Introduction to Documents in Standard products

When you need to print an individual record, you will do so by printing a document. Documents are formal printouts such as invoices, often printed for sending to third parties (e.g. Customers or Suppliers). You can use up to three methods to print documents. These are:
  1. Open the record that you want to print and click the Printer icon:

    If you want to print to screen, click the Preview icon:

  2. Open the register containing the record that you want to print, highlight it in the list and select 'Print' from the File menu. You can select a number of records by shift-clicking to print them all.

  3. Use the [Documents] button in the Master Control panel or the ⌘-D keyboard shortcut to open the list of documents. In Standard Accounts, the documents in the list will vary with the selected module. In the other Standard products, every document in the program will be listed.
If you are using the third method, continue with these steps:
  1. If you need to set the page size, number of copies and other printer options for a document, click on it in the list once and choose 'Page Setup' from the File menu. You can also use this function to choose the printer on which the document is to be printed. These settings will be used whenever you print the particular document until you choose 'Page Setup' once again, or until you choose 'Remove Page Setup' from the Operations menu of the 'Documents' list.

  2. Double-click the document that you want to print. A dialogue box (also known as a "specification window") will open, where you should specify the records that you want to print. Illustrated below is the specification window for Invoices:

  3. Specify the record or records that you want to be printed. If you want to print a range, separate the first and last records in the range using a colon as shown in the illustration where, to print Invoices 2011001 to 2011010, "2011001:2011010" has been entered in the No. 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.

  4. Use the Media options to choose the destination of the printout. If you need to use the Pdf option, you may need to use Styles that will embed fonts in the resulting pdf files. You may also need to choose a code page and page setup, which you can do in the Form Properties (the 'Page Setup' function mentioned earlier in this section does not apply when you choose the Pdf Media option). Please refer here for details about Styles and here for details about Form Properties.

  5. Once you have specified the documents that you want to be printed and have chosen a print destination, click [Run] to print the documents.
Each document will be printed using a different Form (i.e. stationery). For details about designing Forms, please refer to the Designing Forms page. For details about specifying the Form that will be used when you print a document, please refer to the Document Definition page.


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