Annexures

Annexures are ordinary documents of your own making, embedded into the printed Contract. Typically they contain your contract Terms & Conditions in some detail, and can span more than one page.

When the Contract is printed, any Annexure pages follow on from the first (main) page of the Contract, with the Contract Number and the same headings at the top and signature panel at the bottom of each page as they appear on the main page. If you are using digital signatures, the Trader's signature is printed on each page of the Annexure as well as the Contract (if configured).

The use of Contract Annexures is optional, governed by a global setting. To enable Contract Annexures, you must be logged in to Grain Trader as the Admin login. Select the Utility | Global Options menu as shown below:

Expand the Contracts branch, select the Common node and ensure the checkbox Use contract annexures is checked, as shown below, then click OK:

CDA does not supply a default Annexure document, although a document with information about Annexures is provided in the default installation. You need to create your own Annexure document(s) before you can use them.

Once you have created and stored your Annexures, simply open a Contract and select the desired Annexure to incorporate from the drop-down box, as shown below.

When you print the Contract your Annexure is automatically embedded in the Contract document.

You create your Annexure documents in the same way as you would a letter, using your favourite word processor. Save the document in Rich Text Format (RTF) - usually using the File | Save As… menu and select Rich Text Format from the “Save as type…” drop-down box, as shown below:

You can use any word processor that can save the file as Rich Text Format. You can use tables, fonts, lists etc just as you would in any document created with Microsoft® Word©.

You then need to store the new document in one or more Grain Trader databases. By storing the document in each database as required:

• You can easily restrict the documents that are available to be used with different Grain Trader databases;
• The documents that are used are protected from unauthorised editing and accidental deletion;
• All users have access to all the relevant documents, no matter where they are, without having to worry about special folders etc. and;
• Backups are simplified because you don't need to remember to include any extra files in your backups.

To store your document you must first be logged in to Grain Trader as the Admin login, then select the Utility | Embedded Documents menu as shown below:

The Embedded Documents window is then displayed. In a new installation of Grain Trader, or if you have not used Annexures before, you will see some information about how to use Annexure documents in the Preview pane, as shown below. Click the New button to create a new Annexure in the database.

The Preview panel is then cleared and the Import Rich Text File dialog is displayed. Select the RTF file you wish to open and store in the database and click Open.

Your document appears in the Preview panel. Select the correct Document Type from the drop-down box - note that Annexures of Type Purchase Contract are only available in Purchase Contracts and Sale Contract Type in Sale Contracts - and enter a description for your new Annexure. Then click either OK to save the Annexure and close the Embedded Documents window, or Apply to save the Annexure but leave the window open.

You are now ready to use the Annexure in Contracts.

You can easily change the text in an existing Annexure.

If you want to edit the existing text and you no longer have the original Rich Text Format (RTF) document that was created in your word processor, you can re-create a word processor file from the database. Once you have an RTF file, open it in your favourite word processor and make whatever changes you need. Alternatively you may want to start with a completely fresh document.

When you have finished editing the document, save it, remembering to select Rich Text Format as the file type, as shown below:

To store the Annexure, you must first be logged in to Grain Trader as the Admin login, then select the Utility | Embedded Documents menu, as shown below:

The Embedded Documents window is displayed. Select the Document Type and the Annexure you want to change from the drop-down lists. The Preview panel displays the existing text.

To replace the current text with that of the newly-edited document, click Import RTF, select the RTF file discussed above and click Open, as shown below:

The Preview panel is updated with the new text. If you want to you can also change the Description (note that even if you change the description of an Annexure, existing Contracts will continue to use the same Annexure, i.e. changing the name has no effect in the Contract). Click OK to save the changed Annexure to the database and close the Embedded Documents window, or Apply to save the Annexure but leave the window open.

The updated Annexure is now ready for use. Note that all Contracts using this Annexure and printed after this procedure will display the updated Annexure text, not the text that was in effect at the time the Contract was created.

Your Annexure documents are stored within your Grain Trader database(s) - a technique which offers a number of advantages. In fact for everyday use, once your document is stored in your database there's no need for it to exist as a disk file at all. On occasions however you may need to access it as a file, for example when you want to:

• change the text;
• copy the Annexure into another database;
• print it or publish it as a document on your website

If the original word processor document can no longer be located you can easily export your existing Annexure to a disk file that you can use in any of the above circumstances.

To export your document you must first be logged in to Grain Trader as the Admin login, then select the Utility | Embedded Documents menu as shown below:

The Embedded Documents window is displayed. Select the Document Type and the Annexure you want to export from the drop-down lists. The Preview panel displays the existing text.

To export the text into a new document, click Export RTF and select a destination folder and filename on the Export Rich Text Format dialog. Remember to select “Rich Text Format (RTF)” from the drop-down box.

When you click Save your Annexure document is exported to a standard Rich Text Format (RTF) file that can be opened in any compatible word processor.