You set up the retrieval reference codes with the Retrieval Reference window. This window is accessed from the Format Revisions screen. The following table describes the parameters that relate to retrieval codes. Be aware of the following:
Only the applicable parameters are listed for each retrieval code.
To display more information about each parameter, use function keys F1 (field help) and F8 (table field descriptions).
Caution:
The Display Size field is a required field for the setup of all the retrieval reference codes. If a display size is not specified, the related information is not printed on the invoice.| RETRIEVAL CODE and SOURCE TABLE | PARA- METER | EXPLANATION |
|---|---|---|
| ADD
No source table |
1 - 4 | A mathematical function performed over retrieved information. For that information, specify the numbers of the retrieval reference codes in the parameter fields. For example, if the calculation relates to retrieval reference code numbers 7 and 10, you would specify &7 in parameter 1 and &10 in parameter 2. You can also specify other numeric values involved in the calculation, such as-1, .10, or 100. |
| ADDRESS
Address by Date (F0116) |
1 | The data item related to the information you want to retrieve from the F0116 table. |
| ADDRESS
Address by Date (F0116) |
2 | Determines the address number for the information to be printed. For example, you could specify the address number for the company or job customer. |
| ADDRESS
Address by Date (F0116) |
3 | Determines the address number for the alternate address information, such as the alternate billing number or parent number. |
| ADDRESS
Address by Date (F0116) |
4 | The date on which a change of address takes place. It is compared with the effective date for the address number. This parameter applies only if the Addresses by Effective Date field on the Address Book Constants form is set to 1. |
| ADDRESS2
Account Master (F0101) |
1 | The data item related to the information you want to retrieve from the F0101 table. |
| ADDRESS2
Account Master (F0101) |
2 | Determines the address number for the information to be printed. For example, you could specify the address number for the company or job customer. |
| ADDRESS2
Account Master (F0101) |
3 | Determines the address number for the alternate address information, such as the alternate billing number or parent number. |
| ACCOUNT
Address Book Master (F0901) |
1 | The data item related to the information you want to retrieve from the F0901 table. |
| ACCOUNT
Address Book Master (F0901) |
2 | Determines whether the account information is related to the original (posting) cost account or the closest previous non-posting account. For example, Professional could be the description for a posting cost account or Labor for a non-posting account. |
| AMOUNT
No source table |
1 | Determines the type of amount you want printed, such as a cost amount or a unit quantity. An amount can be included on any detail or total format. |
| AMOUNT
No source table |
2 | This parameter applies to payroll labor and its related burden costs. It determines whether the system prints the total billing amount, only the labor costs, or only the burden costs. |
| AMOUNT
No source table |
3 | This parameter applies only to a workfile record with associated components. It determines whether the system prints amounts related to the base transactions or to the specified component code. |
| CC
Business Unit (Job) Master (F0006) |
1 | The data item related to the information you want to retrieve from the F0006 table. |
| CC
Business Unit (Job) Master (F0006) |
2 | Determines whether the business unit is related to a job, home business unit, or project number. |
| CC SUPP 1
Business Unit (Job) Supplemental Data Codes (F00692) |
1 | The data item related to the information you want to retrieve from the F0692 table. |
| CC SUPP 1
Business Unit (Job) Supplemental Data Codes (F00692) |
2 | Determines whether the business unit is related to a job, home business unit, or project number. |
| CC SUPP 1
Business Unit (Job) Supplemental Data Codes (F00692) |
3 | The data type for the supplemental data that is defined for the code format (C). This data type is non-narrative. If daily job logs are required on the invoice, for example, you specify DL. |
| CC SUPP 1
Business Unit (Job) Supplemental Data Codes (F00692) |
4 | A code related to the data type you specified for parameter 3. Such a code is displayed in the first column on the Supplemental Code Entry form. For example, the first column for daily job logs (data type DL) is Log Type. |
| CC SUPP 2
Business Unit (Job) Supplemental Data Text (F00693) |
1 | Determines whether the business unit is related to a job, home business unit, or project number. |
| CC SUPP 2
Business Unit (Job) Supplemental Data Text (F00693) |
2 | The data type for the supplemental data that contains free-form text. In this case, the data type can be defined for either the code format (C) or the narrative format (N). If a legal description is required on the invoice, for example, you specify LG. |
| CC SUPP 2
Business Unit (Job) Supplemental Data Text (F00693) |
3 | This parameter is similar to parameter 4 for the retrieval code CC SUPP 1. Therefore, if the data type in parameter 2 is defined for the code format, you must use parameter 3 to specify a code related to the data type. However, if the data type in parameter 2 is defined for the narrative format, you must leave parameter 3 blank. |
| CL TEXT
Contract Billing Line Text (F52024) |
N/A | This retrieval code lets you print on the invoice the text related to contract billing lines. This is typically used at either the transaction or the transaction summary level of the invoice. These two levels relate to the Billing Workfile (F4812) and Invoice Summary Workfile (F4822), respectively. No parameters are applicable to this code. |
| CONTRACT
Contract Billing Master (F5201) |
1 | The data item related to the information you want to retrieve from the F5201 table. |
| CUMULATIVE
(This retrieval code applies only to contracts.) Invoice Summary Access (F48520) |
1 | The data item related to the information you want to retrieve from the F48520 table. Be aware that the F48520 table must be built and maintained, which is controlled by the Invoice Summary Access Control field on the System Constants form. |
| CUMULATIVE
(This retrieval code applies only to contracts.) Invoice Summary Access (F48520) |
2 | Determines the summary level of the billed-to-date total amount in relationship to the contract information. For example, it can be summarized by contract billing line. |
| CUMULATIVE
(This retrieval code applies only to contracts.) Invoice Summary Access (F48520) |
3 | Determines the summary level of the billed-to-date total amount in relationship to the G/L account number. For example, it can be summarized by business unit and subsidiary. |
| CUMULATIVE
(This retrieval code applies only to contracts.) Invoice Summary Access (F48520) |
4 | Determines whether the summary level of the billed-to-date total is by employee and supplier. |
| CUMULATIVE
(This retrieval code applies only to contracts.) Invoice Summary Access (F48520) |
5 | This parameter applies only to pay items for time and materials (T and M) with components. It determines whether the system prints amounts related to the base transactions or to the specified component code. |
| CUSTOMER
Customer Master (F0301) |
1 | The data item related to the information you want to retrieve from the F0301 table. |
| CUSTOMER
Customer Master (F0301) |
2 | Determines the address number for the information to be printed. For example, you could specify the address number for the company or job customer. |
| CUSTOMER
Customer Master (F0301) |
3 | Determines the address number for the alternate address information, such as the alternate billing number or parent number. |
| DATE
No source table |
N/A | This retrieval code lets you print the system date on the invoice. No parameters are applicable to this code. |
| DIVIDE
No source table |
1 - 4 | A mathematical function performed over retrieved information. For that information, specify the numbers of the retrieval reference codes in the parameter fields. For example, if the calculation relates to retrieval reference code numbers 7 and 10, you would specify &7 in parameter 1 and &10 in parameter 2. You can also specify other numeric values involved in the calculation, such as -1, .10, or 100. |
| EQUIPMENT
Item Master (F1201) |
1 | The data item related to the information you want to retrieve from the F1201 table. |
| EQUIPMENT
Item Master (F1201) |
2 | Determines whether the information relates to equipment involved in the work (equipment worked) or equipment on which work is performed (equipment worked on). If you operate a crane, for example, the crane is the equipment worked. If you use a timing machine to fix the crane's motor, the crane then becomes the equipment worked on and the timing machine is the equipment worked. |
| INV TEXT
Service Billing Invoice/Batch Text (F4813) |
1 | Determines the level within a batch from which the free-form text for the invoices is retrieved. The levels are batch, invoice, pay item, and transaction. |
| MILE/PROG
Milestone/Progress Billing (F5216 and F52161) |
1 | The data item related to the information you want to retrieve from either the F5216 table or F52161 table. NOTE: To display progress billing information from the Table Field Description window, you must enter F2161. |
| MULTIPLY
No source table |
1 - 4 | A mathematical function performed over retrieved information. For that information, specify the numbers of the retrieval reference codes in the parameter fields. For example, if the calculation relates to retrieval reference code numbers 7 and 10, you would specify &7 in parameter 1 and &10 in parameter 2. You can also specify other numeric values involved in the calculation, such as -1, .10, or 100. |
| NOTES
(This retrieval code applies only to Address Book notes.) Generic Text (F0016) |
1 | Determines the address number for the information to be printed. For example, you could specify the address number for the company or job customer. Do not specify data items for this parameter because only the text can be retrieved. |
| NOTES
(This retrieval code applies only to Address Book notes.) Generic Text (F0016) |
2 | Determines the address number for the alternate address information, such as the alternate billing number or parent number. |
| PAGE
No source table |
N/A | This retrieval code lets you print the page number on the invoice. No parameters are applicable to this code. |
| PAGE OF
No source table |
N/A | This retrieval code lets you print the page number and the total page count, such as page 3 of 4 pages. No parameters are applicable to this code. |
| PAY ITEM
Contract Billing Line Detail (F5202) |
1 | The data item related to the information you want to retrieve from the F5202 table. |
| PAY TYPE
Payroll Transaction Constants (F069116) |
1 | The data item related to the information you want to retrieve from the F069116 table. |
| PHONE NO
Address Book - Contact Phone Number (F0115) |
1 | The data item related to the information you want to retrieve from the F0115 table. |
| PHONE NO
Address Book - Contact Phone Number (F0115) |
2 | Determines the address number for the information to be printed. For example, you could specify the address number for the company or job customer. |
| PHONE NO
Address Book - Contact Phone Number (F0115) |
3 | Determines the address number for the alternate address information, such as the alternate billing number or parent number. |
| SUBTRACT
No source table |
1 - 4 | A mathematical function performed over retrieved information. For that information, specify the numbers of the retrieval reference codes in the parameter fields. For example, if the calculation relates to retrieval reference code numbers 7 and 10, you would specify &7 in parameter 1 and &10 in parameter 2. You can also specify other numeric values involved in the calculation, such as -1, .10, or 100. |
| SUMMARY
Invoice Summary Workfile (F4822) |
1 | The data item related to the information you want to retrieve from the F4822 workfile. |
| SUPPLIER
Supplier Master (F0401) |
1 | The data item related to the information you want to retrieve from the F0401 table. |
| SUPPLIER
Supplier Master (F0401) |
2 | Determines the address number for the information to be printed. For example, you could specify the address number for the company or job customer. |
| SUPPLIER
Supplier Master (F0401) |
3 | Determines the address number for the alternate address information, such as the alternate billing number or parent number. |
| TERMS
Payment Terms (F0014) |
1 | The data item related to the information you want to retrieve from the F0014 table. |
| TIME
No source table |
N/A | This retrieval code lets you print the system time on the invoice. No parameters are applicable to this code. |
| TOTAL
No source table |
1 | A register number related to a rolling total amount from any format definition connected to the format layout. |
| TOTAL
No source table |
2 | Determines whether the register in parameter 1 is reset to zero after it has been totaled. When the register is reset, the subsequent total does not include the prior total. |
| WHOS WHO
Address Book - Who's Who (F0111) |
1 | The data item related to the information you want to retrieve from the F0111 table. |
| WHOS WHO
Address Book - Who's Who (F0111) |
2 | Determines the address number for the information to be printed. For example, you could specify the address number for the company or job customer. |
| WHOS WHO
Address Book - Who's Who (F0111) |
3 | Determines the address number for the alternate address information, such as the alternate billing number or parent number. |
| WHOS WHO
Address Book - Who's Who (F0111) |
4 | The line number related to the information you want to retrieve. The number, which is automatically assigned by the system, is not displayed on any form, but is kept in the Who's Who Line field of the F0111 table. The primary mailing name is line number 0, and other names related to an address are greater than zero. These numbers begin with 1 and are incremental. CAUTION: If you delete a name on the Who's Who form, the remaining names keep the original line numbers. The line numbers, therefore, would not correlate with the new sequence of names as it appears on the Who's Who form. |
| WO
Work Order Master (F4801) |
1 | The data item related to the information you want to retrieve from the F4801 table. |
| WO TEXT
Work Order Instructions (F4802) |
1 | The record type for work orders related to the text you want to retrieve from the F4802 table. |
| WORKFILE
Billing Workfile (F4812) |
1 | The data item related to the information you want to retrieve from the F4812 workfile. |