From the Accounts Payable, Payroll, or Accounts Receivable screen, select the Maintenance menu and then Label Setup.
At the Label Setup screen, click the New Record button to add a new label format.
Note: For any field equipped with the repeat function, click the Repeat button or press the Ctrl+R keys to repeat the previous entry for the specified field. The repeat function is only available after your initial entry.
Enter a unique name for the new label format in the Report Name field. The name can be alphanumeric and up to 255 characters long.
Select the font, font style, and font size to use for the labels by clicking the Search button for the Font Information field. After selecting the desired font information, click the OK button and the selected font will appear in this field. The default of Arial, Regular, font size 8 (or other specified font as designated in the Report Writer Defaults option if the district has the Report Writer module) will appear, but can be changed.
Complete the Page Settings section for the label format:
Enter the desired page orientation (Portrait or Landscape) for the new label format in the Orientation field, or click the down-arrow button to select the correct one. To print the mailing labels with the long edge of the paper down the side, enter Portrait. To print the mailing labels with the long edge of the paper on the top and bottom, enter Landscape. The default of Portrait will appear, but can be changed.
Enter the distance in inches from the top of the page to where the information should start printing on the label in the Top Margin field. The margin can be up to 5 digits long (including the decimal point) and will be rounded to 2 decimal places by the system if capable. The default of 0.60 will appear, but can be changed.
Enter the distance in inches from the bottom of the page to where the information should stop printing on the label in the Bottom Margin field. The margin can be up to 5 digits long (including the decimal point) and will be rounded to 2 decimal places by the system if capable. The default of 0.40 will appear, but can be changed.
Enter the distance in inches from the left edge of the paper to where the information should start printing on the label in the Left Margin field. The margin can be up to 5 digits long (including the decimal point) and will be rounded to 2 decimal places by the system if capable. The default of 0.25 will appear, but can be changed.
Enter the distance in inches from the right edge of the paper to where the information should stop printing on the label in the Right Margin field. The margin can be up to 5 digits long (including the decimal point) and will be rounded to 2 decimal places by the system if capable. The default of 0.00 will appear, but can be changed. Typically, the Right Margin for a label setup is set to zero (0) in order to have the information in the last column print correctly; otherwise, if the right margin is greater than zero, the area the columns can print becomes smaller and the width of the fields are decreased, resulting in the columns printing closer together.
Complete the Label Settings section for the label format:
Enter the height of one of the labels in inches in the Label Height field. For example, if the labels are 1 inch high, enter 1 in this field. The height cannot be greater than 11 inches, but can be up to 5 digits long (including the decimal point) and will be rounded to 2 decimal places by the system if capable.
Enter the number of columns of labels that are on one sheet in the Number of Columns field. The number of columns can range from 1 to 5.
In the Sort 1, Sort 2, and Sort 3 fields, specify the fields to use to sort the mailing labels when printing by clicking the down-arrow button and selecting the desired field. The fields available to sort mailing labels in Accounts Payable are Name Legal Business Last First ID, Reference Number (which is the check number, invoice number, or purchase order number, depending on the batch for which the mailing labels are being printed), Vendor Group ID, and Zip Code. The fields available to sort mailing labels in Payroll are Name Last First Legal Business ID, No Custom Referenced ID (in order to select the specific referenced custom field when printing the mailing labels), Reference Number (which is the check number), and Zip Code. The fields available to sort mailing labels in Accounts Receivable are Name Last First Legal Business ID, Reference Number (which is the invoice number or payment number, depending on the batch for which the mailing labels are being printed), and Zip Code. Leave the fields blank to use the default sort orders for the different report selections when printing the mailing labels.
Note: The default sort order for printing mailing labels for a batch is by reference number and then alphabetically by name. The default sort order for printing mailing labels for employees is alphabetically by last name and then first name. The default sort order for printing mailing labels for payees is alphabetically by name. The default sort order for printing mailing labels for vendors is by vendor group and then alphabetically by name. The default sort order for printing mailing labels for vendor 1099s, or employee 1095s or W2s, is alphabetically by name. The default sort order for printing mailing labels for customers is alphabetically by last name and then first name.
Click the Save button.
If desired, click the Execute button to generate the report from within the Label Setup option.
Note: The Execute button does not appear for the standard mailing label formats.