Forms Manager

Forms Manager allows your organization to add district-specific information to your forms without required customization. A user with permissions can create forms for Purchase Orders, Accounts Payable and Payroll Checks, and Miscellaneous Billing invoices and statements.

The following information can be defined and added to the Forms Manager forms using this option:

• District name and address can be added, including return address lines for mailer checks.
• Logo files can be uploaded to print on any of the forms.
• Up to three signatures and titles can be uploaded for checks. Two signatures and titles can be uploaded for purchase orders.
• Bank information, as well as the Bank Account MICR code, can be added.
• Multiple copies of purchase orders can be defined to print with up to five different routing copies.
• Miscellaneous Billing invoices and statements can have the sending email address, subject, and message body defined.
• Formats can be copied and then updated to reduce data entry.

References to Miscellaneous Billing options apply to software version 20.11 and later.

Menu Path

Choose eForms & Tools from the main navigation menu. In the Tools menu, choose Forms Manager.

The following menu options are affected by the active formats generated in Forms Manager:

Fund Accounting, Entry & Processing, Vendor Checks, then Manual Checks

Fund Accounting, Entry & Processing, Vendor Checks, then Vendor Checks

Purchasing, Entry & Processing, Change Order Processing, then Change Orders

Purchasing, Entry & Processing, Purchase Order Processing, then Purchase Orders

Human Resources, Entry & Processing, Payroll, then Manual Checks

Human Resources, Entry & Processing, Payroll, Pay Run Processing, then Print Checks

Billing & Receipts, Miscellaneous Billing, Invoices, Online Invoices, then Print Current Invoice or Print All Invoices

Billing & Receipts, Miscellaneous Billing, Customers, Customer Information, then Print Statement

When adding and updating formats in Forms Manager, the Format Code selected on an Active format will be verified against the following fields on the Fund Accounting and Human Resources Profiles:

System Administration, Administration, Profiles, then Fund Accounting Profile. On the Accounts Payable tab in the Vendor Checks section, Check Form Type

System Administration, Administration, Profiles then Fund Accounting Profile. On the Requisitions/PO's tab in the Miscellaneous section, Alternate Portrait PO

System Administration, Administration, Profiles, then Human Resources Profile. On the Payroll tab in the Pay Check Print Options section, Paycheck Form

Action Bar Items

Generate	Creates the Forms Manager file containing the information for all active formats currently in the Forms Manager. Formats in this file will be used to print your checks, purchase orders, and Miscellaneous Billing invoices and statements. The district can adjust the print position of various pieces of the check data by using the vertical and horizontal fields on available tabs of the selected form type.
Forms Manager Defaults	Use this page to assign default formats for users to select from in printing processes. To generate the User Forms Manager Defaults report listing which users are assigned to which formats, click Print.
Copy	Creates a copy of an existing format. Copied formats can be updated and require less data storage. This option also appears on the Forms Manager Defaults page. Use this to copy one user's settings to another user. Select the formats to be copied. The default is all formats.
Change District Code	Allows users to change the district code. The district code should be unique to the database. A common practice is to use the site code and add L for Live and T for Train.

Procedures

Add, update, delete, or copy formats on the Forms Manager page. Assign formats and add defaults for users. Whenever you make changes you must generate new forms in order for your changes to be applied.

Add a New Format for Accounts Payable and Payroll Checks

For details on fields, refer to the Fields and Descriptions section of this page.

1. Select e-Forms & Tools, Tools, then Forms Manager.
2. Click Add new.
3. Enter your Format Name, Format Code for your accounts payable or payroll checks, and Printer.
4. If this will be your active format, select the Active Format field. Each Format Type can have only one active format.
5. On the Address tab, enter your organization's address and any extra text that should appear on your checks and vouchers.

6. On the Logo and Signatures tab, click the Choose File or Browse button in the Logo File and Signature File 1-3 fields. This will display the standard Open page that will allow you to search for the files that you want to upload.

   

   The name of the button is dependent on your browser. software versions 20.11 and later have an upload icon displayed.
7. Select the *.tiff or *.tif file you want to upload, and then click Open. The file name will display in the Value column when you navigate off the field of the uploaded file.
8. If applicable in the Title 1-3 fields, enter the job title of the person associated with the signature in the Signature File 1-3.
9. On the Bank Information tab, enter your organization's bank address and information required for the check and MICR fields.
10. Click OK/Accept to add the format.

Add a New Format for Purchase Orders

For details on fields, refer to the Fields and Descriptions section of this page.

1. Select e-Forms & Tools, Tools, then Forms Manager.
2. Click Add New.
3. Enter your Format Name, Format Code for purchase orders, and Printer.
4. If this will be your active format, select the Active Format field. Each Format Type can have only one active format.
5. Select or clear Enable PDF Copy Watermark. If selected, purchase order attachments will display PDF Copy on the document, which will carry through when printed.
6. On the Address tab, enter your organization's address information.

7. On the Logo and Signatures tab, click the Choose File or Browse button in the Logo File and Signature File 1-2 fields. This will display the standard Open page that will allow you to search for the files that you want to upload.

   

   The name of the button is dependent on your browser. software versions 20.11 and later have an upload icon displayed.
8. Select the *.tiff or *.tif file you want to upload, and then click Open. The file name will display in the Value column when you navigate off the field of the uploaded file.
9. If applicable, in the Title 1-2 fields, enter the job title of the person associated with the signature in the Signature File 1-2.

10. On the Purchase Order Text tab, in the Top Text Line 1-2 fields, enter the additional text that your organization wants at the top right of the purchase order under the page number. For additional text at the bottom of the purchase order, enter the information in Bottom Text Line 1-15.

    

    Portrait purchase orders allow for 1-12 additional lines of text to appear at the bottom. Landscape purchase orders allow for 1-15.
11. On the Purchase Order Copies tab, enter the name of each copy the purchase order should be routed to and enter the number of copies for each routing name.
12. Click OK/Accept to add the format.

Add a New Format for Miscellaneous Billing Invoices or Statements

For details on fields, refer to the Fields and Descriptions section of this page.

20.11 and later.

1. Select e-Forms & Tools, Tools, then Forms Manager.
2. Click Add New.
3. Enter your Format Name, Format Code for Miscellaneous Billing invoices and statements, and Printer. If this will be your active format, select the Active Format field. Each Format Type can have only one active format.
4. On the Address tab, enter your organization's address information.

5. On the Logo tab, click the Upload button in the Logo File. This will display the standard Open page that will allow you to search for the file that you want to upload.

6. Select the *.tiff or *.tif file you want to upload, and then click Open. The file name will display in the Value column when you navigate off the field of the uploaded file.
7. On the Email tab, enter the From Email Address, Email Subject, and Email Body.
8. Click OK/Accept to add the format.

Assign and Set Default Formats for Users

1. Select e-Forms & Tools, Tools, then Forms Manager.
2. On the Action Bar, click Forms Manager Defaults.
3. In the Search Criteria section, enter a User ID, then click Find or Search.
4. In each of the sections, drag the desired format from the respective section's unassigned column and drop it in the assigned column.
5. To unassign a format, drag the format from the assigned column and drop it in the unassigned column.
6. To designate an assigned format as the user's default, select the format, and then click Set Default. You can only designate one default format per format type for a user.
7. When you finish assigning and unassigning defaults for a user, click Save.

If no defaults are assigned, all users will have permission to use all forms. After forms are assigned for any user, they must be adjusted for all users. Otherwise, users with no defaults will not have permission to use any forms.

Update a Format

1. Select e-Forms & Tools, Tools, then Forms Manager.
2. In the Search Criteria section, enter criteria identifying the records to list, then click Find or Search.
3. In the list section, select the format you want to update, and then click OK.
4. Make your updates to the format, and then click OK/Accept to save your changes.

Delete a Format

1. Select e-Forms & Tools, Tools, then Forms Manager.
2. In the Search Criteria section, enter criteria identifying the records to list, then click Find or Search.
3. In the list section, select the format you want to delete, and then click Delete.
4. A confirmation will display. Click Yes to delete the format.

Copy a Format

1. Select e-Forms & Tools, Tools, then Forms Manager.
2. In the Search Criteria section, enter criteria identifying the records to list, then click Find or Search.
3. In the list section, select the format you want to copy, and then click Copy.
4. A confirmation will display. Click Yes to copy the format. The new format will be an exact duplicate of the original with the word - Copy added to the Format Name. If the original format is active, the copied format will default as inactive. If copying a format that already has - Copy in it or if a copy of the format has already been made, the program will add - Copy(2), - Copy(3), and so forth.

Generate the Forms Manager File

1. Select e-Forms & Tools, Tools, then Forms Manager.
2. In the Search Criteria section, enter criteria identifying the records to list, then click Find or Search.
3. Verify that the formats your organization plans to use have the Active Format field selected or display Yes in the Active Format column in the form list.
4. Click Generate.
5. Enter additional criteria if applicable, or leave blank to generate the Forms Manager file for all active formats.
6. Click OK. Information will display indicating how many text files were copied into a temporary directory. These text files will remain in the temporary directory for five minutes. At that time, a scheduled task on the Forms Manager server will move to the main Forms Manager folder on your organization's network. The logos and signatures for each format can be found in the images folder, and the format information will be found under the samples folder. (For example: C:\Documents and Settings\All Users\Application Data\Forms\OECI\7.7\samples and C:\Documents and Settings\All Users\ Application Data\Forms\7.7\images)
7. After these files have been moved, they will be used for printing Accounts Payable Checks, Payroll Checks, Purchase Orders, and Miscellaneous Billing invoices and statements. Each time changes are made to these active formats in the Forms Manager, you will be required to run Generate to have those changes take effect.

It is recommended to wait 5 to 10 minutes and process a test print to confirm changes have been applied.

Adjust the Default Locations on a Format

1. Select e-Forms & Tools, Tools, then Forms Manager.
2. In the Search Criteria section, enter criteria identifying the records to list, then click Find or Search.
3. In the list section, select the format you want to update, and then click OK.
4. Locate the field in the respective tab on the format where you want to adjust the field's default location on the check, purchase order, invoice, or statement.
5. In the Vertical field, enter a negative number to print the information above the default location. Enter a positive value to print the information below the default location. Measurements are calculated in inches. For example, 1.00 entered in the field would print the information one inch below the default location.
6. In the Horizontal field, enter a negative number to print the information to the left of the default location. Enter a positive value to print the information to the right of the default location. Measurements are calculated in inches. For example, 1.00 entered in the field would print the information one inch to the right of the default location.
7. After you have adjusted the fields, click OK/Accept.
8. To test these adjustments, verify the Active Format field is selected.
9. Click Generate.
10. Enter additional criteria if applicable, or leave blank to generate the Forms Manager file for all active formats.
11. Click OK. Wait the necessary time for the scheduled task to run before moving the text files from the temporary directory to the appropriate Forms Manager folders.
12. Print a test Purchase Order, Accounts Payable Check, Payroll Check, or Miscellaneous Billing invoice or statement to verify expected results. If further adjustments need to be made, you must repeat the entire procedure until the locations are where you expect.

Fields and Descriptions

Search and Main Criteria

Field	Description
Format Number	System-generated number assigned to the format.
Format Name	District-defined name for the format.  The limit is 40 characters.
Active Format	Checkbox indication of an active format. Only one format can be active per Format Type. Only active formats can be generated into the Forms Manager file.
Site Code	Three-character customer code defined by PowerSchool.
District Code	Unique four-character identifier for the district. Use the Change District Code Action Bar item to change the district code after entry.
Format Code	The specific format of the form you are using. Valid choices are: Accounts Payable Check - Standard Format Accounts Payable Check - Mailer Format Accounts Payable Check - Stub Top Format Extended Accounts Payable Check - Mailer Format Payroll Check - Standard Format Payroll Check - Mailer Format Payroll Check - Stub Top Format Extended Payroll Check - Standard Format Extended Payroll Check - Mailer Format Extended Payroll Check - Stub Top Format Purchase Order - Portrait Format Purchase Order - Landscape Format 20.11 and later: Miscellaneous Billing Invoice - Standard Format Miscellaneous Billing Invoice - Z-Fold Format Miscellaneous Billing Statement - Standard Format Miscellaneous Billing Statement - Z-Fold Format
Format Type	The specific type of Forms Manager form, based on the Format Code selected. Display only. Following are the types of forms: Accounts Payable Checks Payroll Checks Purchase Orders 20.11 and later: Misc. Billing Invoices Misc. Billing Statements
Printer	The network printer that will be used to print your form. Contact your System Administrator for the printer information.
Enable PDF Copy Watermark	20.11 and later. When selected, purchase order attachments will have a PDF Copy watermark. When cleared, purchase order attachments will have no watermark.

Address Tab

Logos and Signatures Tab (Logo Tab for Miscellaneous Billing Forms in 20.11 and Later)

Field	Description
Logo File	This file contains your organization's logo, district seal, or other images that should display on your Accounts Payable Checks, Payroll Checks, and Purchase Orders. The file must have a *.tiff or *.tif extension. Character/40 When a logo file is entered, the Address Line 2-5 on the Address tab will automatically be moved to the right one inch. Horizontal fields for address lines will display 1.00. For Miscellaneous Billing formats, only the logo can be added. Signature File and Title fields will not be displayed.
Signature File 1-3	This file contains the signature of the person responsible for signing accounts payable checks, payroll checks, or purchase orders for your organization. The file must have a *.tiff or *.tif extension. Accounts payable and payroll checks allow for three signatures. Purchase orders allow for two. Signatures will print in the order in which they are entered on this page, and the ideal signature size in the upload file should be no larger than two inches wide and half inch high. Character/40 The signature will not print if it is too large.
Title 1-3	The title of the person responsible for signing Accounts Payable Checks, Payroll Checks, or Purchase Orders for your organization. Title(s) 1-3 corresponds with Signature(s) 1-3. Accounts Payable and Payroll Checks allow for three signatures and titles and Purchase Orders allow for two. Character/40
Vertical	Vertically where a corresponding field value on the form will print. Measurements are calculated in inches. Negative values print above the default location. Positive values print below. For example, if 1.00 is entered in the field, the value prints one inch lower than its default location.
Horizontal	Horizontally where a corresponding field value on the form will print. Measurements are calculated in inches. Negative values print to the left of its default location. Positive values print to the right. For example, if 1.00 is entered in the field, the value prints one inch to the right of its default location.
Server File Name	The names of the corresponding file values assigned by the internal process. Display only.

Purchase Order Text Tab

Only available when the Format Type is Purchase Orders

Purchase Order Copies Tab

Only available when the Format Type is Purchase Orders

Check Information Tab

20.11 and later.

Only available when the Format Type is Payroll Check or Accounts Payable Check

Bank Information Tab

Only available when the Format Type is Accounts Payable Checks or Payroll Checks

Email Tab

Only available when the Format Type is Misc. Billing Invoices or Misc. Billing Statements