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This text refers to program version 8.0  

Introduction to Forms in the Sales Ledger

The 'Forms' function allows you to print particular records or documents in batches.

Each separate document that you can print contains two elements, the "Form" and the "Form Template". The Form element extracts the relevant information from the database and places it in printable fields, while the Form Template is the graphic layout design of the printed output i.e. it determines where on the page the printable fields will be placed.

To begin printing, ensure you are in the Sales Ledger and click the [Forms] button in the Navigation Centre or use the Ctrl-D (Windows and Linux)/⌘-D (Mac OS X) keyboard shortcut. The window illustrated below appears, listing the forms that you can print from the Sales Ledger.

To print a form, follow this procedure:
  1. Highlight the item that you need in the list.

  2. If you want to fax the form and your hardware can support this feature, select 'Fax' from the Operations menu.

  3. Double-click the form name or press the Enter key. A specification window will then appear, where you can determine the records that you want to be printed (e.g. which Invoices or Receipts are to be printed). The specification windows for each form are described in detail on the pages describing each form.

  4. Click [Run] to print the forms.

  5. Close the 'Forms' window using the close box.
In some cases, you can also print a form from an individual record by clicking the Printer icon.

Before you can print a form, you must connect it to a Form Template. The Form Template contains the layout of the printed output. If necessary you can connect a form to more than one Form Template: for example, you might need a particular form to be able to produce printed output in different Languages determined by the Language of the Customer. To connect a form to a Form Template, follow this procedure:

  1. For each option, design a Form Template using the Form Template register in the System module. A file containing samples of each Form Template is supplied with Standard ERP: if you want to use these samples as the basis for your own designs, import the "UKForms.txt" file as described on the Importing Set-up Data page.

  2. Change to the Sales Ledger and open the 'Forms' window by clicking the [Forms] button in the Navigation Centre or using the Ctrl-D/⌘-D key combination.

  3. Highlight each item in the list in turn and for each one select 'Define Form' from the Operations menu. In the subsequent 'Form Definition' window, assign a Form Template (or more than one Form Template) to each form. The 'Form Definition' window is fully described here.

  4. You only need use the 'Define Form' function once. Afterwards, Form Template selection will be automatic.
The selection process for each form is described separately on the pages describing each one. Except where specified, leave all the fields in the specification window blank if you want forms to be printed from every record in the relevant register. If you need to restrict the number of forms printed, use the fields as described.

You can often print forms from a range of records, such as a range of Invoices. To do this, enter the lowest and highest values of the range, separated by a colon. For example, to print Invoices 001 to 010, enter "001:010" in the Number 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.

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