ACP - Supplier Details Report

ACP - Supplier Details Report Overview

This is a multi-purpose listing allowing the user to generate detailed supplier reports.

General and Contact Tabs

Use the fields available in the 'General' and 'Contacts' tabs as search criteria.

These tabs are similar to those described in the Finance > Accounts Payable > Supplier Information > Suppliers.

Selected fields in the 'General' and 'Contacts' tabs allow multiple selections.

Holding down the 'Shift' key while clicking on your options permits a range selection; holding down the 'Ctrl' key enables selection of discrete (individual) criterion.

Print Tab

Report Type

• Supplier Details: By default, this report will run as a 'Supplier Details Report'.

• Supplier Payment Info Audit Report: As an alternative, this report can be run as an audit report that details changes that have been made to the bank account details on supplier records within a specified date range. Select this option and enter a date range.

  

  An empty audit report will be output where no audit records are found for the specified date range.

Sort By

The default is for the report to sort by supplier code. Alternatively, you can elect to sort by supplier name.

Formatting Options

Choose the 'destination' of the report. This can be to Adobe® PDF viewer, Microsoft Excel®, Microsoft Word® or a screen with hyperlinks.

The 'Screen with Hyperlinks' format is best if you need to 'drill-down' to further information.

Use the checkboxes in the centre of the screen to indicate your preference for displaying 'Alternate Row Colours' and 'Table Borders'. These can enhance the readability of the report but are not available if the listing destination is Excel®.

Additional Fields

Select 'Additional Fields' to include in the listing by highlighting them with a mouse click. The 'Code' and 'Supplier Name' are automatically included and are not available for selection.

Holding down the 'Shift' key while clicking on your options permits a range selection; holding down the 'Ctrl' key allows individual selection of additional fields.

Date Range

'Start Date' and 'End Date'—Required only for 'Supplier Payment Info Audit Report' (if selected in 'Report Type' above).

Word Merge File

Create a Word Merge by selecting the 'Word Merge File' button.

Click here for more information about Word Merge files.

Word Merge

Word Merge export files are produced from various TASS.web or Staff Kiosk programs to extract a set of merge field codes and students/parents/employees details in a format required to insert into a Word Merge document.
Word Merge documents can be used for two purposes:

1. To produce a personalised document for each recipient containing the recipient's own details in place of the merge fields.
   Example: School enrolment letters are printed for all incoming families. Each letter includes data extracted from TASS.web and is personalised for each recipient, such as the student and parent names and addresses, entry year group etc.

2. To attach to an Email Template A PDF is attached as each email is sent containing the recipient's own details in place of the merge fields.
   Example: Attendance emails to parents regarding their child's attendance. A PDF attachment is generated and attached at the time of sending the emails, personalised for each recipient.

• The PDF Conversion API is required to attach Word Merge Files to Email Templates.

• Word Merge documents can be attached to the following Email Template categories:  Attendance, Enrolment, Immunisation Register, Parent Accounts, Parent Lounge Licences, Pastoral Care, Student Immunisations, Student Records, and Transfer Notes (WA).

Create a Word Merge document:

1. Generate the Word Merge export file.
   Use the selection criteria from the appropriate program to produce a file that includes the desired merge fields headings and recipient details.
   Select the 'Word Merge file' export button, usually found on the Print tab. If no word merge button exists, use the Excel export option and save as a csv file.

A PDF report entitled 'Students with no Communication Rules' will display if there are issues with your selection. These must be fixed before the export can be processed.

2. Create your Word Merge document.
   Follow the steps in Word using the Mailings > Step-by-Step Mail Merge Wizard. Select the word merge export file generated above, and insert merge fields into the document wherever the personalised data will be populated. Preview the document but do not select 'Complete the merge'.
   Save the document. Print if desired.

3. To attach the Word Merge file to an Email Template:
   Create an email template and attach the Word Merge document created above.
   TASS.web program System Admin > Utilities > Email Settings

Email

You can create an email recipient list by selecting the 'Email' button. This will copy the Suppliers' email addresses that fall within the search criteria to the computer's Clipboard.

Use the option 'Use email where possible' to exclude those Suppliers with an email address from the 'Word Merge File' (which you would also create for those Suppliers without an email address).