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This text refers to program version 4.3  

File Menu - Documents

Documents are more formal printouts, usually printed using forms, such as invoices or delivery notes. They are often directed to third parties. FirstOffice offers several documents in each module. Documents cannot be printed to file. The documents available vary with the selected module: the illustration below shows those in the Sales Ledger module:

Defining Documents
You must assign a Form to each document before you print it for the first time. The Form is the design or layout of the document. You can have a single Form for each document, or you may have several versions of a particular type of document, to be used on different occasions. To assign a Form or Forms to a document, use the 'Define Document' function on the Operations menu.

This is how you specify when each Form is to be used, using the Invoice as an example.

1. Select the Sales Ledger module using the [Select Module] button in the Master Control panel.
   

2. Click the [Documents] button in the Master Control panel. The 'Documents' list window is opened showing a list of available documents. Highlight 'Invoices'.
   

3. Select 'Define Document' from the Operations menu. Specify INVOICE as the Form on the first row:
   

   

   Seq
   

   Use this column if you want to print two (or more) different documents from a single command. For example, you might want to print a Delivery Note and an Invoice immediately when an Invoice is approved. In this case, you would enter the Delivery Note with Seq. no. 1 on the first row of the grid, and the Invoice with Seq. no 2 on the second row.
   

   Form
   

   Enter the Form Code of the relevant Form in this field. This field is case sensitive: you should only use upper case characters. Use 'Paste Special' to select from a list of Forms as set up in the System module. Please refer to the description of the Form register for details about designing Forms.

4. Click [Save] to save the Invoice definition. When you print Invoices from now on, the correct Form will be selected automatically, without further user intervention.
   

   You can repeat this process for almost all documents as required.

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