Introduction to Documents in the Purchase Orders Module
Use the 'Documents' function to print particular documents or Forms in batches. To begin printing documents, click the [Documents] button in the Master Control panel or use the Ctrl-D (Windows and Linux)/⌘-D (Macintosh) key combination. The window illustrated below appears, listing the documents that you can print from the Purchase Orders module. Each item in the list ("Document") will be printed using a different Form.
To print a document, follow this procedure:
- Highlight an item in the list.
- If you want to fax the document and your hardware can support this feature, select 'Fax' from the Operations menu.
- Double-click the document name or press the Enter key. A specification window will then appear, where you can determine the documents that you want to be printed (e.g. which Purchase Orders 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.
To determine the Form that will be used when you print a document, follow this procedure (when HansaWorld Enterprise is supplied, a sample Form is attached to each document):
- Design a Form (or change the sample Form supplied to reflect your own requirements) using the Form register in the System module.
- Change to the Purchase Orders module and open the 'Documents' list window by clicking the [Documents] button in the Master Control panel or using the Ctrl-D (Windows and Linux)/⌘-D (Macintosh) key combination.
- Highlight each item in the list in turn and select 'Define Document' from the Operations menu. In the subsequent window, assign a Form (or more than one Form) to the document: this window is fully described here. For example, each document can use different Forms, determined perhaps by the Language of the Supplier or the Number Series of the Purchase Order.
- You only need use the 'Define Document' function once. Afterwards, Form selection will be automatic.
The selection process for each document is described on the pages describing each document. Leave all the fields in the specification window blank if documents for all the records in the database are to be printed. If you need 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 Order 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.
