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Resolution for using Smart Report Mail Merge fields for Debtor Letters

This support note applies to:

  • AO Document Manager (AU)
  • AO Classic Document Manager (AU)
  • AO Classic Document Manager (NZ)
  • AO Document Manager (NZ)
  • AO Practice Manager (NZ)
  • AO Practice Manager (AU)
  • AE Document Manager (NZ)
  • AE Practice Manager (NZ)
  • AE Practice Manager (AU)
  • AE Document Manager (AU)
Article ID: 32217

In MYOB Intranet when utilising the merge fields within Smart Reports based on specific reports, the fields may appear with four decimal places after the merge is complete. This is experienced in the following reports:

  • Aged Debtor Report and
  • Current WIP by Client Report
To resolve the issue

Perform the following instructions from within Microsoft Word.

  1. Access your template based on the software that you are using. The template opens.

    • Via Document Manager: Within MYOB Intranet Administration, open the Intranet Standard Document. Proceed to Step 2.

      Make sure it is not in read only mode. If it is, close it then right click and select Properties. De-select the Read Only check box and click OK. Now re-open the Standard.
    • Via Practice Manager without Document Manager: From the Find Client screen, select the Mail Merge Wizard from the Tasks panel in the Document section. Select the word document and click Next. In the Mail Merge window, highlight your template, right click and select Edit Template. The template will open in Microsoft Word. Proceed to Step 2.
  2. Right click on the Merge field and select Toggle Field Codes from the drop down. The merge code appears.
    Example: Balance: $<<Balance>> will now appear as Balance: ${MERGEFIELD Balance\* MERGEFORMAT}

    In this example the field <<Balance>> is the debtors balance.
  3. Edit the Merge field as below to add #"#.00;(#.00)". The Merge field now appears with the change.
    Example: The Balance: ${MERGEFIELD Balance\* MERGEFORMAT} will now appear as Balance: ${MERGEFIELD Balance\#"#.00;(#.00)" \* MERGEFORMAT}
  4. Right click on the Merge field again and select Toggle Field Codes from the drop down. The merge field appears in previous format.
    Example:  Balance: $<<Balance>>
  5. Save and close the template document. The template closes.

    If you edited the read only checkbox before in Step 1, then follow the steps again to put the read only tick back on.

Now when you use this Standard to create Debtor Letters it will show the Amount with two decimal places.

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