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Custom Formats

Remove blank space between client fields in an invoice format

The client's name and address on an invoice, statement, letter, or label come from variables in the custom format. Select
Setup
, then
Custom Format
 to open a format.
If you have a client without a
Name 2
 entered in
Setup
,
Clients
, the client's name and address will print with a blank line. Use 1 of the following methods to remove this blank space:

Use the CanShrink property

This method only works if there are no other fields at the same horizontal level as the
Client name 2
 field.
To use this method:
  1. Select
    Client name 2
    .
  2. Select
    CanShrink
     in the Properties pane.
  3. Select
    True
     from the dropdown.
If, after setting CanShrink to true, the field is still not removed, there may be another field next to it overlapping this field. To determine if this is what's happening:
  1. Select the field you want to shrink if it has no data.
  2. In the Properties pane of the General section, make note of the
    Height (0.1875)
     and
    Y axis position (2.8115)
    .
  3. Select
    Contact Address1
     and note the
    Height (0.1875)
     and
    Y axis position (2.624)
    .
  4. Add the height of
    Contact Address 1
     to its
    Y axis position (2.8115)
     to determine the location of its bottom edge.
  5. The bottom edge of
    Contact Address 1
     is the same as the top of
    Contact Address 2
    , so the field can be deleted. If the calculated number was greater than 2.8115, then the fields are overlapping and can't be deleted.
  6. Use the same logic to test the position of
    Mailing City State Zip
     and verify the fields are overlapping.
  7. If you find the fields are overlapping, you can move them by selecting and dragging them, or changing the Y axis position in the Properties pane.

Use special formula for the entire client block

When it's not possible to move a field that's in the same horizontal space as the field with no data, you can substitute the fields in the client block with a custom formula. A formula is available in the Practice CS Library that won't leave spaces when selected items in the client block don't have data to print.
  1. Select
    View
    , then
    Home Dashboard
    .
  2. Select the
    Practice CS Library
     or
    Custom Format Library
     tab.
  3. Select
    Formulas
     and note the three formulas for Invoices.
  4. To determine what each formula does, hover your mouse over the title of each.
  5. Select
    Copy
     next to the formula you need for your situation.
  6. Select
    Setup
    , then
    Custom Formats
    .
  7. Double-click on the format you need to modify to open it in the layout editor.
  8. Delete all the fields in the client block.
  9. Select Text box from the toolbar.
  10. When you move your cursor back into the layout it will change to Crosshair
  11. Position the Crosshair so it's at the top left corner of where the client block was. Then, holding the left mouse button down, move the mouse down and to the right to draw a box approximately the size and shape of the original client block.
  12. Double-click the text box you just created to open the OutputValue Formula screen.
  13. Right-click in the center section and select
    Paste
    . A long formula will show in this space.
  14. Select
    OK
    .
The client block should now print without leaving spaces for fields that have no data.

This article applies to:

  • Product: Practice CS