IBS Enterprise Help Centre 9.0Business Suite 2016

About working with texts in the Text Editor

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The Text Editor is a general IBS Enterprise function that is used for the editing and storing of texts. The text can be printed on external documents or be used in internal messages.

Many useful text handling features are provided:

  • You can create standard texts that enable you to print the same text set on several documents. Using this feature, frequently used text sets do not have to be manually typed.
  • You can create multiple text sets. This can be used when you want different texts to be printed on documents that are connected to the same text set.
  • You can create text sets in several languages. This feature allows you to print a document in the business partner's language.
  • You can create text sets that are never printed on the documents, but are displayed as internal information. This can be useful for comments or reminders that are not intended to be viewed by your business partners.

Text types

The Text Editor functions are governed by data entered in Work with document text types. This program contains text types that define the properties of a text set. What functions are available for a specific text set depend on the set-up of the text type to which it is connected. The text types can be used for standard texts which are not printed on external documents, texts that are connected to external documents (such as sales order lines), and finally texts that are used for internal messages that are only to be viewed on the panel. The text types define the following:

  • What documents are connected to a specific text type.
    Tip: Select a document text type and click Connected documents to see a list of all external documents on which this text type can be printed. Note: Standard texts are not connected to any documents.
  • If the text set should be printed on a document by default.
    Tip: This is defined in the Print field on the Work with document text types, Connected documents panel. The defaulted value can be changed at text entry. Note: Some text sets are not meant to be printed. These are only displayed on the panel for internal use. See Activate/Inactivate documents for information about how to avoid printing internal information.
  • If multiple text sets should be allowed for a text type. See section Multiple text sets for more information.
  • If text can be defined in different languages. See section Multiple languages for more information.
  • If all versions of a text set should be printed on the same external document, or only the last version. See section Multiple text sets for more information.

Text sets

The text entries are referred to as text sets. A text set can contain one sentence or a longer text. The text sets are separated by numbers and can be printed on several documents. You can also create different versions of the same text. This is referred to as multiple text sets.

Multiple text sets

When several text sets are added to the same document, they are referred to as multiple text sets. The text sets can either contain different information or be versions of the same text. Multiple text sets are useful when you want different texts to be printed on documents that are connected to the same text set. Such an example could be if different texts should be printed on the pick list and the invoice that belong to the same order line.

The text type that is connected to the external document defines if this feature can be used. The text type (the Print text set field on the Work with document text types panel) also defines if all versions (*ALL), or only the last version of the text set (*LAST), should be printed. If *LAST is selected, then the text set with the highest text set number will be printed. See Use multiple text sets for more information.

Multiple languages

Using the Text Editor, it is possible to create text sets in several languages. The text type that is connected to the external document defines if the text sets can be written in several languages (the Multiple languages field on the Work with document text types panel). This feature can be useful if you want to print a document in the business partner's language. See Create text sets in different languages for more information.

Standard text sets

You can create standard texts that enable you to print the same text set on several documents. Using this feature, frequently used text sets do not have to be manually typed several times.

The standard texts are connected to the text type *STANDARD in Work with document text types. Adding or editing of standard texts is performed in Work with standard documents.

The standard text sets are not printed individually on external documents, but are copied and incorporated in other text sets. Standard text sets can either be retrieved from Work with standard documents when new text sets are created for a document, or linked to the new text set. If the standard text is incorporated in the text set as a link, any changes to the standard text will be automatically updated in the text set. See Retrieve text as a link for information about how to retrieve and link to standard texts.

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