Printing Picking Lists and Delivery Notes
This page describes printing Picking Lists and Delivery Notes.
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You will usually need to print a Delivery for two reasons:
- You will need to print a Picking List that contains the information necessary to help stock staff to retrieve the Items from the warehouse and pack them.
- You will need to print a Delivery Note that contains information that will be helpful for delivery drivers and for Customers.
As the Picking List and the Delivery Note will contain different information, you will need to design separate Form Templates to satisfy the differing requirements. Usually when you print a Delivery that you have not yet marked as OK, it will be printed using the Picking List Form Template. When you print a Delivery that you have marked as OK, it will be printed using the Delivery Note Form Template.
You can print Picking Lists and Delivery Notes using the following methods:
- Open a Delivery in an inspect window and click the Printer icon in the Button Bar (Windows/macOS) or select 'Print' from the File menu (all platforms). If you want to print to screen, click the Preview icon Windows/macOS only).
- You can choose to have Deliveries printed automatically when you save them after marking them as OK. To do this, select the At OK option in the Auto Actions setting in the System module:
- To print a selection of Deliveries, open the 'Deliveries: Browse' window, highlight one or more records in the list and then select 'Print' from the File menu. The selected records will then be printed.
If you are using Windows or macOS, you can highlight several Deliveries in the list by shift-clicking the first to the last record. This will select all records in the interval. If you need to apply a function to a number of Invoices that aren't in a range, highlight them while holding the Ctrl (Windows) or ⌘ (macOS) keys before selecting the function. If you are using iOS or Android, you can highlight a single record in the browse window by searching for it, so you can only print a single record at a time using this method.
- Another way to print a selection of Deliveries is to use the Delivery Notes form. Ensure you are in the Stock module and, if you are using Windows or macOS, click the [Forms] button in the Home Screen or use the Ctrl D (Windows)/⌘-D (macOS) keyboard shortcuts. If you are using iOS or Android, tap the [Routines] button in the Home Screen and then tap [Forms]. Double-click or tap 'Delivery Notes' in the resulting list. Enter the Delivery Number (or range of Delivery Numbers) that you need to be printed and press [Run].
- Finally you can also use the Picking Lists form. The procedure is as described in step 4.
If you use methods 1, 3 or 4, a Delivery that you have not marked as OK will be printed using the Picking List Form Template. A Delivery that you have marked as OK will be printed using the Delivery Note Form Template. Method 2 will only print Deliveries that you have marked as OK and so will always use the Delivery Note Form Template. Method 5 will always use the Picking List Form Template, even for Deliveries that you have marked as OK.
If you print a Delivery that you have marked as OK more than once, the second and subsequent copies will include the word "Copy" printed diagonally across the page as a watermark. If you do not need this watermark, select the Original option when printing a Delivery (method 4 above only) or select the No Test Printout option in the Optional Features setting in the System module (all methods except 5). As method 5 always uses the Picking List Form Template, this method will never print the "Copy" watermark.
By default, all users with access to the Delivery Notes form will be able to reprint Delivery Notes. If you need to prevent particular users from reprinting Delivery Notes (i.e. from printing copies), assign them to Access Groups in which the access to the 'Disallow Printing Copies' Action is "Full". This Action will mean that the All and Unprinted Only options are effectively the same, and it will also prevent the users from reprinting Invoices and POS Invoices.
If an Item appears in more than one row in a Delivery record, you can choose whether it will be printed in Picking Lists and Delivery Notes in separate lines (as listed in the Delivery record) or in a single line, with a total quantity. To choose the second option, select the Summarised Picking List and Delivery Note option in the Structured Items setting. Items with Serial Numbers will still be listed individually.
When you print a Delivery using any of the methods described above, it will be printed using one of two Form Templates: the Picking List Form Template or the Delivery Note Form Template. The Form Templates contain the graphic layout design of the printed output i.e. they determine where on the page each piece of information will be placed. Therefore, before you can begin printing Deliveries, you should design two Form Templates (step 1 below), and then specify that the particular Form Templates will be used when printing Deliveries (steps 2-7). You can only follow this process using Windows or macOS, not iOS or Android.
- Design the Delivery Note and Picking List Form Templates using the Form Template register in the System module. Use the 'Properties' function on the Operations menu to name the Forms (in this description, we have used the names "DELIVERY_NOTE" and "PICKING_LIST") and to assign them Form Types of "Delivery Note" and "Picking List" respectively. You might additionally want to design different Form Templates for use with different Languages. A full list of the fields you can include in the Form Template designs can be found starting here.
A file containing samples of each Form including a sample "DELIVERY_NOTE" and "PICKING_LIST" 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.
- Having designed the Delivery Note and Picking List Form Templates, you should now specify that they should be used when printing Deliveries. Select the Stock module using the [Switch Module] button in the Home Screen or the Ctrl-0 (Windows) or ⌘-0 (macOS) keyboard shortcuts.
- Click the [Forms] button in the Home Screen or use the Ctrl-D/⌘-D keyboard shortcuts. The 'Forms' list window will be opened: highlight 'Delivery Notes':
- Select 'Define Form' from the Operations menu (with "cog" icon):
- In the subsequent 'Form Definition' window, enter "DELIVERY_NOTE" in the Form Template field in the first row (you can use 'Paste Special' to ensure the spelling is correct).
- If you have designed different Form Templates for use with different Languages as mentioned in step 1 above, enter the Form Template Code of each one on separate rows in the matrix starting on the second row, together with the appropriate Language in the Lang. field. Use 'Paste Special' to open a list of Languages from which you can choose the correct one. In the first row, leave the Lang. field empty and specify the Form Template that you want to be used by default.
You can use classifications other than Language in the Language field, and use this feature for other purposes. For example, you might need to print Delivery Notes using different layouts for different types of sales. You can then define fictitious Language Codes, and specify them in Deliveries as appropriate so that they will be printed using the correct Form Templates. You can also use Languages to specify the printer that will be used to print Delivery Notes. This can include sending a Delivery Note to a fax machine, if your hardware can support this feature. To do this, enter separate rows in the 'Form Definition' window for printing and faxing, with appropriate Languages and Printers.
- Click [Save] to save the Form definition.
- Repeat steps 3-7 above, this time highlighting 'Picking Lists' in the 'Forms' list window and entering "PICKING_LIST" in the 'Form Definition' window.
From now on, the Form Templates that you have designed will be used when you print Delivery Notes and Picking Lists using any of the methods listed above. If you have designed Form Templates for use with different Languages, the correct one will be selected automatically depending on the Language specified in the Delivery record that you are printing. You can change the Language in the Delivery after marking it as OK, allowing you to change the choice of Form Template or printer at any time.
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The Delivery register in Standard ERP:
Go back to:
Introduction to the Delivery Register
