CHAPTER – 1

MY BILL FORMAT TUTORIAL

How to design a bill Format according to customer requirements

PurposeUsing My Bill Format You can design any Invoice Format as per your needs.

At the end of this tutorial you will be able to Choose stylish Fonts, Apply desired Font colors Apply logo of your firm Print your Bill on Pre Printed paper or plain paper Use Any Paper Size Set DOS Based Printing Format or Window Based Printing Format. Use T-Codes Make Your Own Special Functions. Understand Sections

Making Paper Size

By Default Invoice is printed on default paper size i.e. A4 or letter size.

If you need to print your bill on half paper or slip size paper. You need to create a New Size in Printers. Then Choose the size created in your Bill Format.

I am using DOT Matrix Printer . How to Make Custom Paper Size in it

Mostly all Laser printers support making Custom paper size in printer properties.

In case of Dot Matrix Printers; You need to create a paper size in Server Properties

Creating Paper Size for Dot Matrix Printers Click Start Button

Goto Printers and Faxes Right click on the blank area Click server Properties

Click on Create a New Form

Give Form (Paper Size) name = “Half Paper”Give Width and height = Width = 8.5, Height = 5.5

This will create a new Size Name in printers under the name of “Half Paper” Now; You need to implement it in your Bill Formats

Implementing Custom Paper Size in BillsThe Custom paper size you have created in Printer properties can be implemented in your bill formats.

In your software folder, you may find some reporting files with rpt extension. e.g. sales_bill2.rpt, General.rpt etc.

Double Click to Open your desired format which you want to print on custom paper size.

This will open your rpt file in Crystal Reports.

Goto File Print Setup

Select Paper Size You have created earlier i.e. “Half Paper”

Now your bill will print on “Half paper” size i.e. on 8.5” x 5.5”

Laser Printer Paper Setting

In case of Laser Printers; Paper Size need to be defined in printing preferences. Mostly all laser printers support making paper size. You need to define your desired paper size in printing preferences.

Here we are giving a demo for Canon LBP2900 printer for making custom paper Size

Click on Start ButtonOpen Printers and FaxesRight Click over Canon LBP 2900 PrinterGoto Printing Preferences…

In Canon Printing PreferencesClick Custom Paper Size…

In Custom Paper Size Settings

Make Settings for your custom paper

1. Enter Name of Custom Paper Size : e.g. Half Paper2. Choose Unit : e.g. Inch3. Enter Paper Size :

Width = 5.5”Height = 8.5”

In Canon printer, Paper width must be less than height. Here we are giving Width = 5.5 and height = 8.5.So in case we want to print our bill horizontally, we need to set in rpt file print setup

4. Click on Register to save your paper size5. Click OK to finalize

Now Open Your rpt file for implementing paper size.

Click on File Print Setup

1. Choose Pritner Name = Canon LBP 29002. Choose Paper Size = My Paper Size3. If you want to print horizontally select “Landscape”

In your Printer, You always have to insert paper verticallyLike ATM Card

It will show your Bill on your desired paper size i.e. My Paper Size

CHAPTER – 2

Working with Text Objects and Field Objects

Open Any Bill Format; “You will notice Some Codes like “C1”, “C2”, T15, T16, t24, M2, M3 etc. These Codes are called T-Codes Or Transaction codes or Field Objects in Crystal Reports

You will notice some static information in bill like Terms and conditions, Description, Qty etc. These are called Text Objects

Difference Between Field Objects and Text Objects

Difference between T-codes and Text objects is that T-Codes contain data or other information regarding your invoice from the database e.g. Item Name, Qty, Customer Name, Bill No. Bill Date Etc. This data is contained in their respective T-Codes. You Just need to know in which T-Code your data is available. Then just insert the proper T-code where it is required. Your data will be printed on the bill

While text objects are used to display static information on Bill e.g. Terms and conditions, Titles like “Sr. No.”, “Description”, “Qty”, “Rate” , “Amount” etc.

To modify any text object. Just Double click on it and enter the required text suppose you wish to write “Price” Instead of Rate in the above Bill, then double Click on it and edit “Rate” to “Price”

OR Change Description as Particulars

In this way Using Text Objects you can modify any text information like Terms and conditions or Adding currency symbol, or writing “Invoice No.” as “Bill No.” etc.

Adding Text Objects in existing report Format

Sometimes, we need to insert some more information in Bill. For Example We want some instruction or titles to print. Like “Bank Account No.” etc.

To insert a New Text Object

Goto Insert Text Object

Place the text box where you like to print the instruction

Write information you want to print.

You can change text object’s Size, Color, Fonts etc very simply. Just Like MS Word.

Insert Rupee (` ) Symbol Or Mobile Symbol ()

Any symbol or special character can be inserted in your Bill Format Just as any other Text Object. Just Insert “Text Object” and add the symbol you want to add

To Add a Rupee Symbol Use “Rupee Foradian” Font and Write (`) symbol “Before 1

on keyboard”

Use Character Map to find any symbol. Character Map can be accessed from

Start Accessories System Tools Character Map

Inserting Field ObjectsField Objects are primary source of data in your Bill Format. Data in field objects changes dynamically on every Bill.

For Example in the above Bill We have fields for “Sr. No.”, “Description”, “Qty”, “Rate” And “Amount”

Now we want to add Discount, Vat Percentage and Vat Amount in this Format. What will we do.

1. Goto Insert Field Object

It will open up Field Explorer Window. (Expand Database Fields dao). It will show list of all T-Codes.

2. Select Proper T-Code for the field you want to insert into reporte.g. T-Code for (Discount %) is T23, For (Vat %) = T37

3. Drag this T-Code to the location where you like to display it.

4. Set its Height, Width, Fonts, Alignment etc.5. Also add its titles “Discount%” and “Vat%” above these field Codes.6. When you are finished doing Formatting, Close Field Explorer and

Click on preview to see its result.

How will I select which T-Code to insert for which Field…?List of T-Codes for all Bill Formats is given in every software folder. Please go through this list before inserting any field. It guides a lot in building reports easily.

Insert Special Fields

Sometimes we need to insert some special fields Like “Page Number” or “Print Date” Or “Print Time” on Bill. These Special Fields can be accessed from

Insert Field Object (In The Field Explorer Window) Special Fields (Click + to Expand)

It will show a number of predefined special fields like “Print Date”, “Print Time”, “Page Number”, “Page N of M” Etc.

Just Drag and drop these fields where we need to print it and you are finished.

E.g. insert 3 Fields “Print date”, “Print Time”, “Page N of M” it will display corresponding results in printing.

Information will be printed as above.

Using Fonts, Colors, Line, Rectangle Etc.

Our Bill format offers a lot of features for designing and configuring any part of the Bill format. We can apply any font style, use colors, lines, rectangles, borders, shading to beautify the bill format.

Right click the object you wish to formatChoose Format Text

The Format Editor offers a number of options to format the selected object.

Choose Font

Select your desired font from the list of fonts, Choose font Size, Style or color and press Ok to Apply.

Insert LinesTo insert any line click Insert Line

Drwa line where you want to draw

Insert Box Box can be used to insert any rectangle anywhere in bill. Mostly used for making page borders.

Click Insert Box

Draw rectangle where you need to draw

Making lines as dotted or dashedWe can also format line and box’s style as dotted, dashed or solid.

Right click on line and select “Format Line”

Formatting Borders and Colors (Shading)

To configure any object’s Borders and shading

Right click over the object Choose Border and colors

Here choose object’s border styles and shading color.

Inserting LogoLogo of business can be printed on bill format very easily. Just Click on Insert Picture

Select the Picture you wish to insert (Picture should be appx 150 x 150 Pixel dimensions. Or genuine printable size. )

Understand Sections

When you open Bill Format. You’ll notice some sections like Report Header, Page Header, Group Header, Details, Group Footer, Page Footer, Report Footer.

Sections help in managing data on Bill. You choose which kind of data you like to print on the top of page, Or Top of Report , Which data to repeat in line etc. etc.

Report Header vs. Page Header

Data in Report Header section is printed on the very first page of report. It will not repeat on every page of report. While data on Page Header gets repeated on every page of report. As like in the above case, Information like company name, address and logo will be printed on first page only and “Sr. No.” Particulars” etc will be printed on every page

First Page of Bill

Second Page of Bill

You can manage these sections very perfectly to display your data in proper order. E.g. you want to print company name, address and logo on every page. Then just move these details in Page Header instead of report header.

Details SectionData of repeating nature like Item Name, Qty, Rate, Amount etc will come on details section.

Page Footer vs. Report Footer

Page Footer is printed on every page of bill while report footer is printed only on Last page of bill (Where Report ends)

In the example, Page Footer contains information like total amount, total Qty, Terms and Conditions etc. This information is printed on every page of report, now we want it to print only on last page while “Print Date” “Print Time” and “Page N of M” to print on every page.

Just move these details to report footer section and see the difference

Formula Functions

Sometimes in bill format, we need to add a new function based on a formula.

Bill Format offers a lot of predefined functions and conditions to make your own formulations.

With just a little basic knowledge of functions like excel functions, you can create your own formulas in bill.

Some Examples

1. We have Amount in T22 Code Which is of text data type, we wish to convert it into numeric data type

2. In one column, I want to display first 3 characters of item name.3. Add “Qty” + “Free” Qty and display the result in one column4. On every page (except last page); on page footer, add a line “Continued to next

page”

5. You can design these such kind of functions or formulations in Bill format yourself. You can Multiply, Divide, add or subtract any values.

Solution 1

We have Amount in T22 Code Which is contained in text data type, we wish to convert it into numeric data type

To Create a New Formula Field

Goto Insert Field ObjectRight click Formula Fields & Select New…

Enter Name of New Formula. E.g “Amt” and press OK

It will take you to Formula Editor where you can design your own formula

Formula-Editor offers unlimited kind of formulations and functions to design your own report formulas. Here you can define any formula using predefined functions, fields and operators.When you are finished creating the formula. Click on Save and close.

The formula you have created “amt” is available in formula fields

Now drag this field “amt” in stead of T22

The formula you have inserted is ready to work. Click on preview to see its effect.

Solution 2In one column, I want to display first 3 characters of item name.Make a formula named “First 3”. As per following function and insert it in your bill format

It displays First 3 characters of item name

Solution 3Add “Qty” + “Free” Qty and display the result in one column

Qty Field is in T17 , Free Field is in T19,

Make (Total Qty) Formula “val({dao.T17}+ val({dao.T19})” to add these fields

Save this formula and close Formula Editor.

Drag “Total Qty” to where it is required

Solution 4

On every page (except last page); on page footer, add a line “Continued to next page”

Make a new formula “Continue” as per following code.

Drag Continue Field at page bottom and preview it to see its effect.

Now it will print “Continue to next page…” on every page until it prints last page.

In the same way, you can modify existing formulas, design new formulas or remove any item from the report. Bill Format offers a lot of features. With a little bit of creativity and intelligence, you can design your own billing software yourself. It is very easy task. No programming knowledge needed, no experience required.

Some Common Error Messages while printing Bills

While I Click on Print I Got a message

“Error No. 20599” “Could not find SQL Server”

Bill format is linked with its database file “Companies12.mdb” in your software folder, sometimes, if this link is corrupted or broken. Then you’ll get this error message.

Solution.We need to properly break the link between Bill format Companie12.mdb and then recreate the link with Companies12.mdb file

Procedure1. Close all running application2. Goto your Software Folder3. Here you’ll find a file named “Companies12.mdb”4. Rename it as “Companies121.mdb

5. Now Open your Bill Format6. Press F5, It will look its data source “Companies12.mdb” File, Select data source

dialog will appear.

7. Click Browse8. Rename Companies121.mdb to Companies12.mdb

9. Double click on companies12.mdb file to select10. Click OK to continue.

Your Bill format will open

11. Now Verify its link. Go to Database Verify Database

It will open Select Recordset window

Click OK

Again OK

Click on Save Button to save and close