Introduction to Documents in the Sales Ledger
Use the 'Documents' function to print particular documents or Forms in batches. To begin printing documents, select 'Documents' from the File menu or click the [Documents] button in the Master Control panel. The window illustrated below appears, listing the documents that you can print from the Sales Ledger. Each item ("Document") will be printed using a different Form.
To print a document, follow this procedure:
- Double-click the appropriate item in the list.
- A specification window will then appear, where you can determine the documents that you want to be printed (e.g. which Invoices or Receipts are to be printed). The specification window for each document is described in detail on the pages describing each document.
- Click [Run] to print the documents.
- Close the 'Documents' window using the close box.
Each document prints using a different Form. To determine the Form that will be used when a document is printed, follow this procedure (when FirstOffice is supplied, a sample Form is attached to each document):
- For each option, design a Form (or change the sample Form supplied to reflect your own requirements) using the Form register in the System module. This process is fully described here.
- Change to the Sales Ledger and open the 'Documents' window using the 'Documents' item on the File menu or by clicking the [Documents] button in the Master Control panel.
- Click once on each item in the list and select 'Define Document' from the Operations menu. In the subsequent window, assign a Form (or more than one Form) to each document: this window is fully described here.
- You only need use the 'Define Document' function once for each document. Afterwards, Form selection will be automatic.
The selection process for each document is described on the pages describing each document. In all cases, leave all the fields in the specification window blank if documents for all the records in the database are to be printed. If it is necessary to restrict the number of documents printed, use the fields as described.
It is often possible to report on a selection range, such as a range of Invoice Numbers. To do this, enter the lowest and highest values of the range, separated by a colon. For example, to report on Customers 001 to 010, enter "001:010" in the Customer field. Depending on the field, the sort used might be alpha or numeric. In the case of an alpha sort, a range of 1:2 would also include 100, 10109, etc.
