Using custom directories to control the version of report to use

Accpac tracks if an item price in an order/invoice has been overridden. It is easy if you want to display a marker on the printed Order Confirmation and Invoice. The use of this is useful for managers that are approving these documents as they can see a subtle marking on each line where prices have been overridden.

Order Confirmation and Invoice forms are created using Crystal Reports. To make this change you will need to know Crystal Reports and have a copy of Crystal Reports installed.

By default, the Order Confirmation form used is OECONF01.RPT. This is an ODBC report. You can edit this using Crystal Reports and add the indicator. To do this:

a. First, create a new formula field.
b. Call it xIndicator and in it specify the formula as shown below:

What this will do is that it will check if the value in the field PRICEOVER in the OEORDD (Order Detail) table is true (1) or false (0). If it is 1 then it will print an “*” (asterisk) and if it is not then it will print a blank.

Now place this field anywhere you like in the Group Header #2a section. In the illustration below I have placed it next to the Extended Amount field.

c. Save the report
d. The next time you print the Order Confirmation, the print out will show a * next to the extended amount field for any line whose price has been overridden.

If you want to do this for Invoices, please note the default Invoice form, OEINV01.RPT is a Datapipe report (what it means is that it does not use ODBC and has it fields prefixed by Sage). This form does not provide for the PRICEOVER field. Therefore, to achieve this you would need to either:

– Edit OEINV04.RPT or any other non-Datapipe form. Then, use it during invoice printing.
– Edit OEINV04.RPT as mentioned above and rename it to OEINV01.RPT (another technique for this is to use custom forms as explained in the post “Using custom directories to control the version of the report to use”).

Regardless of your choice for Invoice form, you will need to locate the OERPT.INI file in your OExxA folder (replace the xx with the version of OE that you are using) and find the section [OEINV01]. Then comment out the lines as shown below.

Notice the use of the single quote character (‘) to comment out the lines indicated. This will switch the form type from Datapipe to ODBC.

Repeat the same steps used for order confirmation so it has the same effect.