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How can I add a formula to my template in AutoMail?

Article ID
ias-6703
Article Name
How can I add a formula to my template in AutoMail?
Created Date
29th August 2008
Product
IRIS AutoMail
Problem
IRIS AutoMail uses the interface of Microsoft Word to generate correspondence. To create your own Bespoke AutoMail templates you will require knowledge of Microsoft Word to the level of complexity that your bespoke template requires. The IRIS support team are not Microsoft Word experts and cannot provide support, advice or maintenance services with respect to Microsoft Word. However, we have provided some documentation to help you with some of the program features. This knowledgebase article will provide advice for adding a formula to a template in AutoMail? For example, to add two figures together and then display the total of the figures on the template.
Resolution

To add figures in an AutoMail document a formula needs to be used. This dictates which two figures need to be added to produce a desired result. For example, to display the outstanding balance due in January next year, you would like to add the current year balance liability and the On Account Payment for next year January. To do this:
  • Log on to IRIS AutoMail from IRIS Main Menu
  • The AutoMail – Letter Request Browser will be displayed, click on the Templates button.
  • The AutoMail – Letter Template Maintenance Screen will be displayed, highlight the folder to which you would like to save the template to.
  • Click on the New Template button
  • The New Template Screen will be displayed, Enter a description. For example, Tax Return Cover
  • Click on the Spy glass in the Based upon field, the Select screen will be displayed
  • Click on the IRIS Word Templates no header & footer, highlight the Tax Return Cover Template and click on the Select button
  • The New Template Screen will be displayed, click on the OK button to view the template.
  • The Word Template will be displayed allowing you to edit the details.
  • The Word Template will be displayed allowing you to edit the details.
  • Toggle on the Field codes (Press ALT + F9 on your keyboard. Please refer to KB IAS-11939 for information on How to turn on field codes in MS Word.
  • Minimise Word, the Tag Selection Screen will be displayed
  • Open the Folders the Particular Client | Individual |Tax Information | Current Year | Place a tick next to Balance Liabillity Next Year | Place a tick next to OAC
  • Click on the Refresh button
  • Maximize Word to enter the formula into the document
  • Left Click on the document where you would like to enter the formula Note: To check for versions of Word, Click on Help | About , when in the Word Document. For versions of MS Word 2007 or later :
  • Click on Insert tab in Word. In the ‘Text’ section click on the Quick Parts button. From the drop down list Select ‘Field’
  • In the ‘Field Names’ field, click on ‘=(Formula)’
  • In the Field Properties, click on the Formula Button.
  • This will display the Formula Screen. In the Formula: there will be an equal to sign present. Type in “a+b”after the equal to sign. This will be displayed as =a+b
  • In the Number Formal: text box, click on the down arrow and select the format that you would like the calculated number to be saved in. For example £#,##0.00;( £#,##0.00).
  • Click on the OK button which will then be displayed on the template as { =a+b#”£#,##0.00;( £#,##0.00)” }
  • Place your cursor before the A and press the delete button on your keyboard.
  • Leaving the cursor in the “a” position, click on the Mailings Tab | In the Write & Insert Fields section, click on the Insert Merge Field down arrow Select LMCLCYrBalLiab
  • This will then be entered in the document as below { ={ MERGEFIELD LMCLCYrBalLiab }+b#”£#,##0.00;( £#,##0.00)” }
  • Place your cursor before the b and press the delete button on your keyboard.
  • Leaving the cursor in the “b” position, click on the Mailings Tab | In the Write & Insert Fields section, click on the Insert Merge Field down arrow Select LMCLNYrOAC
  • This formula will be displayed as { ={ MERGEFIELD LMCLCYrBalLiab }+{ MERGEFIELD LMCLNYrOAC } #”£#,##0.00;( £#,##0.00)” }
  • Minimise Word and click on the Save button in the Tag Selection Screen
  • When generating the template, the result of the formula will be displayed Related articles KB IAS 7078: How do I setup my own custom AutoMail templates? KB IAS 6864: What Microsoft Word skills may I need to edit AutoMail templates

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