Word Templates

KVS generates a number of different types of correspondence.. These documents are based on Word templates that you place in a "Templates" subdirectory underneath the working directory that you selected under File:Options:General.

For example, if your working directory is

\\Server\KVS\Documents\

then you would create the Templates subdirectory underneath this directory to produce the path

\\Server\KVS\Documents\Templates\

You will then need to place your templates in this directory.

Beginning with KVS 3.1.5, sample templates are automatically installed in the KVS program directory. The templates are normal Word templates (".dot" files), and can be edited as you would any other Word template.

Template names

KVS produces correspondence, such as letters to students asking them whether they want to renew a course, based on Word templates (files ending in ".dot") in the KVS templates directory. KVS cannot generate correspondence without the required templates, and will report an error if you try to do so.

You need to create a template for each document type in each correspondence language that you use. The required document types are:

Invoice, Receipt, Refund, Credit Used to generate invoices, receipts, refunds and credits for bookings.
InvoiceLetter Used to generate cover letters for invoices, receipts, refunds and credits.
RenewalVariable Used to write students, asking if they would like to renew their variable courses.
RenewalSemester Used to write students, asking if they would like to renew their semester courses.

Additional document types will be available in later versions of KVS, depending on your country and your accounting software. For example, in Switzerland, KVS can automatically generate and print the blue giro slips. The name of the template is a combination of the document type and the correspondence language. The name of the document type is given in English, and the name of the language is given in that language.

Example. Your school supports three correspondence languages: English, German and French. The document type for variable-course renewal letters is "RenewalVariable". The three templates that you need to create must be called:

RenewalVariable-English.dot
RenewalVariable-Deutsch.dot
RenewalVariable-Français.dot

Standard fields

When KVS generates a document based on a Word template, it looks for certain markers in the document, and replaces them with specific information concerning the person to whom the correspondence is being sent. Look at the sample templates available on the KVS website to see examples of how these markers are used.

Here is a list of the fields that are standard across all Word templates:

Marker Replaced with   Marker Replaced with
**address1** The first line of the address generated by KVS; normally this is the person's full name     **Reference** A reference giving some idea of the topic of the correspondence. Depending on the document type, this may be a course name, a bill number, or something similar.
**address2**
**address3**
**address4**
**address5**
**address6**
**address7**		 The second through seventh lines of the postal address. If the address requires fewer than six lines, the extra markers will be deleted.   **FormOfAddress** The opening line of the correspondence, generated as indicated in the KVS Form of Address table, unless a special address is defined in the field  "form of address" in the address window. This is usually something like "Dear Mr. Smith,"
**Title**
(as of KVS 3.5)		 Title of the person, e.g., "Mr."   **FirstName**
(as  of  KVS  3.5)		 The first name of the person
**LastName**
(as  of  KVS  3.5)		 The last name of the person   **RefEmail**

**RefExtra**

 The e-mail address in the address, for example, the e-mail address of the student making a booking.

The contents of the "extra" field in the address window.

Dates

You can include a date-field directly in your templates, allowing Word to handle the formatting (see the sample templates provided on the KVS website). Or you can have KVS construct a date by using the following markers listed below. The weekday- and month-names generated by KVS will match the correspondence language used to generate each document.

Marker Replaced with   Marker Replaced with
**dddd** The name of the day of the week, e.g., Wednesday     **d** The day of the month, e.g., 23
**mmmm** The name of the month, e.g., November   **yyyy** The year, e.g., 2002

Specific fields

Renewal letters for variable courses (RenewalVariable)

This is a letter sent to a student when their remaining credit for a variable course is running low. It asks them if they would like to renew their participation, i.e., if they would like to buy additional lessons.

Renewal letters for semester courses (RenewalSemester)

This is a letter sent to a student when their remaining credit for a semester course will not last the next semester. It asks them if they would like to renew their participation, i.e., if they would like to buy additional lessons for the next semester. You will probably want to include information in your letter about the forthcoming semester: start date, length, holidays, and so forth.

Invoice cover letters, Invoices, Receipts, Refunds and Credits

This is a cover letter sent with an invoice. This letter may contain the additional markers:

Invoices, Receipts, Refunds and Credits (but not invoice cover letters)

These may contain the following additional markers

The due-date for payment may be shown using the following three fields. Use these three fields to format the date as you prefer. (These markers are available as of KVS 3.5)

For each line item, the following markers may be present (superfluous markers will be deleted)

If the transaction is to be paid in multiple installments, each payment will generate a separate invoice. The due date of each payment will be shown correctly, using the due-date fields described above. Specific information about each payment is printed using the following marker. (This marker is available as of KVS 3.5)

Sample sentence that will work both for multiple payments (when the markers are used) and for single payments (when they are not used:

Payment **PaymentInfo** due on **PaymentDueMonth** **PaymentDueDay**, **PaymentDueYear**

If there is only a single payment, this will result in something like

Payment  due on February 27, 2014

If there are multiple payments, this will result in something like

Payment 2 of 5 in the amount of $100.00 due on February 27, 2014