Introduction to Documents in the Purchase 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 Purchase Ledger. Each item in the list ("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 information that is to be included in the printed documents (e.g. which Purchase Invoices or Payments 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 which Form is printed by each option in the 'Documents' window, 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 Purchase Ledger and open the 'Documents' list window using the 'Documents' item on the File menu or by clicking the [Documents] button in the Master Control panel.
- Highlight each item in the list and select 'Define Document' from the Operations menu. The subsequent window is used to assign a Form (or more than one Form) to each document and is fully described here.
- For each document, the 'Define Document' function only needs be used once. After this has been done, 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 Purchase Invoice Numbers. To do this, enter the lowest and highest values of the range, separated by a colon. For example, to report on Suppliers 001 to 010, enter "001:010" in the Supplier 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.
