Set up data in fixed positions

This step explains how to set up data in fixed positions.

All data which fulfils the following criteria can only be printed in fixed positions:

Data that is set up in fixed positions is usually related to persons and organizational matters such as:

Data in fixed positions can include both variable data (such as the personnel number, which is different on all remuneration statements for a period) and data which is always printed unchanged in exactly the same position (such as the text "Personnel number", which normally appears in front of the number itself). The latter can also be set up as form background instead of in a fixed position. This option should be considered if later changes to the form layout are not expected, since it is often easier to change the position of data set up in a fixed position than the position of data in the form background (see "Set up form background": "Working without/with limited form background").

GENERAL PROCEDURE

You must make an entry for each item of data that is displayed in a fixed position. Each entry must include the following:

You can also specify the following for each entry:

Please note these special features when setting up the following data in fixed positions:

Page type

The page type is used to determine whether data in a fixed position is printed only on certain pages or on every page of a remuneration statement. The following page type options can be used for the remuneration statement:

Data marked with "EP" is printed on every page of a remuneration statement.
Data marked with "FP" is printed only on the first page of a remuneration statement.
Data marked with "LP" is printed only on the last page of a remuneration statement.

Line number

This number determines the line of the remuneration statement in which the data is printed.

Offset

This field is used to determine the column from which printing starts.

Field name

The data you want to print in a fixed position is stored in the Field field. The entry in this field can either be a constant, a text module identifier, or a table field.

A constant is printed on a remuneration statement in exactly the same way as it is specified in the Field field. Each constant must be preceded by an apostrophe, which identifies it as a constant.
Example:
You want to enter "/" in the Field name field as a constant (most frequent example in standard form "DF01"). To do this, you must enter the following:
'/
NB: Every piece of data that can be defined as a constant can also be defined as a text module. You must do this if the length of the piece of data exceeds 10 characters and/or it is required in several languages (see "Set up text modules").
You can specify a text module identifier which you have already set up in the step "Set up text modules" as a field name (e.g. "TEXT01"). There must always be a hyphen between the character string "TEXT" and the respective number of the text module.
Example:
You want to specify a text module with the identifier "TEXT05" in the Field field. To do this, please enter the following:
TEXT-05
You can also specify a table field as a field name. You must ALWAYS specify a table field if the data to be set up is variable.
To specify table fields in the Field field, enter the name of the table which contains the field, then a hyphen, and finally the field name itself.
Example:
You want to print an employee's personnel number. This is stored in field "PERNR" in table "PERNR". You must therefore enter the following in the Field field:
PERNR-PERNR
Fields from table "SCHLW" are an exception. They must always be entered in the Field field without a hyphen and without the name of the table.
Example:
You want to print the date on which an employee was hired. The date is stored in field "PHIRE" in table "SCHLW". You must therefore enter the following in the Field field:
PHIRE
If you do not know that the employee's personnel number is stored in field "PERNR" in table "PERNR" or that the date on which an employee is hired is stored in field "PHIRE" in table "SCHLW", you can find this out as follows:
a) Access the overview "Allowed field names" using the Execute function.
b) Use the menu path Choose -> By content....
c) On the Field selection window which now appears, select the Description field and click Continue.
d) The system now displays a window entitled Choose: By contents. Enter operatior CP in the Compare operator field and the wording of the required data (generically if necessary) in the "Field contents" field. Now click Choose.
Has the required data been found?
If yes, note the table and field names for the data and proceed to step e).
If no, repeat steps b) through d) using a synonymous search string if necessary.
e) Access the "Allowed tables" overview.
f) Check whether the table containing the specified field has been selected in column "T512Q", so that it can be used for data in fixed positions. If this is not the case, repeat the entire work process using a synonymous search string if necessary.
The following is an alternative procedure for determining the field required:
g) Access the "Allowed tables" overview using the Execute function.
h) Check the descriptions of the allowed tables to determine whether they could contain the information required. Please ensure that the potential tables are flagged in column "T512Q" so that they are allowed for data in fixed positions.
i) Note the names of the potential tables.
j) Access the "Allowed field names" overview.
k) Use the Position function to access the fields in the potential table in the overview. Using their descriptions, check whether they match the data required.
l) Note the field and table name for the field identified.

Output length and conversion

To choose the output length of the field name, please proceed as follows:

The output length of the field name equals the number of characters in the constant. (The apostrophe that precedes the constant is not taken into account.)
Example:
"'/" is entered as a constant in the Field field. The output length of the field name is therefore "01".
The output length of the field name equals the number of characters in the text module represented by the identifier.
Example:
The text module "personnel number" is represented by the identifier "TEXT05" in the Field field. The output length of the field name is therefore "16".
You can determine the output length of a field name using the "Allowed field names" overview. In this overview, the Output length field includes a default length for every listed field which you can then copy as the output length.
You can always decide to choose an output length that is shorter or longer than the specified default length. If you choose the former you risk cutting off the data at the right hand side. If you choose the latter, you should ensure that the data can be output in full within the predefined field length.
You can specify a conversion for data output along with the field name.
The "Allowed field names" overview contains a "Conversion" column which lists default conversions for certain fields. These conversions are included in the default length of the fields in question. If you choose a conversion which is not defined as a default, you must add it yourself to the output length of the field.
The conversions allowed for data in fixed positions are flagged in column "T512Q" in the "Allowed conversions" overview. You can display explanations on the individual conversions by positioning the cursor on the conversion number in the overview and pressing F1 for Help.

Field offset (part of a character string)

In certain instances, you may wish the system to print part of rather than the whole contents of a field. You can specify the position from which the field is to be printed in the Field offset for printing field.

Example:
The Account number field has a default output length of 18 characters. The first three characters always consist of leading zeros which are not to be printed. You must therefore enter "03" in the Field offset for printout field to have the system print the field as of the 4th character. You must also replace the 18 with 15 in the Output length field.

Please take careful note of the following when specifying the field offset:

If you do not make any entries in the Offset field, the system automatically sets the default "00". This means that the field is always printed in full, i.e. as of the first character.

Rule for form editing

If data is to be printed on a remuneration statement according to certain conditions, you can specify a rule identifier in this field which you have already defined when working through the step "Set up special processing rules". The rule controls data output.

EXAMPLES

A list of the abbreviations used in these examples can be found under the heading "ABBREVIATIONS" at the end of this step.

Example 1 (constants):

You need to set up "/" as a constant in line 61 and column 33 for form "ZF01". The data is only to be printed on the last page of the remuneration statement. To do this you must make the following entries:
PType No Offs Length WType Field Conv R LP 61 033 01 '/
The apostrophe preceding the piece of data in the Field field identifies the data as a constant. Page type "LP" determines that the data is only to be printed on the last page of the remuneration statement.
The data is then printed on the remuneration statement as follows:
/
You want to set up the text module "Personnel number" with the identifier "TEXT01", as defined in the step "Set up text modules" in line 07, from column 52 for form "ZF01". The data is to be printed on every page of the remuneration statement. To do this please make the following entries:
PType No Offs Length WType Field Conv R EP 07 052 16 TEXT-01
The text module "Personnel number" is set up by specifying the respective identifier in the "Field" field. The output length of the text module equals the number of characters in the string. Page type "EP" indicates that the data is to be printed on every page of the remuneration statement.
The data is then printed on the remuneration statement as follows:
Personnel number
You want the system to print each employee's personnel number in line 07 from column 70 for form "ZF01". Each personnel number is to be printed without leading zeros on every page of the remuneration statement. To do this, please make the following entries:
PType No Offs Length WType Field C R
EP 07 070 08 PERNR-PERNR 10
Each employee's personnel number is stored in field "PERNR" in table "PERNR". The hyphen separates the table name from the field name in the Field field.
The default length listed in the "Allowed field names" overview for this field was chosen as the output length of the field. Conversion "10", which suppresses leading zeros, is already included in the default length.
Page type "EP" determines that the data is to be printed on every page of the remuneration statement.
The data is then displayed on the remuneration statement as follows, according to the number:
12345678

ABBREVIATIONS USED

The following abbreviations are used in the examples given:

PType Page type in form
No Line number in form
Offs Offset
Length Output length
WType Wage type
Field Field name
Conv Conversion
R Rule for form editing
Field offset Field offset for printout

ACTIVITY

Set up data in fixed positions, taking account of the allowed field names and conversions.