Printing Receipts

Printing Receipts

It is possible to use Calm to produce receipts for depositors in acknowledgement of items they have deposited, either when creating a new Accession record or retrospectively for a hit list of Accession records. Receipts are produced using the mail merge facility in Microsoft Word, see the Mail Merge reports section of this manual for more information.

To produce a receipt for the current Accession record:

• Click the button in the side button strip
   
• Click the  button
   
• A dialogue box will appear asking if you wish to print a receipt for the item(s) in the current hit list. Click OK to proceed.

If Microsoft Word is installed it will open and a dialogue box will ask you to confirm that you want data from your database to be used. If you require further details, please consult your Microsoft Office documentation.

• Click Yes to proceed. The default receipt template will be displayed as shown below:

Receipt date: 28/10/2010

Accession Number: «AccNo»  «EntryNo»
Category	«AccessionCategory»
Title	«Title»
DepositDate	«DepositDate»
Number of Items	«NoItems»
Description	«Description»
Covering Date	«Date»
Access Conditions	«Terms»   «AccessConditions»
Depositor	«Depositor»
Intermediary	«Intermediaries»

Please note this template may be customised, please see the section below.

The next steps describe how to produce the receipt(s) using Microsoft Word 2007, if you are using an older version of Microsoft Office please see the section below.

• Select the 'Mailings' tab
   
• Click on 'Finish & Merge', then choose 'Edit Individual Documents...' from the dropdown list.
   

For all (supported) versions of Microsoft Word, continue here:
 

• The 'Merge to New Document' dialogue box will appear as shown. Choose 'All'.

• Press to merge your Calm data into the template.

To print a receipt for several entries at once:

• Perform a search for all the unacknowledged accessions, these will have a blank ReceiptDate field.
   
• Run the report as described above. Please note that this report produces receipts for ALL records in the hit list, so it is important to perform the relevant search first. This will ensure that only the receipts you require are printed. Also note that when you run this report today's date will be inserted into the ReceiptDate field of each record in the hit list. Any records in the hit list that already contain a ReceiptDate will have it overwritten by today's date.

Customising your receipts

Please note the receipt Microsoft Word template may be customised; see the Mail Merge reports section of this manual. The figure below shows a typical example of a receipt template that an organisation has customised to their own needs.

                                           

Using older versions of Word

These instructions apply to Word 2003 and XP/2002, any versions prior to these are no longer supported by Microsoft.

Click the "Merge to New Document" icon on your Word Mail Merge toolbar to merge your Calm data into the template, then continue to follow the instructions above.