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To access this screen, go to AutoMail and select Templates from the Letter Request Browser and Edit a WordPad-based template.
On the left the letter
template is shown, on the right all the tags that
are available to substitute information into the template.
The options on the top menu of this screen include:
Save |
This saves the template |
Export to file |
Allows the template to saved for use outside of automail. The file is saved in RTF format. |
Import standard tag macros |
Reverts the macros back to their original format. See Tag Macro Import. |
Page set up |
Adjust page settings |
Printer set up |
Adjust printer settings |
Print the letter template. |
The Align menu provides left, right and centre justification.
Group maintenance |
Opens the screen where to allow organisation of the macro tags into groups. |
Doing sums in the letter template editor
Styles available in the letter template editor
There are some standard headers and footers on the letter template editor on the right hand side, under Macros | Layouts. But to create a macro, use the following commands shown in italic at the top of the letter, or create a macro so for different headers and footers.
The best procedure would be to set up some macros therefore changing the header means only changing the macro.
Enter in a Macro, or at the top of the letter:
--HEADER-PAGE-ONE height
<enter the text for the header including any macros set up if required>
--END
The END is important, else all this text will appear on the letter.
The rest of the commands allowing different headers and footers for different pages follow the same format are:
--HEADER-PAGE-ONE height
--HEADER-PAGE-ODD height
--HEADER-PAGE-EVEN height
--FOOTER-PAGE-ONE height
--FOOTER-PAGE-ODD height
--FOOTER-PAGE-EVEN height
Click here to return to The Template Editor.
The standard tags in AutoMail are shown on the right hand side of the letter template editor.
Expand them by left clicking on the plus sign to the left of the tag group description.
Any of these tags
can be included in a letter.
The list follows:
Current tax year (yyyy) |
the current tax year in the format YYYY, for example 1997. |
Next tax year (yyyy) |
the next tax year, for example 1998 |
Current tax year (yyyy-yy) |
current tax year but in the format, YYYY-YY, for example 1997-98 |
Next tax year (yyyy-yy) |
next tax year with the format, 1997-98 |
Tax district (number) |
number of the tax district that the client is registered with |
Tax district (text) |
description of the tax district the client is registered with |
CYrOAC |
amount of each payment on account due for the current tax year. For example of "current tax year" is 1998, CYrOAC will reflect the payments on account due 31 Jan 1998 and 31 July 1998. Note this figure does not take into account any payments actually made |
CYrOACGross |
original amount of each payment on account due for the current tax year. Unlike the CYrOAC, this figure is the original amount due, and therefore does not take into account any claims made to reduce payments on account or other adjustments |
CYrBalLiab |
amount of the balancing payment due for the current tax year. For example if the "current tax year" is 1998, CyrBalLiab will reflect the balancing payment due on 31 Jan 1999. If a repayment is due this figure will be negative |
CYrBalRepay |
this is the same as CYrBalLiab, but the opposite sign. Therefore a repayment appears positive a liability negative |
CYrFinLiab |
overall tax due for the current year. This should equate to the total of the 2 payments on account due for the year, plus the balancing payment due |
NYrOACGross |
as per CYrOACGross, but for the next tax year |
NYrOAC |
as per CYrOAC, but for the next year |
ReasonSA303UserSpec |
freeform text as entered under "claim to reduce payments OAC" screen in personal tax |
ReasonSA303Type |
pre-set reasons for SA303 claim (claim to reduce payments on account). The values are: no reason entered taxable business profits are less next year tax allowances and reliefs are more next year tax deducted at source is more next year other reason (see above).
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Conditional system tags These ensure the correct text is written into the template letters for each client. They ask a question and return a "1" if the condition is true and a "0" if the condition is not true.
IsCYrBalLiab |
this is a switch which evaluates to "1" if the client is/was due to make a balancing liability payment for the current year. This evaluates to "O" if this condition is not true |
IsCYrBalRepay |
this evaluates to "1" if the client is/was due balancing repayment for the current year |
IsCYrOAC |
evaluates to "1" if the client is/was due to make current year payments on account |
IsNYrOAC |
evaluates to "I" if the client is/was due to make payments on account next year |
IsCYrFinLiab |
evaluates to "1" if there was an overall liability for the currentyear |
Click here to return to Tags.
Click here to return to The Template Editor.
To add tags to a letter, left click in the letter at the target for the tag and then double left click on the tag.
The tag will be added to the document.
To take the tag out, highlight it and click Delete.
Click here to return to Tags.
Click here to return to The Template Editor.
Groups are used to order the tag macros into a sensible order.
Select this by choosing from the letter template menu Options|Group maintenance
The tag groups are shown on the right and the tags or groups within the tag group on the left.
On this screen:
Select |
Select a group |
New |
Create a new group |
Delete |
This will delete a group. |
Rename |
Renames the group. |
Click here to return to Tags. Click here to return to The Template Editor.
To enter a new tag macro group select Options|Group maintenance
Highlight the group on the left to add this new group to and click New to display.
Enter a group name in here and click OK.
This will add the new group.
Click here to return to Tags.
Click here to return to The Template Editor.
It is possible to use bitmaps in AutoMail.
This example displays a bitmap (the TT logo) at the top of the first page.
The command to display the bitmap is:
<BMP:3.65,0.25,1,0.7,TTLOGO.BMP,1>
The syntax for the BMP (BitMaP) command is as follows:
BMP:{x},{y},{width},{height},{filename},{page}
where:
x = offset (in inches) from left edge of paper to left edge of bitmap
y = offset (in inches) from top edge of paper to top edge of bitmap
width = width (in inches) of bitmap
height = height (in inches) of bitmap
filename = name of Windows bitmap file representing image to display
page = 0 if bitmap to appear on all pages; 1 if bitmap to appear on just the first page
Fractional inches are allowed.
The initial "BMP:" at the start of the statement must be uppercase.
The filename must *not* include a directory path.
The filename must include the ".BMP" extension.
The bitmap file itself must be of Windows BMP format and should be located in the _BITMAPS subdirectory
For example;
F:\APPS\TT\DATA\NOTES\_BITMAPS
Click here to return to The Template Editor.
This allows arithmetic calculations on the tags that will be substituted with figures.
In the text of the letter use the following commands:
<SUM:x,y>
<DIV:x,y>
<MIN:x,y>
<MAX,x,y>
<AVG:x,y>
<SUB:x,y>
<MUL:x,y>
<IEQ:x,y>
<INE:x,y>
<IGE:x,y>
<ILE:x,y>
<ILT:x,y>
<IGT:x,y>
<ILT:x,y>
For example:
<SUM:<tag1>,<tag2>>
In the order they are shown they mean the following:
SUM - adding
DIV - dividing
MIN - minimum
MAX - which is the larger of the two figures being compared
AVG - what is the average of the two figures
SUB – subtract
MUL – multiply
IEQ – is equal
INE – is not equal
IGE – is greater or equal than
ILE – is lesser or equal than
ILT – is less than
IGT – is greater than
Examples:
The amount left outstanding to pay on the first payment on account could be defined as:
<SUB:CYrOAC,CYrOACPaid>
The amount left to be paid on the current year balancing liability could be defined as:
<SUB:CyrBalLiab,CyrBalLiabPaid>
Click here to return to The Template Editor.
The editing facility provides:
Find |
This will find a piece of text in the letter. |
Replace |
This will find a piece of text in the letter and replace with an alternative. |
Cut |
This cuts the piece of text highlighted, to allow movement elsewhere. |
Copy |
This will copy any text highlighted. |
Undo |
This will reverse the last action. |
Select all |
This will select all the text on the screen |
A Macro is a tag that is made up of text and other tags. The tags used can be system system tags, or user-defined tags.
The Macros are shown on the top right-hand corner of the letter template editor screen.
Standard macros that are created by IRIS have an "_" preceeding the name.
Macros without this character have been created by the user.
Macros are ordered in groups on the screen. You can change this ordering, add and delete the macros.
Click here to return to The Template Editor.
To add a new macro tag into the system, go into the letter template editor and select the target macro group.
Right-click and select Add tag.
On the left is the screen available to enter the contents of the new tag macro.
Enter text, other tags and tag macros from the right of the screen into this.
Once finished select Accept changes and this will ask for a name.
Click here to return to The Template Editor.
To delete a macro tag on the system, go into the letter template editor.
Right-click on the tag to delete and select Delete.
Click OK to confirm.
Click here to return to The Template Editor.
To edit a macro tag in the system, go into the letter template editor.
Right click on the tag required and select Edit tag.
Once finished click OK at the bottom of the screen.
Click here to return to The Template Editor.
Open the group maintenance screen by choosing from the letter template menu Options | Group maintenance
The tag groups are shown on the right and the tags or groups within the tag group on the left.
To move a tag, macro or sub group from one group to another click and drag the required macro onto the target group.
The Style menu in the letter template editor contains these options:
Font |
Changes the font in use. |
Bold/Italic/Underline |
Adjusts the font style as appropriate. |
Bullet point |
This will insert a bullet point in front of the highlighted text. |
Click here to return to The Template Editor.