Defining a format

Each report must include at least one format. Formats include specific report and column headings as well as the content and characteristics for each column on the report. This procedure describes the process for defining a format. Use this procedure to define a format for a Style 1, Style 2, or Style 3 report.

Procedure flow: defining a format
  1. Access Format (RW20.1).
    Note: If you are defining a new format that is similar to an existing one, then you can click Copy to copy the existing format and make changes. Reports that you want to output to an Xtra XML file must contain one format only.

    See Copying a format.

  2. Click New Format to open Define Format (RW20.2).
  3. Define a name and description for the format.
  4. Click the Main tab to define more information about the format. Use these guidelines to specify the field values:
    Folder

    Select the folder in which you want to store the format information.

    Print Size

    Select the print size for the report. The size determines the number of characters the format file can print per line. Select from these options:

    • Regular (132 characters)

    • Condensed (233 characters)

    • Condensed (158 characters)

    • Condensed (198 characters)

    • Portrait (80 characters)

      Note: The printer on which you are printing the report must have the ability to print the various options. The application lets you define up to 50 columns for a format no matter what print size you select.
    Column Width

    This field determines the width of each column. This value can be overridden for individual columns in the Width field in Format (RW20.1). Consider these column width rules:

    • If you leave this field blank, then the column width is determined by the value you select in the Width field.

    • If you leave this field blank and the Width field blank, then the column width is based on the length of the data dictionary name or compute statement.

    • If the column width is too small for the amount of data, then alpha characters are cut off from right to left and numeric values from left to right.

    Column Spacing

    This field determines the space between each column. This value can be overridden in the Spacing field on Format (RW20.1). Consider these column spacing rules:

    • If you leave this field blank, then the column spacing is determined by the value that you select in the Spacing field.

    • If you leave both this field and the Spacing field blank, then there will be no spaces between the columns.

    Note: You can override these defaults for individual columns using the More button on Format (RW20.1).
  5. Define column defaults on the Column Defaults tab. See Changing display options for a column.
  6. When you add the new format, you are returned to Format (RW20.1). Use this form to continue to define heading and column information. Use these guidelines to specify the field values:
    Report Layout

    Specify or select the report heading and column title information. The information can include alpha or numeric keyboard characters and valid alpha data dictionary names.

    Note: The most commonly used data dictionary items for report headings start with an @ sign. Items without the @ sign appear as you type them. You can list valid data dictionary items by running Data Dictionary Listing (RW205).
    Note: If you need additional or conditional report text to print in the header, then you can use @RQDES which accesses the report text you entered on RW00.1 in the Rpt Text tab.
    Column

    Specify the column number that you are defining. For example, specify 1 in the first column of the report. To define column information, you must select a value in the Data Name or Compute field.

    Note: Consider leaving space between column numbers to allow for insertions at a later date. You can start with column number 5, then increment to 10, 15, 20, and so on.
    Data Name

    Select a data dictionary name to use in the column (e.g., CPAMT, @ACDES). Data dictionary names are used to access information in the General Ledger application. If you select a data dictionary name, then leave the Compute field blank.

    Compute

    Select a compute statement to assign to the column. A compute statement is an arithmetic equation consisting of Lawson data dictionary names, total names, operation symbols, and numeric values that lets you create customized calculation formulas. If you select a Compute statement, then leave the Data Name field blank. See Defining a report.

    Budget

    Select a budget number to use with the selected data dictionary name if the name is a budget type (e.g., BUD or BUN).

    Width

    This field determines the width of the column. The value that you select in this field overrides any value you might have selected in the Column Width field on Define Format (RW20.2). Consider these rules for column width:

    • If you leave this field and the Column Width field blank, then the width is based on the length of the data dictionary name or compute statement that you selected.

    • If the column width is too small for the amount of data retrieved, then alpha characters are cut off from right to left and numeric values from left to right.

    • Columns can also overlap if the spacing or offset total characteristics exceed the end of the form.

    Spacing

    This field determines the amount of space between this column and the previous one. The value that you select in this field overrides any value you selected in the Column Spacing field on Define Format (RW20.2). If you leave this field and the Column Spacing field blank, then there will be no spaces between the columns.

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