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HansaManuals Home   >> Standard ERP   >> Customers, Suppliers and Contact Persons   >> Forms/Documents  

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This text refers to program version 2024-03-16  

Forms connected with Customers, Suppliers and Contact Persons

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.

You can print Contact forms from the Sales Ledger and from the CRM module. To begin printing documents, first ensure you are in one of these modules. Then, if you are using Windows or macOS, click the [Forms] button in the Navigation Centre or use the Ctrl-D (Windows) or ⌘-D (macOS) key combinations. If you are using iOS or Android, tap the [Routines] button in the Navigation Centre and then tap [Forms]. A list of the forms that you can print from the module that you are in will appear.

To print a form, follow this procedure:

  1. If you are using Windows or macOS, double-click the form that you need in the list or highlight it and press the Enter key. If you are using iOS or Android, tap the form name in the list. In both cases, a specification window will then appear, where you can decide the records that you want to be printed (e.g. which Contacts are to be printed). The specification windows for each form are described in detail on the pages describing each form.

  2. Click or tap [Run] to print the documents.

  3. Close the 'Forms' window using the close box (Windows/macOS) or by tapping < (iOS/Android).
In some cases, you can also print a form from an individual record by clicking the Printer icon (Windows/macOS) or selecting 'Print' from the File menu (all platforms). You can also print a record to screen by clicking the Preview icon (Windows/macOS only).

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, which you must carry out using Windows or macOS:

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

  2. Change to the CRM or Sales Ledger module and open the 'Forms' list window by clicking the [Forms] button in the Navigation Centre or using the Ctrl-D (Windows)/⌘-D (macOS) key combinations.

  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 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 for 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 Customers. To do this, enter the lowest and highest values of the range, separated by a colon. For example, to print Customers 001 to 010, enter "001:010" in the Customer 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.

If you would like to change any of the default settings in a specification window (e.g. you would like a particular option to be selected or not selected or a field to contain a particular value whenever you open a specification window), open the specification window and then select 'Edit Report Defaults' from the Operations menu (Windows/macOS) or Tools menu (iOS/Android):

A window containing a replica of the specification window will be opened: enter the defaults that you need, save and close the window. On the first occasion that you do this, the title of the window containing the replica will be 'New', while on subsequent occasions the title will be 'Update'. On saving for the first time, a record will be created in the Report Specifications setting in the Technics module. If you need to revert to the standard options, select 'Edit Report Defaults' in the specification window and then delete the record containing the saved defaults.

Please follow the links below for details about each form:

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