Introduction to Customer Documents

Customer documents can be printed from the Sales Ledger. Use the Modules menu to ensure you are in the Sales Ledger and then select 'Documents' from the File menu or click [Documents] in the Master Control panel. Then, double-click the appropriate item in the list. A specification window will then appear, where you can decide the Customers for which documents are to be printed. Click [Run] to print the documents.

It is often possible to report on a selection range, 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 report on 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.

To determine which Form is printed, follow this procedure (when Hansa is supplied, a sample Form will be printed):

  1. Design a Form (or change the sample Form supplied to reflect your own requirements) using the Form register in the System module. This process is fully described here. The sample Form supplied has the Form Code "CUST_LABEL".

  2. Change to the Sales Ledger 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.

  3. Highlight the item in the list and select 'Define Document' from the Operations menu. The subsequent window is used to assign a Form (or more than one Form) to the document and is fully described here. In this instance, enter "CUST_LABEL" in the Form field of the first line.

  4. The 'Define Document' function only needs to be used once. After this has been done, Form selection will be automatic.

Contact Labels

This document in the CRM module prints name and address labels to Contact Persons (Contact records not marked as Customers or Suppliers). It can print the Invoice Address from the 'Contact' card of the Contact record or the Delivery Address from the 'Delivery' card, depending on which fields you have included in your Form design. The address will be taken from the individual Contact Person record or, if that is blank, from the parent Customer or Supplier record. To print labels for Customers and Suppliers, use the Customer/Supplier Labels document.

Customer
Paste Special    Customers, Suppliers and Contact Persons in Contact register
Range Reporting    Alpha
Enter the Customer, Supplier or Contact Person Number or range of Numbers. Labels will be printed for each Contact Person in the range, and for each Contact Person working for Customers and Suppliers in the range. A label will not be printed for a Customer or Supplier that does not have any Contact Persons. Labels will not be printed for Closed Contact Persons, or for Contact Persons whose Customer Relations records have been marked as Invalid.

By default, the 'Paste Special' list shows Customers. Click the [Suppliers] button if you need to see Suppliers, and the [All Contacts] button if you need to see Customers, Suppliers and Contact Persons.

Category
Paste Special    Customer Categories setting, Sales Ledger
Select a Customer Category. Labels will be printed for all Contact Persons belonging to Customers in that Category.

Job Description
Paste Special    Job Descriptions setting, CRM module
If you wish to print labels for Contact Persons with a particular Job Description, enter that Job Description here.

Contact Classification
Paste Special    Contact Classifications setting, CRM module
Select a Contact Classification. Labels will be printed for all Contact Persons with that Classification.

Customer Classification
Paste Special    Contact Classifications setting, CRM module
Select a Contact Classification. Labels will be printed for all Contact Persons belonging to Customers and Suppliers with that Classification. If you enter a number of Classifications separated by commas, labels will only be printed for Contact Persons belonging to those Customers and Suppliers featuring all the Classifications listed.

Sort Key
Range Reporting    Alpha
Enter a Sort Key. Labels will be printed for all Contact Persons belonging to Customers and Suppliers with that Sort Key.

Start with Label No.
If you will be printing to a sheet of labels, some of which have already been used, specify here where on the sheet you wish to begin printing.

Country
Paste Special    Countries setting, System module
To print labels for Contact Persons belonging to Customers and Suppliers in a particular Country, enter that Country here.

Vertical Margin
If you want the labels to be printed with a non-standard vertical margin (vertical spacing between the labels), specify the margin that you want to be used here. The standard margins that will be used if you leave this field empty are:
Label FormatVertical Margin
2 x 8103
3 x 8103
1 x 11
2 x 4206
Note: entering a vertical margin that is significantly different to standard may result in the printing of fewer labels than expected.

Skip Customers with E-Mail Address
Check this box if you do not want to print labels for Contact Persons belonging to Customers and Suppliers that have email addresses.

Skip Customers with Fax No.
Check this box if you do not want to print labels for Contact Persons belonging to Customers and Suppliers that have fax numbers.

Include Closed Customers
Usually, labels will not be printed for Contact Persons belonging to Closed Customers and Suppliers (those whose Closed box on the 'Terms' card is checked). If you want to include Contact Persons belonging to Closed Customers and Suppliers in your label-printing run, check this box. Labels will never be printed for Closed Contact Persons.

Sorting
The labels can be sorted by Customer/Supplier Number, Customer/Supplier Name or Sort Key. If there are several Contact Persons belonging to a Customer or Supplier, they will always be sorted by Contact Person Name.

Function
Choose which of the four standard label formats you would like to use.
Illustrated below is a sample CONTACT_LABEL record from the Form register in the System module. Note that you should only draw each field once: the label printing function will print the fields the appropriate number of times on each page.

Add fields to the Form design in the usual way (click the [Field] button and draw a rectangle where you want the field to appear). When the Field dialogue box opens, specify the Fieldname:

If you find the labels on each row are not aligned properly, set the Format to 1.

If you want static text to be printed on your labels (i.e. text that identifies the information on the labels, such as "Contact Name"), follow these steps:

  1. Click the [Field] button and draw a rectangle where you want the static text to appear. The Field dialogue box opens.

  2. Leave the Fieldname blank and enter the static text in the Field Argument field.

  3. Click [OK] to save.

  4. Do not use the [Text] button for this purpose: any text entered this way will be printed for the first label only.

Customer Labels

This document prints name and address labels to Customers. The Invoice Address from the 'Contact' card of the Customer screen is used.

Customer
Paste Special    Customer register
Range Reporting    Alpha
Enter the Customer Number or range of Numbers for which you want the labels printed.

Category
Paste Special    Customer Categories setting, Sales Ledger
Select a Customer Category. Labels will be printed for all Customers in that Category.

Classification
Paste Special    Customer Classifications setting, CRM module
Select a Customer Classification. Labels will be printed for all Customers in that Classification. If you enter a number of Classifications separated by commas, labels will only be printed for those Customers featuring all the Classifications listed.

Sort Key
Enter a Sort Key. Labels will be printed for all Customers with that Sort Key.

Start with Label No.
If you will be printing to a sheet of labels, some of which have already been used, specify here where on the sheet you wish to begin printing.

Country
Paste Special    Countries setting, System module
To print labels for Customers in a particular Country, enter that Country here.

Vertical Margin
If you want the labels to be printed with a non-standard vertical margin (vertical spacing between the labels), specify the margin that you want to be used here. The standard margins (which will be used if you leave this field empty) are:
Label FormatVertical Margin
2 x 8103
3 x 8103
1 x 11
2 x 4206
Labels for Contact Persons
If you have the CRM module and wish to print labels for all Contact Persons for the Customers in the selection (or for Contact Persons selected using the two options below), switch on this check box.

Include Closed Customers
Usually, labels will not be printed for Closed Customers (Customers whose Closed box on the 'Terms' card is checked). If you want to include such Customers in your label printing run, check this box.

Job Description
Paste Special    Job Descriptions setting, CRM module
If you have the CRM module and wish to print labels for Contact Persons with a particular Job Description, enter that Job Description here.

Class. of Cont. Pers.
Paste Special    Customer Classifications setting, CRM module
Select a Customer Classification. Labels will be printed for all Contact Persons with that Classification.

Sorting
The labels can be sorted by Customer Number, Customer Name or Sort Key.

Function
Choose which of the four standard label formats you would like to use.
Illustrated below is a sample CUST_LABEL record from the Form register in the System module. Note that each field should only be drawn once: the label printing function will print the fields the appropriate number of times on each page.

Fields are added to the Form design in the usual way (click the [Field] button and draw a rectangle where you want the field to appear). When the Field dialogue box opens, specify the Fieldname. The one departure from the usual procedure is that the Format of each field must be set to 1:

Setting the Format to 1 ensures the labels will be aligned properly.

If you want static text to be printed on your labels (i.e. text that identifies the information on the labels, such as "Customer Name"), follow these steps:

  1. Click the [Field] button and draw a rectangle where you want the static text to appear. The Field dialogue box opens.

  2. Leave the Fieldname blank and enter the static text in the Field Argument field.

  3. Click [OK] to save.

  4. Do not use the [Text] button for this purpose: any text entered this way will be printed for the first label only.