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HansaManuals Home   >> Standard ERP   >> Purchase Ledger   >> Purchase Invoice Register  

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This text refers to program version 8.1  

Printing Purchase Invoices

You can print a Purchase Invoice can be printed, to facilitate approval or authorisation.

To print a Purchase Invoice, open it in a record window and click the Printer icon in the Button Bar (Windows/Mac OS X only). You can also select 'Print' from the File menu (all platforms). You must save the Purchase Invoice if the latest modifications are to be included in the printed document. If you want to print to screen, click the Preview icon (Windows/Mac OS X only).

Alternatively, to print several Purchase Invoices at once, click the [Forms] button in the Navigation Centre and (or use the Ctrl-D (Windows) or ⌘-D (Mac OS X) keyboard shortcuts) select 'Purchase Invoice Forms' from the subsequent list. If you are using iOS or Android, tap the [Routines] button in the Navigation Centre and then tap [Forms]. Tap 'Purchase Invoice Forms' in the 'Forms' list window.

Purchase Invoices and Purchase Invoice Credit Notes will be printed using different Form Templates. The Form Template contains the graphic layout design of the printed output i.e. it determines where on the page each piece of information will be placed. Therefore, before you can begin printing Purchase Invoices and Purchase Invoice Credit Notes, you should design the Form Templates (step 1 below), and then specify that the particular Form Template will be used when printing Purchase Invoices and when printing Purchase Invoice Credit Notes (steps 2-7). You can only follow this process using Windows or Mac OS X, not iOS or Android.

  1. Design the Purchase Invoice and Purchase Invoice Credit Note Form Templates using the Form Template register in the System module. Use the 'Properties' function on the Operations menu to name the Form Templates (in this description, we have used the names "PURCH_INV" and "DEBIT_INV", but you can use the same Form Template for both Purchase Invoices and Purchase Invoice Credit Notes if necessary) and to assign them both the Form Type "Purchase Invoice". A full list of the fields you can include in the Form Template design can be found here.

  2. Having designed the Form Templates, you should now specify that they should be used when printing Purchase Invoices. Select the Purchase Ledger using the [Switch Module] button in the Navigation Centre or the Ctrl-0/⌘-0 keyboard shortcuts.

  3. Click [Forms] in the Navigation Centre or use the Ctrl-D/⌘-D keyboard shortcuts. The 'Forms' list window will be opened: highlight 'Purchase Invoice Forms'.

  4. Select 'Define Form' from the Operations menu (with 'cog' icon):

  5. In the subsequent 'Form Definition' window, enter "PURCH_INV" in the Form Template field in the first row (you can use 'Paste Special' to ensure the spelling is correct).

    If you only want to be able to print Purchase Invoices that have been marked as OK, enter 'OKed' in the Status column in every row in the 'Form Definition' window. This will prevent the printing of Purchase Invoices that have not yet been marked as OK. If you have also used Access Groups to control who can mark Purchase Invoices as OK, this feature helps prevent the fraudulent creation and printing of unauthorised Purchase Invoices.

    You can also use this feature to use a different Form Template when printing Invoices that have been marked as OK, as shown below:

  6. Click [Save] to save the Purchase Invoice Form definition.

  7. Repeat steps 3-6 for the 'Debit Invoices' option (in the example, using the "DEBIT_INV" Form Template).
From now on, Purchase Invoices will be printed using the following Form Templates:
  • Purchase Invoices printed from the Purchase Invoice window will use the Purchase Invoice Form Template.

  • Purchase Invoice Credit Notes printed from the Purchase Invoice window will use the Debit Invoice Form Template.

  • All records printed using the Purchase Invoice Forms option in the 'Forms' list will use the Purchase Invoice Form Template.

  • All records printed using the Debit Invoice Forms option in the 'Forms' list will use the Debit Invoice Form Template.
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The Purchase Invoice register in Standard ERP:

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