Printing Forms
Documents can be printed in one of two ways:
- With a record open, by clicking the Printer icon; and
- By selecting 'Documents' from the File menu or by clicking the [Documents] button in the Master Control panel and then double-clicking an item in the 'Documents" list.
Before you can print a document, you should inform FirstOffice which Form is to be used by that document. You should do this by attaching a Form to an item in the 'Documents' list. This is only necessary if you have given your Forms new Form Codes using the
'Properties' Operations menu function.
For example, when printing an Invoice, FirstOffice, by default, will use a Form with the Form Code of "INVOICE". A template Form with this Code is supplied with FirstOffice. If you have used this template as a basis for designing your own invoice form and haven't changed the Form Code, the new design will be used automatically. However, if you have changed the Form Code to, for example, "INVOICE1", you should inform FirstOffice that this is now the Form to be used for printing Invoices.
To do this, follow these steps:
- Click the [Documents] button in the Master Control panel. The 'Documents' list window is opened showing a list of available documents. Highlight 'Invoices'.
- Select 'Define Document' from the Operations menu.
- In the first row, "INVOICE" will be shown in the Form field. Change this to the Form Code of your new invoice Form ("INVOICE1" in the example). Use the 'Paste Special' feature to see the available forms in your Forms setting and to ensure the spelling is correct.
- Click [Save] to save the Invoice definition. From now on, whenever Invoices are printed, the "INVOICE1" Form will be used.
You can also use 'Define Document' (steps 3 and 4 above) to specify that more than one Form is to be printed (for example, you might require that a Delivery Note is printed with each Invoice).
The 'Define Document' function is available for all of the documents printed by FirstOffice, allowing a high level of flexibility in the production of printed output from FirstOffice.
