The document designer is a program, which controls the design of all the Concord Traveller’s documents. Documents range from client receipts and invoices to final invoice and mailshot letters.
You are able to alter any layouts to your own requirement; the use of colour and different fonts can change the documents dramatically to give a professional look.
The document designer can be accessed from the top tool bar under "options and tools" on the main Traveller screen.
You must be on level 3 or 4 security to access this area.
By executing the program, you will be displayed with the following screen. Earlier versions of Traveller displayed an error message. Clicking OK can ignore this.
Each of the documents are displayed by a three letter code. i.e INV – Invoice REC – Receipt. If you hover you mouse pointer over the code it will display the document for you.
Letters
Select FIN – from the selection and you will be displayed with the following;
Letters are constructed as one document.
Step 1
Q Page size – Each letter has its own page size.
You can alter the margins accordingly. Most paper size is A4. If you alter the margins you can see the changes to the document and the printable area you have to play with. Please note that when Traveller produces the letters it will only print one page.
You must then click on the save button to confirm the changes made.
Step 2
The letter content
Each letter can consist of a combination of standard text and keywords. Keywords are codes which are used to drag information from the client booking / transaction. They can be used in conjunction with free text to compose your letter.
To get a list of these codes use the Key Icon button displayed below.
I would always go for the option of "Show Tabs" , this will display all the TABS in the current document as detailed.
Changing Fonts
By highlighting the section of the document you wish to change and then selecting the font and size detailed below.
Colour can also be used here, but only if you have a colour Laser / DeskJet printer. But take into consideration the cost per page if colour printing.
Different Tabbing facilities
Aligns the words to the left tab
Aligns the words to the right tab
Aligns the words to the centre tab
Aligns the decimal place
Selecting the right tab first and then selecting whereabouts on the line you wish to put if enters that symbol. To remove it, click the symbol again. If you wish to make the tab against many lines, you can highlight a section of lines first.
Tabbing will take the section of characters to the tabbing point. In this example it is 7
In order for all decimal places to line up, the following set-up can be adopted.
As displayed, two types of tabs are used, one which controls the £ sign and the other the decimal place tab.
Bold Underline and Italic
These can be used in any part of the document. If you highlight the word you wish to make bold, underline or italic, then select on or more B I U similar to Word / Wordpad or Lotus notes.
To reverse the operation, just highlight the word again and deselect the Bold, Italic, Underline button from the top tool bar.
Paragraph selection
You are able to select a section of text and by the use of symbols decide if this text should be produced if the client has a positive value, negative or zero balance.
These are used when the client receives a letter at a point of the booking process, at which point he could have or have not paid the full balance of his trip. The letter can be worded in a way not to offend nor contradict where you state that the balance of the trip has been paid and that you require full payment now.
First Section using *-(* xxxxx *)* be produced when you own the client money
Second Section using *+(* xxxxx *)* be produced when the client owes you
Third Section using *0(* xxxxx *)* be produced the balance is paid
This allows you to produce a different style of document depending on the money due or not.
Alignment
If you wish to, you can align text according to your requirement.
Situated on the top tool bar, select the text you wish to align.
Options are;
Remember to save the document after any changes made.
Each letter is constructed in the same manor. But each letter will have a different meaning and be produced according to the set-up of each operator and document entry made against that transaction.
Please note that in most cases the final invoice letter will only get produced once per booking. The system will check the transaction type priority for each booking. If it has received a final invoice for a transaction that is not the highest. The letter production will state that there is a higher transaction and will not print the letter until the highest transaction is received.
So, the choice of keywords are chosen very carefully. So to use booking TOTAL keywords and not transaction TOTAL is better. This would apply to the balance due, reminder letters. Surcharge and Amendment letters would be on a transaction basis, so in this case transaction totals would be used.
One Off letters and Mailshot letters are based on a consultation level so the number of keywords available are not as extensive as the standard letters, but the construction of the letter is similar to the standard
One Off Letters
You can have up to 99 one off letters, to create a new one select the option from the top tool bar in the document designer.
You are then displayed with the following screen.
If you wish to edit an existing letter, select the letter from the list a then edit, if a new one is required then select New.
Enter the description of the letter.
You will then be presented with a blank canvas to construct your letter.
Using the keyword lists you can drag and drop the keywords into place as shown.
Don’t forget to ensure that the margins are set-up,
You then can complete the letter and remember to save the document once you have completed.
This can be tested if you enter into a client file and produce a one off letter.
Other links :
6817 : Document Production