Document Designing in BUSY

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Document Designing

Implementation in BUSY

1. Need for Document Designing

In a business scenario, keeping track of different types of expenses and income is important. This assumes greater significance when government authorities demand a well-maintained record of expenses and incomes. To keep a record certain document are used such as sales invoice, payment advice, and so on. These documents form a vital part of the accounting system for any organization. Moreover, these documents can be different in their formats since different organizations have different needs. To simplify the maintenance of different formats, the formats for sales invoice and many other documents are fully configurable in BUSY. In other words you can configure the documents according to your requirement by adding name, address, print styles and data fields in your document.

Note: Print Styles and Data Fields have been explained in the second section of the document under Advanced Configuration.

In Busy you can configure documents based on three types of configuration, Standard, Advanced, and Copy Title Configuration. Let us discuss these in detail.

2. Standard Configuration

Under Standard Configuration, you can configure the document for basic design such as company name, address, signatory information and so on.

Note: Use this configuration if you want basic configuration for your documents.

Let us understand standard configuration with the help of an example. Busy Infotech Pvt. Ltd. is an IT company providing software solutions to its customers. It wants to define a basic configuration for the sales invoice.

To define standard configuration, perform the following steps:

Click Administration Menu  Configuration  Document Configuration 

Standard  Select the document that you want to configure the format for

(Sales Invoice).

On selecting a document, a Configure Sales Invoice (Standard) Window appears. Given here is a screenshot of Configure Sales Invoice (Standard) Window.

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You need to enter data in the active data fields for standard configuration. These data fields are:

• Invoice Heading

• Company Name

• Address

• Header

• Declaration

• Terms & Conditions

• Print Voucher Creation Time

• Print ITC Eligibility

• Use Full Page for Document

• Eject Page After Printing

• Signatory Information

• Print Copy Title

• Show Totals of Qty. Also

• Print VAT Separately With Items (Retail Invoice)

• Print VAT Separately With Items (Tax Invoice)

Invoice Heading

There are three options in this data field. These are:

o Auto Print ‘Tax Invoice’ or ‘Retail Invoice’ on the basis of the Sale Type – If you select this option then either Tax/Retail Invoice as mentioned in the Sale Type will appear in the document.

o As Mentioned Below – If you select this option then Invoice Heading as specified in the Invoice Heading data field will appear in the document.

o As Mentioned in Sale Type - If you select this option then the Invoice Heading as mentioned in Invoice Heading data field in the For Printing in Documents Option Box in the Sale Type will appear in the document

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By default, the first option is selected.

Company Name

Enter the name of the company in this data field. By default, the name of the company as mentioned at the time of creation of company is displayed in this data field.

Address

Enter the address of the company in this data field.

Header

Enter the header for the document in this data field. For example, in the screenshot given above, BIPL, abbreviated name for the company is written in the data field.

Declaration

Enter the declaration, if any, in the data field.

Terms & Conditions

Enter the terms & conditions, if any, in the data field. By default, terms and conditions commonly stated are displayed in the data field. You can change these as per your requirement.

Print Voucher Creation Time

Specify ‘Y’ if you want to display the time of creation of the voucher in the document. By default, the value is ‘N’.

Print ITC Eligibility

Specify ‘Y’ if you want to display the status of ITC Eligibility in the document. By default, the value is ‘N’.

Use Full Page for Document

Specify ‘Y’ if you want to use the full page for the document. Let us understand with the help of an example. For Busy Infotech, the sale invoice is made separately for different items. In a single invoice there is only one item and consequently the space taken while printing the invoice is very less. If Busy Infotech specifies ‘N’ in this data field then while printing the invoice, printing is stopped after the item information of first invoice is printed. This enable the second invoice to be printed on the same page.

By default, the value is ‘Y’.

Eject Page After Printing

Specify ‘Y’ if you want to eject the page after printing. Let us understand with the help of an example. Busy Infotech specifies ‘N’ in this data field. Now when printing the invoice, after the invoice is printed the printer stops at the last point and does

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not cover the full length of the page. On the other hand, if Busy Infotech specifies ‘Y’ then the printer will cover the full length of the page even if actual printing finishes in the middle of the page.

By default, the value is ‘Y’.

Signatory Information

There are two data fields under Signatory Information. You can specify any information that you would like to display as signatory information in these data fields. By default, in the first data field, the name of the company is displayed while in the second data field ‘Authorised Signatory’ is displayed.

Print Copy Title

Specify ‘Y’ if you want to print copy title. The copy title information is picked from the Copy Title Configuration under Document Configuration. By default, the value is ‘N’.

Show Totals of Qty. Also

Specify ‘Y’ if you want to display the totals of the quantity of multiple items. For example, if you have made a single invoice for five items and you specify ‘Y’ then the sum of the quantity sold for all the items is displayed. By default, the value is ‘N’.

Print VAT Separately With Items (Retail Invoice)

Specify ‘Y’ if you want to print the VAT amount separately with items. This is possible in case of Multi Tax or Tax Inclusive sale types. For example, in case of Multi Tax if you want the tax amount to be printed separately with all the items then specify ‘Y’. Similarly, in case of Tax Inclusive if you want the tax amount to be reflected along with the items (by reverse calculation) then specify ‘Y’.

By default, the value is ‘Y’.

Print VAT Separately With Items (Tax Invoice)

Specify ‘Y’ if you want to print VAT amount with items. This is possible in case of Multi Tax or Tax Inclusive sale types. For example, in case of Multi Tax if you want the tax amount to be printed separately with all the items then specify ‘Y’. Similarly, in case of Tax Inclusive if you want the tax amount to be reflected along with the items (by reverse calculation) then specify ‘Y’.

By default, the value is ‘Y’.

Click the Save button to save the standard configuration settings.

Note: To view the documents in the desired format you need to print the documents. To print the document, click Printing Menu  Print Utilities  Documents  Select the desired document. Further, you need to select the format for printing under Format for Printing data field in Printing Options Window.

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Now that we are comfortable with Standard Configuration for documents, let us move on to Advanced Configuration for documents.

3. Advanced Configuration

Using Advanced Configuration you can take document designing to a higher level. For example, you can select the data fields to be displayed or you can decide whether the text appears bold or italicised. On similar lines, there are many other designing features that can be used.

We can broadly divide advanced configuration section into three levels: 3.1 Basic Advanced Configuration

3.2 Latest Advanced Configuration

3.3 Designing Features & Related Problems

Let us discuss the advanced configuration in detail beginning with the basic advanced configuration.

3.1 Basic Advanced Configuration

Let us understand Basic Advanced Configuration with the help of the example of Busy Infotech Pvt. Ltd. Busy Infotech has created a format for sales invoice using Standard Configuration. There are certain types of sale invoices for which more details in terms of fields are required. In addition, Busy Infotech wants to apply certain formatting styles on the invoice. For this purpose it uses the Advanced

Configuration Option.

To define advanced configuration, perform the following steps:

Click Administration Menu  Configuration  Document Configuration 

Advanced

On clicking the Advanced option, a Document Configuration (Advanced) Window appears. Given here is a screenshot of Document Configuration (Advanced) Window.

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You can define advanced configurations for all the listed documents such as receipt, sales invoice, debit note, purchase order, and so on.

 Select the document that you want to configure from the list (Sales Invoice)  Click the Add Format button available on the right side of the Document

Configuration (Advanced) Window. On clicking the Add Format button, a Document Format – Add Window appears.

Note: You can create multiple formats for one document.

Given here is a screenshot of the Document Format – Add Window.

Enter the name for the format  Click the Save button to save the format. On clicking the Save button the window closes and a plus (+) sign appears next to the document for which you have created the format.

 Click the plus (+) sign  Select the format that you have created

On selecting the format, various buttons become active. Out of those, there are button for configuring Header, Body, and Footer.

Click the Header button to configure the header for the document

On clicking the Header button, a Configure Sales Invoice Header Window appears. Using the shortcut commands such as F4, Alt+F4, and so on you can define the configuration settings. The configuration settings can be defined for three elements. The three elements are:

 Print Styles

 Fields (Dynamic Data)  Data (Static Data)

Print Styles

Print Styles refer to the tags that are used to define formatting styles such as bold, italics, and so on.

Fields

Fields refer to the data fields that are displayed in the document such as alias, party name, date of voucher, and so on. Fields contain dynamic data. Dynamic data is the data that is loaded at runtime or the data that can be changed at anytime. Dynamic

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data refers to data that is displayed using the data fields. Examples of data fields are <PARTY_NAME,40> or <BILL_DATE,10>.

Data

Data refers to static data that is entered at the time of creating the format such as company name and which remains unchanged throughout.

Let us first understand the use of print styles and fields using the example of Busy Infotech Pvt. Ltd. In the sale invoice, party name in bold is to be displayed.

Note: In the following steps we will add the Party Name field and apply the bold print style. For this purpose we will first add the bold print style followed by the field and finally add the bold close tag.

 Press F4 to invoke the list of print styles available. Given here is a screenshot of the Configure Sales Invoice Header with the list of available print styles.

 Select the print style (BOLD_ON) to be chosen  Press Enter key on the keyboard

Now that you have added the BOLD_ON print style, you can add the field to be displayed.

 Press Alt+F4 to invoke the list of fields available. Given here is a screenshot of the Configure Sales Invoice Header with the list of available fields.

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 Select the field (Party_Name) to be chosen  Press Enter key on the keyboard

After adding the field you need to add the closing print style for bold print style.

Note: If you do not close the print styles then the formatting style specified in the print style will be used throughout the format. For example, if you do not add a closing print style for BOLD_ON then all the text that you enter after the print style will be displayed in bold.

 Press F4 to invoke the list of print styles available  Select the closing print style (BOLD_OFF)  Press Enter key on the keyboard

Given here is a screenshot of the Configure Sales Invoice Header Window displaying the chosen print styles and fields.

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Click the Preview button to view the preview of the header. On clicking the

Preview button, a Preview Screen appears. Given here is a screenshot of the Preview Screen.

Note: The data appears as XXXX… since currently no data is available. At the time of printing, actual data from party name will be displayed in the given space.

As discussed before we can configure the document by adding static data also. Let us understand configuration of static data using the example of Busy Infotech. Busy Infotech wants that the company name should always appear on the sales invoice.

BOLD_ON print style followed by

PARTY_NAME field followed by BOLD_OFF print style

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For this purpose, it needs to write the company name in the Configure Header Window.

 Enter the static data (company name) at the end of the BOLD_OFF print style Given here is the Configure Sales Invoice Header Window displaying the static data.

Given here is the Preview Screen for the header. Dynamic data Static Data

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Busy Infotech wants the company name to appear at the extreme right of the header. For this purpose, it needs to enter spaces manually i.e. by pressing the spacebar key on the keyboard.

 Enter spaces manually between BOLD_OFF print style and static data to align the text.

Given here is a screenshot of the Configure Sales Invoice Header Window with the spaces between them.

Given here is a screenshot of the Preview Screen with space between texts. Enter spaces manually between

texts to align them as per your requirement

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Note: To align the text in the desired position you need to enter spaces manually. In the screenshot given above, the address is centrally aligned with the help of spaces entered manually.

Now that we have discussed basic advanced configuration, let us discuss some latest features that have been added in advanced configuration.

3.2 Latest Advanced Configuration

In BUSY, documents such as sales invoice, payment advice and so on are fully configurable. In other words you can configure the documents according to your requirement by adding print styles and data fields to your document. Till now you could configure the documents till a certain level. To take document designing to a new level we have introduced graphics (images, fonts, color, italic) in document designing. Using graphics you can include images in your format or you can make the document colourful by adding color and various fonts to your document.

Note: This topic will be helpful to you only if you are comfortable with the basic level of document designing in BUSY. In case you are not comfortable then please refer to the topics before this topic in the Advanced Configuration section. Once you are familiar with document designing then you can read this document and use graphics in your document effortlessly.

For using graphics in document designing four new features have been added. These are:

 Image  Font  Italic  Color

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To use these features, new print styles have been added. Given here is a screenshot of the list of the print styles including the new print styles.

Let us discuss the features and related print styles in detail.

Image

To include an image in the format select the IMAGE print style. Next you need to specify information regarding the path of the image and so on in the image print style. Let us understand with the help of an example. To include an image, we select the image print style.

Given here is the IMAGE print style. <IMAGE, PATH, 0,0>

There are four parameters of the image print style. Let us discuss each in detail.

• IMAGE - This is a constant parameter that helps BUSY recognize the type of the print style. Do not change the value in this parameter.

• PATH – This parameter allows you to specify the complete path including the name of the image file where the image is stored. For example, the image path can be C:\WINDOWS\Desktop\BUSY_logo_color.jpg.

• 0 – This is the third parameter that allows you to specify the width of the image. The default value is 0, which means the original width of the image is used for displaying the image.

• 0 – This is the fourth parameter that allows you to specify the height of the image. The default value is 0, which means the original height of the image is used for displaying the image.

Print Styles for using graphics in document designing

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Note: The width and height parameters take the value in inches. For example, if you specify the width and height as 5 and 7 respectively then the image will be a 5” by 7” inches image.

Given here is a screenshot of the IMAGE print style with the parameters.

Note: You can view the image only by taking a printout of the document. You cannot view the image in either the Document Preview Screen or the exported file.

An important point to remember while using images is the spacing between the image and the adjacent text. Need for spacing arises because all other printable data (static data and data fields) consume space, but the image does not consume any space on its own. Rather it overlaps whatever comes in its way. Thus, you need to give manual spaces between the image and adjacent text so as to avoid overlap between image and adjacent text.

Let us understand with the help of an example. You want the logo of your company to appear next to the name of the company. To include the logo you use the image print style. After specifying the appropriate parameters for the image print style, you write the name of the company. In such a case the image and the name of the company will overlap. Given here is a screenshot of Configure Sales Invoice Header Window with no spaces between image print style and text.

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Given here is a figure that simulates the resultant overlap between the image and text.

To avoid the overlap, you need to include spaces between the image print style and the text. Given here is a screenshot of Configure Sales Invoice Header with spaces between image print style and text.

Busy Infotech Pvt. Ltd.

There is no space between the IMAGE print style and the text

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Given here is a figure that simulates the instance when you give spaces between the image print style and text.

Font

By default, the font used in the formats is Courier New. You can change the font to any other font depending on your requirement. To change the font select the FONT_ON print style. Next you need to specify information regarding the font name and font size in the FONT_ON print style.

Note: You can use the Font print style to change the font for static data only. Static data refers to data that is entered at the time of creating the format such as company name and which remains unchanged throughout. In other words, you cannot use the Font print style for dynamic data i.e. the data that is loaded at runtime or the data that can be changed at anytime. Dynamic data refers to data that is displayed using the data fields. Examples of data fields are <PARTY_NAME,40> or <BILL_DATE,10>. Thus, you can use the font print style with static data only and not with data fields.

The reason is that all the fonts except Courier New take different spaces for different characters. Let us understand with the help of an example. Using Courier New if you type ‘W’ or ‘i’ it will take the same space for both the characters. On the other hand if you use a font such as Verdana then it will take different spaces for ‘W’ and ‘i’. Since for dynamic data we do not know what characters are going to be used we cannot use another font. If we use another font then the data will not be properly aligned.

Busy Infotech Pvt. Ltd. There is space between the IMAGE print style and the text

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Let us understand with the help of an example. To change the font, we select the FONT_ON print style.

Given here is the FONT_ON print style. <FONT_ON,Courier New,10>

There are three parameters of the FONT_ON print style. Let us discuss each in detail.

• FONT_ON - This is a constant parameter that helps BUSY recognize the type of the print style. Do not change the value in this parameter.

• Courier New – This parameter allows you to specify the name of the font. For example, you can specify the font name as Verdana. By default, the value in this parameter is Courier New.

Note: You need to be careful while entering the font name. Ensure that the spellings are correct. If you enter the wrong spellings, the default font is used. Font name is not case-sensitive. You can enter the font name as VERDANA/Verdana/verdana. As long as the spellings are correct the font will be displayed.

• 10 – This parameter allows you to specify the size of the font. The default value is 10. You can change this value to any desired value.

Note: If you do not specify a font print style for text then the default font, Courier New will be used.

After you have specified the parameters for the FONT_ON print style, you need to add the closing print style, FONT_OFF print style. The closing print style allows you to limit the application of the print style.

Let us understand with the help of an example. You want the name of the company to appear in Verdana font with size 14 in the first line. In the next line you want the address of the company to appear but in a smaller size (10) than the company name. For this purpose you will add a FONT_ON print style for the company name and add a FONT_OFF print style to close the print style after the company name. Next you will add a new FONT_ON print style for the address of the company and close it with FONT_OFF print style.

Note: If you do not close the font print style then the font specified in the print style will be used throughout the format.

Given here is a screenshot of the FONT_ON and FONT_OFF print styles with the parameters.

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To view the preview of the format, click the Preview button in the Configure Sales

Invoice Header Window. Given here is a screenshot of the Preview Screen that

appears on clicking the Preview button.

Italic

You can italicise the text in the document format by selecting the ITALIC_ON print style. There are no parameters in this print style. You simply need to add the

There is a FONT_OFF print style for the company name to limit the application of the company name font print style

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ITALIC_ON print style from where you want to italicise the text and add the corresponding ITALIC_OFF print style where you want to stop italicising the text. Let us understand with the help of an example. You want the address of the company to appear below the name of the company in italics in the sales invoice header. For this purpose you add the ITALIC_ON print style before the address and add the ITALIC_OFF print style after the address.

Given here is a screenshot of the ITALIC_ON and ITALIC_OFF print styles.

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Note: To align the text in the desired position you need to enter spaces manually. In the screenshot given above, the address is centrally aligned with the help of spaces entered manually.

Color

You can add color to the document format by selecting the COLOR_ON print style. By default, black color is used in the document format. You can change the font color to any other color depending on your requirement. To change the color select the COLOR_ON print style. Next you need to specify information regarding the color code in the COLOR_ON print style. Let us understand with the help of an example. To change the color, we select the COLOR_ON print style.

Given here is the COLOR_ON print style. <COLOR_ON,0>

There are two parameters of the COLOR_ON print style. Let us discuss each in detail.

• COLOR_ON - This is a constant parameter that helps BUSY recognize the type of the print style. Do not change the value in this parameter.

• 0 – This parameter allows you to specify the code of the color. By default, the value in this parameter is 0, which is the colour code for black. You can change this value according to a different color. For example, if you want to use the royal blue color then you need to enter the code of the royal blue color.

To help you know the code of the color, there is a Pick Color button. On clicking the button, a Colour Window appears. You can select the colour of your choice and click the Ok button. On clicking the Ok button the code of the colour appears in the text box next to the Pick Colour button. You can copy this colour code by using short cut key Ctrl+C and paste it in the COLO_ON print style parameter

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After you have specified the code in the COLOR_ON print style, you need to add the closing print style, COLOR_OFF print style. The closing print style allows you to limit the application of the print style. Given here is a screenshot of the COLOUR_ON and COLOUR_OFF print styles.

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Note: If you use any of the four new features, image, font, italic, or colour in the document designing then you can print only in the Windows mode. Even if you have stated the default mode as DOS mode, the printing will be done in Windows mode only.

Now that we are familiar with graphic designing let us take the discussion to a new level by discussing certain designing features and related problems that are commonly faced by many users.

3.3 Designing Features and Related Problems

In this section we are going to look at some of the common problems faced by many users related to some designing features. These problems are:

 Positioning of Background Image  Overlapping of Text

 Using Symbols instead of Images Let us discuss these in detail.

Positioning of Background Image

Background image is an image that is used as a background for the documents. Such images are generally very light in color and are required to cover the entire document. These are commonly known as watermarks. You can use an IMAGE print style to use a watermark in the document.

Let us understand with the help of an example. You want to use an image as a watermark for sales invoice. For this purpose, you add an image in the leftmost corner of the header in the format. The IMAGE print style is used for adding the image/watermark.

Note: The size of the image (watermark) depends on the size of the paper on which the document is to be printed.

Given here is a screenshot of the Configure Sales Invoice Header Window with the IMAGE print style used for a watermark.

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The most common problem faced while using watermarks is regarding the position of the background image. Let us discuss some key points regarding the position of the watermark.

• If the watermark is a background for the entire document, it should be placed at the top left corner of the header.

• If the watermark is a background only for the body of the document, it should be placed in the left-most corner of the last line of the header.

• If the watermark is a background only for the footer of the document, it should be placed at the top left corner of the footer.

Note: The important thing to remember is that the document format moves from left to right and from top to bottom. Thus, the watermark should be the first and the leftmost object that is placed in the format.

Overlapping of Text

The problem of overlapping text is generally faced when the size of the preceding text is large compared to the size of succeeding text.

Let us understand with the help of an example. You are creating a header for the sales invoice in which you want the name and address of the company to appear. For this purpose you use the font print style. For the name of the company you specify the font size as 24 whereas for the address you specify the font size as 10.

Given here is a screenshot of the Configure Sales Invoice Header Window with the font print styles for the name and address of the company.

The image acts as a background for the entire document (sales invoice). For this purpose, the image (watermark) is placed at the left-most corner of the header.

The size of the image (watermark) depends on the size of the paper on which the document is to be printed.

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In the Preview Screen the texts are aligned properly. To cross check you take a printout of the format. In the printout the name and address overlap. Given here is a figure that simulates the instance when the name and address overlap.

To avoid the overlap, you can perform one of the two steps given here.

• Add the FONT_OFF print style for the preceding text (large text) in next line

• Insert an extra line between the two font print styles

Add the FONT_OFF print style

To avoid the overlap, you can add the FONT_OFF print style at the beginning of the next line. In this way, you ensure that the line length that is determined by the font size is reverted back to the original in the new line. Given here is a screenshot of Configure Sales Invoice Header with the FONT_OFF print style in the next line.

To separate the name and address a line is inserted between the two print styles

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Given here is a figure that simulates the instance when the name and address do not overlap.

Insert an extra line

To avoid the overlap, you can insert an extra line between the large text and small text. The number of lines to be added between the different texts depends on the size of the large text. For example, if the font size of the large text is 24 then there should be at least two lines between the different texts to avoid overlap. Given here is a screenshot of Configure Sales Invoice Header with the extra line between the name and address.

206, M.G. House Wazirpur Industrial Area

Delhi - 110052

To avoid an overlap between the name and address, add the FONT_OFF print style of the preceding text at the beginning of thenext line

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Given here is a figure that simulates the instance when the name and address do not overlap.

206, M.G. House Wazirpur Industrial Area

Delhi - 110052

Using Symbols instead of Images

If you want to add images such as OM (

) or book image (

) in your document then instead of using images you can use certain fonts.

Let us understand with the help of an example. You want to add the image of OM in the header of the sales invoice. For this purpose you will need an image of OM but there is a far simpler way to use OM in your document. If you select the font as

Wingdings and press backslash (\) then OM appears. Given here is a screenshot of

the Configure Sales Invoice Header Window with the OM symbol. To avoid an overlap between the

name and address, insert an extra line between the two print styles

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Given here is a screenshot of the Preview Screen displaying the OM symbol.

Similarly, you can use other symbols such as book or telephone by using certain characters in specific fonts. For example if you select the font as Wingdings and press ‘&’ then you get a book image or if you press ‘(’ you will get a telephone image.

Note: To know which characters can be used to represent symbols you will need the character map feature in windows. To use the character map feature, go to Start  Programs  Accessories  System Tools  Character Map. Using this feature you

To use a symbol such as OM in the header, use the Wingdings font

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can know about a variety of characters that can be used as symbols thus reducing the need for heavy images.

4. Copy Title Configuration

Using Copy Title Configuration, you can specify the title to be printed on different copies of the printed documents. Let us understand copy title configuration with the help of an example. Busy Infotech Pvt. Ltd. prints three copies of all the invoices. The first (original) is for the buyer, second (duplicate) is for the seller while the third (triplicate) copy is for the government authorities. For this purpose it needs to specify different titles for the invoice copies.

To define copy title configuration, perform the following steps:

Click Administration Menu  Configuration  Document Configuration 

Copy Title Configuration  Select the document that you want to configure

title for (Sales Invoice).

On selecting a document, a Configure Copy Titles (Sales Invoice) Window appears. Given here is a screenshot of Configure Copy Titles (Sales Invoice) Window.

You need to enter data in the active data fields for copy title configuration. These data fields are:

• First Copy – Enter the title for the first copy.

• Second Copy – Enter the title for the second copy.

• Third Copy – Enter the title for the third copy.

• Fourth Copy – Enter the title for the fourth copy.

• Fifth Copy & Above – Enter the title for the fifth and above copies. After following the steps listed for different types of document configuration, you have successfully implemented document designing in BUSY.

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References

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