person)
Record 02 (first Distribution amount on first Invoice)
Record 02 (second Distribution amount on first Invoice)
Record 03 (about first Invoice)
Record 02 (Distribution amount on second Invoice)
Record 03 (about second Invoice)
When defining a Field "Type" of "CH" for a given Record Number, provide the starting byte location of the field (placed in the "Start" field) and enter the length of the field (placed in the "Length" field). When defining a Field "Type" of "NO" for a given Record Number, enter the Number ID of the value (placed in the "Start" field). Needing to enter the starting byte location and length makes this process more difficult than if we had simply created names for each field; however, we have a number of clients that wish to pull out specific byte locations within a given field. The following provides a detailed description of each Record Number and value contained therein:

Record "01" - Character Information (CH)

Record "02" - Character Information (CH) Item Info

Record "02" - Numeric Values (NO)

Record "03" - Character Information (CH) – Invoice Info – Summary

Record "03" - Numeric Values (NO)

Record "04" - Character Information (CH)

Record "04" can also be printed with five client-defined areas up to 80 characters in length. Values placed are defined in NU Common Codes Category/Value of APCK/SUMMARY. The option is selected by placing "LONG" in the medium description of the common code. In this case, the format of Record "04" would be as follows:

TO Start: Enter the position (left to right) where this field will start printing on the form stock form. First position is 1.
TO Length: Enter the maximum number of positions that may be taken by this field when it is printed on the form stock form.
TO Justify: Enter "L" to have the system Left Justify the value in the print positions reserved for this field: "R" to Right Justify; "C" to Center Justify; or, "A" to have the field printed As Is.
TO Edit Code: If this is a Field "Type" of "CO" or "FC," this field has no effect upon how the value is printed. If the field type is "FC" and the edit code is "01," then the check number will not be incremented in the event of a void-continued check. When the Field "Type" is "NO," "TT," or "CH," enter a value in this field. Select the two-digit number from the bottom of the form that matches how the field is to be edited prior to printing. All dollar amounts are edited with commas; then, if the result will not fit, commas are stripped from the result. The following is a further description of each valid Edit Code:

Total Plus ( + ) fields: When defining a Field "Type" of "TT," enter up to 10 field numbers to be added in the calculation of the total. Field Numbers must be defined on the Field Definitions tab.
Total Minus ( - ) fields: When defining a Field "Type" of "TT," enter up to 10 field numbers to be added in the calculation of the total. Field Numbers must be defined on the Field Definitions tab.
Total Clear Code: When defining a Field "Type" of "TT," this field is used to specify when the total is to be cleared (reset to zero). Enter "GT" to have the total be a Grand Total across all checks. Enter "PE" to have the total be cleared after each Person or Entity is processed (this is the most typical code). Enter "AP" to have the total be cleared each time it is printed (i.e., line-by-line total).

Record 05 - Character Information (CH)

The Bank Acct Type and Bank Acct Numbers are set up from the PEUPPE page for AP EFTs.  If NU Common Codes Category/Value of SYDC/< two-character CKID> exists, the information that is normally written to Records 2 and 3 will be written alternately between Records 2 & 3 and Records 6 & 7. The purpose of this is to allow check stubs with two columns of data. For example:

In order to print two or three invoices on one line, place a "3" in the first associated code of SYDC. When this code exists, in addition to writing to records 2 & 3, the process will write additional records as follows:

The record descriptions for Records 6 & 7 are identical to the descriptions for Records 2 & 3.

Creating AP Check Formats Using User-Defined Data Records

User defined records are enabled by checking the "User Defined Records" option box on the Main tab. When designing a check format decide which data elements will be printed from each record.

• A record #1 will always be first and there can be only one per check.
• A record #2 will exist for every OH transaction that is to be paid.
• A record #3 will exist as a summary of record #2. For example, if sorting by PO#, record #3 will be the summary for a single PO.

Person/Entity Information

OH Transaction Information

GL Key Information

GL Object Information

JL Key Information

JL Object Information

GL Ledger General Information

JL Ledger General Information

Product Code Information

Heading: SYFLSP03
Start: Enter the position (left to right) where this field will start printing on the check stock form. First position is 1.
Length: Enter the maximum number of positions that may be taken by this field when it is printed on the check stock form.
Item Number: The following rules apply to using the Item field:

1. The User Defined Record flag on page 1 must be set to "Y."
2. When defining a character (CH) type field, you must use an item number.
3. Item numbers may only be used with character (CH) type fields.
4. Start positions must be within the range 100 through 420.
5. The start position plus the length of a field cannot exceed position 420.

An item number of zero indicates that instead of plugging in a predefined data element, simply extract data from that position. This allows you to print a substring of any data element. For example, one field would specify that the invoice date (item 101) is in positions 100 through 107 (in mm/dd/yy format). Another field would have an item number of zero, but a start of 106 and a length of 2. This would result in printing just the year (e.g., "14") from the date.
To Start: Enter the position (left to right) where this field will start printing on the check stock form. First position is 1.
Length: Enter the maximum number of positions that may be taken by this field when it is printed on the check stock form.
Justify: Enter "L" to have the system Left Justify the value in the print positions reserved for this field: "R" to Right Justify; "C" to Center Justify; or, "A" to have the field printed As Is.
Edit Num: If this is a Field "Type" of "CO" or "FC," this field has no effect upon how the value is printed. If the field type is "FC" and the edit code is "01," then the check number will not be incremented in the event of a void-continued check. When the Field "Type" is "NO," "TT," or "CH," enter a value in this field. Select the two-digit number from the bottom of the form that matches how the field is to be edited prior to printing. All dollar amounts are edited with commas; then, if the result will not fit, commas are stripped from the result.
ED Meaning
01 Integer amount, show zero as blank, include commas.
02 Integer amount, show zero as blank, no commas.
03 Integer, show number of digits as given in Field Length.
04 Integer, show number of digits as in Field Length, w/ commas.
05 Whole dollars only, showing with the dollar sign ( $ ).
06 Whole dollars only, with asterisks before " *** ".
Plus Fields: When defining a Field "Type" of "TT," enter up to 10 field numbers to be added in the calculation of the total. Plus Field numbers must be defined on the Field Definition tab.
Minus Fields: When defining a Field "Type" of "TT," enter up to 10 field numbers to be subtracted in the calculation of the total. Minus Field numbers must be defined on the Field Definition tab.
Clear Code: When defining a Field "Type" of "TT," this field is used to specify when the total is to be cleared (reset to zero). Enter "GT" to have the total be a Grand Total across all checks. Enter "PE" to have the total be cleared after each Person or Entity is processed (this is the most typical code). Enter "AP" to have the total be cleared each time it is printed (i.e., line-by-line total).