Introduction to Documents in the Cash Book Module
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 can be printed from the Cash Book module. Each item in the list ("Document") will be printed using a different Form.
To print a document, follow this procedure:
- Highlight the appropriate 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 Cash Invoices or Receipts 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 a document is printed, follow this procedure (when Hansa 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.
- Change to the Cash Book module and open the 'Documents' 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. In the subsequent window, assign a Form (or more than one Form) to each document: this window 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 Cash In or Cash Out Numbers. To do this, enter the lowest and highest values of the range, separated by a colon. For example, to print cash transactions 001 to 010, enter "001:010" in the Cash in 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.
