Introduction to Documents in Books by HansaWorld

When you need to print an individual record, you will do so by printing a document. Documents are formal printouts such as invoices, often printed for sending to third parties (e.g. Customers or Vendors). You can use up to three methods to print documents. These are:
  1. Open the record that you want to print and click the Printer icon:

    If you want to print to screen, click the Preview icon:

  2. Open the register containing the record that you want to print, highlight it in the list and select 'Print' from the File menu. You can select a number of records by shift-clicking to print them all.

  3. Use the [Documents] button in the Master Control panel or the ⌘-D (Mac OS X) or Ctrl-D (Windows) keyboard shortcut to open the list of documents. The documents in the list will vary with the selected module.

  4. If you need to set the page size, number of copies and other printer options for a document, click on it in the list once and choose 'Page Setup' from the File menu. You can also use this function to choose the printer on which the document is to be printed. These settings will be used whenever you print the particular document until you choose 'Page Setup' once again, or until you choose 'Remove Page Setup' from the Operations menu of the 'Documents' list.

  5. Double-click the document that you want to print. A dialog box (also known as a "specification window") will open, where you should specify the records that you want to print. Illustrated below is the specification window for Invoices:

  6. Specify the record or records that you want to be printed. If you want to print a range, separate the first and last records in the range using a colon as shown in the illustration where, to print Invoices 210005 to 210010, "210005:210010" has been entered in the No. 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.

  7. Use the Media options to choose the destination of the printout. If your database is in restricted mode, you can only use the Screen option. If you need to use the Pdf option, you may need to use Styles that will embed fonts in the resulting pdf files. You may also need to choose a code page and page setup, which you can do in the Form Properties (the 'Page Setup' function mentioned earlier in this section does not apply when you choose the Pdf Media option). Please refer here for details about Styles and here for details about Form Properties.

  8. Once you have specified the documents that you want to be printed and have chosen a print destination, click [Run] to print the documents.
Each document will be printed using a different Form (i.e. stationery). For details about designing Forms, please refer to the Designing Forms page. For details about specifying the Form that will be used when you print a document, please refer to the Document Definition page.

---

In this chapter:

Go back to:

Designing Forms

You can print various documents from Books by HansaWorld, including Invoices, Credit Notes, Cash Notes and Customer Labels. The Form register is a forms editor built in to Books by HansaWorld that you can use to design your own formats (i.e. your own stationery) to be used when printing these documents. In this register, you can design separate Forms for each document used in the program.

To open the forms editor, ensure you are in the System module and click the [Forms] button in the Master Control panel. The 'Forms: Browse' window opens, showing the Forms that are already in the system:

Double-click on a Form in the list to open and edit it, or click [New] or [Duplicate] in the Button Bar to create a new Form. When you have designed the Form, click [Save] in the Button Bar to save it in the normal way.

The 'Form: Inspect' window is where you can create the new Form or edit an existing one. At the top of the window there are five buttons: [Text], [Line], [Frame], [Field] and [Picture]. In the editing area, each object in the Form is shown either as a framed box, or as text. As in most drawing programs, you can move an object by clicking and dragging, and you can re-size it by dragging its corners.

---

In this chapter:

Go back to:

Designing Forms - Adding and Editing Objects

To add an object to the Form, click the appropriate button at the top of the window and then draw a box with the mouse in the Form where you want the object to appear. When you release the mouse button, a dialog box will be opened, where you can place the object more precisely using coordinates, specify a font style and so on. To edit an object, double-click on it with the mouse. The same dialog box will open, where you can edit the specifications of the object. Each object type has its own dialog box, described below.

Text Objects
To add a new text object to the Form, click the [Text] button and then draw the object where you want the text to appear.

When you release the mouse button, the following dialog box will appear:

Text
The text that is to be printed on the Form. This can be up to 80 characters long, but it is limited to one line. To create a text area with more than one line, use the appropriate number of separate one-line text objects.

Left, Top, Right, Bottom
Use these fields to specify the size and position of the text box that is to contain the text. When you create a new text box, the measurements of the box that you have just drawn will appear here.

Style
Paste Special    Style register, System module
Use this field to assign a font and font style to the text. You should define your Styles using a separate register that is fully described here. If you do not enter a Style here, the first record in the Style register will be used.

Justification
Use these options to specify where the text will appear inside the text box.

Exclude from page
Please refer to the Single- and Multi-Page Forms page for details about these options.
Click [OK] to close. The text field is visible on the screen, and you can move it across the Form with the mouse.

To edit a text object once it has been created, double-click it to open the 'Text' dialog box.

Lines and Frames
Use these tool buttons to draw lines and frames on the Form. Click either button and then draw the object. When you release the mouse button, a dialog box will appear where you can indicate the width in pixels of the line or frame, and the pages on which it is to be printed.

Fields
A field is an area on the Form where a piece of information from your Books by HansaWorld database is to be printed. The following example from an Invoice Form explains how:

Fields are shown as boxes containing the field name. The boxes are for identification only: they will not be printed. You can use the [Frame] button to add a printing frame if necessary. Above each field is a text object (created using the [Text] button as described above) that identifies the information shown in the field. These would not be necessary if the Form is to be printed on pre-printed stationery. Text objects can be distinguished from fields as they are unboxed.

To add a field, click the [Field] button, and mark the position of the field. A dialog box opens:

Fieldname
Paste Special    Fields for the Document Type
Enter the Field Name using 'Paste Special'. If you have assigned a Document Type to the Form as described here, 'Paste Special' will only list the fields for that Document Type. Otherwise it will list all fields. Fields belonging to other Document Types will not be printed.

Field Argument
You can use the Field Argument with certain fields to control how they will be printed. For example, in some fields you can use the Field Argument to specify the number of decimal places that will be printed. The Field Argument can only be used with a few fields: please refer to the descriptions of the individual documents for details.

Left, Top, Right, Bottom
Use these fields to specify the size and position of the text box that is to contain the text. When you create a new text box, the measurements of the box that you have just drawn will appear here.

Style
Paste Special    Style register, System module
Use this field to assign a font and font style to the text. You should define your Styles using a separate setting that is fully described earlier in this manual. If you do not enter a Style here, the first record in the Styles setting will be used.

Spacing
Some fields will cause more than one line of text to be printed (e.g. the text in Letters and Mails, and the fields listing the Items in Quotations, Orders and Invoices). In these fields, you should use the Spacing field to specify the spacing between lines (in pixels). Usually the number of pixels that you specify here should be the same as the font size. If you leave this field empty, the lines of text will be printed on top of each other.

Escape Sequence
The Escape Sequence is used when printing cash receipts: please refer to your local Books by HansaWorld representative for details of this feature.

Format
In the case of matrix fields (for example, those printing the Items in Invoices), you should enter "1" as the Format (as well as specifying a Spacing). If the Format is 0, the printed matrix columns may not be aligned correctly if the first row only contains text.

Exclude from page
Please refer to the Single- and Multi-Page Forms page for details about these options.

Justification
Use these options to specify where the text will appear inside the text box.
Click [OK] to save.

Usually each field that you place in a Form corresponds to a field in the original record. For example, the Customer Number field in the illustration above will print the contents of the Customer Number field in each Invoice. An exception is the "Note" field. If you include the "Note" field in your Form design, this will print the first note or comment that you attach to the original record using the Attachments feature.

Pictures
Use the [Picture] button to include a picture in your design. As with other tools, click the button and draw a frame for the picture on the Form. A dialog box then appears.

In the Picture Name field, enter the file name of the picture as it is on your hard disk. You can use 'Paste Special' to ensure that the file name is spelt correctly and that the case is correct (important for Linux). However, doing so will bring in the absolute path name of the picture. It is recommended that you store picture files in the same directory or folder as your Books by HansaWorld database and application and that you remove the path name to leave the file name only (i.e. that you use a relative path name). If you use the absolute path name, it will become incorrect if you move your Books by HansaWorld folder and as a result the picture will no longer be printed.

In multi-user systems, pictures should be stored on the server. If you are working from a client machine when you design a Form and you want to see pictures in your Form designs, then the pictures should be on your client machine as well. If you store your pictures in the same directory or folder as the Books by HansaWorld application on both the server and your client and you use relative path names as recommended in the previous paragraph, then those path names will point to the picture files both when printing and when editing Forms.

The following file formats are supported:

Windows
BMP

Mac OS X
PDF and PICT
If you will use the Form to create pdf files, the only picture format that is supported on any platform is 24-bit BMP. This applies when the pdf file will be generated by Books by HansaWorld. Please refer here for details about pdf generation.

In mixed networks, you should have versions of each picture on your server in each format, and you should use the [Picture] button to include all versions in your Form design (i.e. you should have BMP and PDF/PICT picture objects in each Form, depending on the machines in your network). This will ensure the picture will print correctly from clients of all types.

It is recommended that EPS files should be saved in Adobe Photoshop. EPS files created in Adobe Illustrator are not supported. EPS files should be smaller than 200K.

All picture file names should have the correct extensions.

When you design a Form, pictures in formats supported by the machine you are using will be visible immediately in the Form editor. Pictures in other formats will be marked by placeholders. For example, if you are using a Mac OS X machine, PDF and PICT images will be visible in the Form editor while BMP images will be marked by a rectangle of the appropriate size.

---

In this chapter:

Go back to:

Designing Forms - Operations Menu

The Operations menu for Forms is shown below. It is available from the 'Form: New' and 'Form: Inspect' windows. There is no Operations menu for the 'Forms: Browse' window.

Properties
This menu command opens the 'Form Properties' dialog box. Here you can record the basic specification of the Form you are creating or editing.

Code
Enter the unique code of the Form: this is the means by which the Form will be identified elsewhere in Books by HansaWorld. If you create a new Form by duplicating an existing one, you must enter a new Code here before you can save it.

Printer Dialog
Check this box to force a printer dialog to be shown each time the Form is printed.

Comment
Enter text describing the Form here.

The Comment will be shown in the 'Paste Special' list that you will use when assigning Forms to documents, so it should be descriptive enough to make the selection of the correct Form easy for all users.

Document Type
Paste Special    Choices of possible entries
Using 'Paste Special', enter one of the available Document Types into this field. When the time comes to add fields to the Form, only the fields available for that Document Type will be available in the 'Paste Special' list in the 'Field' dialog box.

PDF Code page
Paste Special    Choices of possible entries
If you will use the Form to create pdf files, specify here the code page that is to be used, if different to the default. For example, you may usually use the CP1252 code page, but you may need to use KOI8-R Cyrillic in a particular Form.

This applies when the pdf file will be generated by Books by HansaWorld. Please refer here for details about pdf generation.

The default code page will depend on the language of the Books by HansaWorld interface you are using, as follows:

LanguageDefault Code Page
Estonian, Latvian, LithuanianCP1257
Polish, Hungarian, Slovak, Slovenian, SerbianCP1250
Russian, Ukrainian, ByelorussianKOI8-R
OthersCP1252

In a multi-language installation of Books by HansaWorld, it is recommended that you specify a PDF Code Page in every Form that you will use to create pdf files. Otherwise, Persons who use the Estonian and Russian interfaces, for example, will create pdf files from the same Form using different code pages.

PDF Landscape
If you will use the Form to create pdf files, use this option if you would like those pdf files to be created in landscape format.

This applies when the pdf file will be generated by Books by HansaWorld, in which case a landscape format specified using the 'Page Setup' function on the File menu would not be applied. Please refer here for details about pdf generation.

Matrix Rows On
Please refer to the Single- and Multi-Page Forms page for details about these options.
PC Printer
If you are using a dot matrix printer, use this dialog box to define the page size.

A dot matrix printer needs certain settings for printing on continuous stationery. If you are printing a document to pre-printed forms, you may need to define the number of rows in the page, the number of visible rows and the left margin for the forms used.

Copies

Use this function to specify how many copies should be printed each time the Form is used, the headings to be printed on each copy and the printer tray from which each copy is to be printed. If you want the headings to be printed, be sure to include the Copy Type field in your Form design. In the example illustrated above, we have specified that two copies of each Invoice will be printed: one marked "Office" and one "Customer". Only one copy (marked "Office") will be printed if the Invoice is not approved, and if an approved Invoice has already been printed.

Send to Back
If you want certain objects on the Form to appear behind other objects, click on them and select this function.

View All, First Only, Middle Only, Last Only, Single Page Only
These functions are described on the Single- and Multi-Page Forms page.

---

In this chapter:

Go back to:

Designing Forms - Single- and Multi-Page Forms

When you design a Form, you should consider what is to happen when the printing of a document requires more than one page. Two options are available:
  1. The "simple" option, where the same page design is used for each page.

  2. The "multi-page" option allows the use of up to four page designs, as follows:
    First
    The first page of a multi-page document.

    Middle
    In a multi-page document, the pages between the first and last pages.

    Last
    The last page of a multi-page document.

    Single
    The sole page of a single-page document.
Usually, the First and Single page designs will be the same.

When you add an object of any kind (i.e. text, line, frame or field) to a Form design, you can use the Exclude From Page check boxes to specify the pages on which the object is to be printed. If you do not check any of these boxes, the object will be printed on every page. This will be the case when using the "simple" option. If you want the object to be printed on certain pages only, check one or more of the boxes. For example, if the object is to be printed on all pages except the first, check the First box. If it is only to be printed on the first page, check all boxes except the First box (i.e. it will be excluded from all pages except the first). The text object in the illustration below will be printed on the first page only:

To help with the design process, you can choose to display the objects from a particular page. To do this, select 'First Only', 'Middle Only', 'Last Only' or 'Single Page Only' as appropriate from the Operations menu. For example, select 'First Only' to view the objects that are to be printed on the first page (i.e. those whose First box has not been checked). Select 'View All' to see all objects, irrespective of the page on which they are to be printed.

The number of pages printed will vary from record to record, depending on the number of rows that the record has. An Invoice with one Item will be printed on a single page (i.e. using those objects whose Single box is not checked). An Invoice with 100 Items (i.e. 100 rows) will be printed over several pages. You should specify the maximum number of rows that can be printed on each page by selecting 'Properties' from the Operations menu. This opens the 'Form Properties' window, which has four fields under the overall heading of Matrix Rows On:

In the case of the "simple" option, you should enter the same number to each of these four fields. Otherwise, enter different numbers as appropriate. For example, in an Invoice Form, First and Single are set to 5, Middle to 6 and Last to 7. Invoices will be printed as follows, depending on the number of rows:

Invoice rowsPagesType of Page
Up to 51Single
5-122First and Last
13-193First, Middle and Last
19-254First, 2 x Middle, Last

---

In this chapter:

Go back to:

Styles

Use the Style register to define the various font Styles that you will use in the Fields and Text objects in your Forms, ensuring a consistency of appearance.

The Style register is in the System module. To open this setting, ensure you in this module and then click the [Styles] button in the Master Control panel to open the 'Styles: Browse' window and see a list of the Styles you have previously entered.

Double-click a Style in the list to edit it. To enter a new record, click [New] in the Button Bar or use the ⌘-N or Ctrl-N keyboard shortcut. Alternatively, click on a Style similar to the one you want to enter and click [Duplicate] on the Button Bar. When the record is complete, save it by clicking the [Save] button in the Button Bar or by clicking the close box and choosing to save changes. To close it without saving changes, click the close box.

Code
The code for the Style.

Comment
Any description.

The Comment will be shown in the 'Paste Special' list that you will use when assigning Styles to Fields and Text objects in Forms, so it should be descriptive enough to make the selection of the correct Style easy for all users.

Mac/Windows/Linux Font
Paste Special    Fonts available on your computer
The name of the font, as it appears in the Windows directory or the System folder.

Mac/Windows/Linux Size
The font size in points.

Styles
Select one of the available style types.

Character Spacing
You should use this field in Styles that will be used when printing bank giro forms, where a fixed character spacing is required. Specify here the spacing in pixels from the start of one character to the start of the next. Usually this will be six pixels or less.

You can only use Styles with a Character Spacing in Fields and Text objects with a left or right justification. The Character Spacing will have no effect in Fields and Text objects with a centre justification.

This feature is Mac OS X only.

Do not use ANSI character set
Use this option if the Style is to use a non-standard character set (for example, that used in barcodes).
If you are using Books by HansaWorld on a mixed network with Linux, Windows and Macintosh clients in any combination, you should specify Fonts and Sizes for each platform in each Style record.

---

In this chapter:

Go back to:

Styles - Pdf Card

If you will use a Style in a Form that you will print to pdf files, you should also fill in the fields on the 'Pdf' card, especially if the Style uses a non-standard font. The standard fonts are Times New Roman PS MT, Arial MT, Courier, Symbol and Zapf Dingbats (Windows) and Times, Helvetica, Courier, Symbol and Zapf Dingbats (Mac OS X). Most pdf readers are able to read and print these fonts. If the Style uses a non-standard font, you should use the 'Pdf' card to ensure that the font will be embedded in pdf files, so that those files have the correct appearance when opened and printed by pdf readers. This is particularly important for barcode fonts.

You can create pdf files from Books by HansaWorld using two methods:

  1. Open a record, click the Printer icon and choose to print to pdf. In this case, the pdf will be generated by the operating system, which embeds fonts as necessary.

  2. Click the [Documents] button in the Master Control panel, double-click a document in the list and choose 'Pdf' as the Media option in the specification window.

    In this case, the pdf will be generated by Books by HansaWorld, which will embed fonts following the instructions on the 'Pdf' cards of the relevant Style records. In a multi-user system, the pdf file will sometimes be generated by the client and sometimes by the server.

    If a Pdf file is generated by Books by HansaWorld and you find that the Times font has been used where you are expecting a different font, then it is likely that you need to use the 'Pdf' card in the relevant Style record to embed the intended font in the Pdf file.


Font File
Paste Special    Opens the standard 'Open File' dialog that you can use to locate the font file
Specify the path to the font file. You can do this using an absolute path (C:/Books/fonts/test.ttf) or a relative path (fonts/test.ttf), relative to the directory or folder containing the Books by HansaWorld application.

As previously mentioned, in a multi-user system, pdf files can sometimes be generated by a client application and sometimes by the server. Therefore it is recommended that you enter a relative path in this field and that you store the font files inside the directory or folder containing the Books by HansaWorld application on the server and on all clients. The relative path will then point to the font file in all situations.

The font file must be an OpenType font with the .ttf extension or a Type 1 Post Script font with the .afm or .pfa extensions. Other font formats are not supported.

Pdf Built-in font
Paste Special    Choices of possible entries
If you want to embed one of the standard fonts in pdf files, specify that font here. This will usually be because the Style uses one of the standard fonts and you want to embed that font in pdf files. This will help ensure the Style prints as you expect, but will also slightly increase the size of the pdf file.

If you specify both a Pdf Built-in font and a Font File in the field above, the Pdf Built-in font will be used.

Pdf Size
The font size in points.

Styles
Select one of the available style types.
If you specify a font on the 'Pdf' card, you should also specify a Mac, Windows and/or Linux font as appropriate. When you use the Style in a Form design and print the document to a printer or preview it to screen, the Mac/Windows/Linux font will be used. The Pdf font will only be visible in pdf files.

Note that the .ttf extension does not guarantee that the font is an OpenType font, as this extension is also used with TrueType fonts. If you are using Windows, you can confirm the font format by checking the file properties or the file icon, which should contain the letter "O". If you are using Mac OS X 10.6 or later, use the Font Book application to confirm the font format. If there is still a problem (i.e. the Pdf font is not visible in a pdf file and has been replaced by Times), check the hansa.log file for error messages.

If you will use a Form to create pdf files, as well as specifying the fonts that will be embedded as described here, you should also specify a PDF Code page for that Form and, if appropriate, specify that pdf files will be created in landscape format. Please refer here for details.

---

In this chapter:

Go back to:

Document Definition

You must assign a Form to each document before you print it for the first time. The Form is the design or layout of the document. For example, if you have designed a Form with the Form Code of "INVOICE", you need to connect it to the Invoice document so that the Form will be used when you print the document. You can have a single Form for each document, or you may have several versions of a particular type of document, to be used on different occasions.

To assign a Form or Forms to a document, follow these steps:

  1. Ensure you are in the correct module for the document. For example, to assign the "INVOICE" Form to the Invoices document, ensure you are in the Receivables module.

  2. Click the [Documents] button in the Master Control panel or use the ⌘-D/Ctrl-D keyboard shortcut. The 'Documents' list window is opened showing a list of available documents. Highlight the document that you need to define ('Invoices' in the example).

  3. Select 'Define Document' from the Operations menu.

  4. Enter the Form Code (e.g. "INVOICE") in the Form field. Use the 'Paste Special' feature to see the available forms in your Form register and to ensure the spelling is correct.

  5. Click [Save] to save the Invoice definition. From now on, whenever Invoices are printed, the "INVOICE" Form will be used.
You can also use 'Define Document' (steps 4 and 5 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 Books by HansaWorld, allowing a high level of flexibility in the production of printed output from Books by HansaWorld.

---

In this chapter:

Go back to:

Documents in the Payables module

The following documents are available in the Payables module:

Please click the following links for details about each document:
Go back to:

Documents in the Payables module - Payment Forms

Use this function to print records from the Payment register. Please refer to the Printing Payment Forms and Checks page for details about how to ensure this function complies with your requirements.

When you print a payment form for a specific Payment record, the payments issued to a single Vendor will be grouped together. As a result, a separate page will be printed for each Vendor included in a Payment record.

For example, if a Payment record pays two Purchase Invoices from Vendor 1 and one from Vendor 2, one page will be printed for Vendor 1 and a separate page will be printed for Vendor 2.

If you are printing a range of Payment records, one page will be printed for Vendor 1 for the first Payment record, and a separate page will be printed for Vendor 1 for the second Payment record.

A printed payment form can be useful as documentation of the checks you have issued from the program. If you write your checks manually, this document can provide you with a valuable tool for reconciliation.

No.
Enter a Payment Number to print a single Payment, or a range of Payment Numbers, separating the first and last number with a colon (:).

Status
Use these options to choose the Payments that you want printed.
Unprinted Only
This option ignores any Payments in the range that have already been printed. Unordered, ordered and approved Payments in the range will all be printed.

You can use this option to print an unordered Payment as many times as necessary. However, it will only print ordered and approved Payments once.

All
Click All only if you want to print ordered and approved Payments that have already been printed. Take care with this option not to issue duplicate checks if you have incorporated checks into the design of your Payment Form.
In both cases, if you are not using the No Test Printout option in the Optional Features setting in the System module, the text "Test Printout" will be printed diagonally across unordered Payments as a watermark.
You can also print a Payment Form from an individual Payment record by opening it and clicking the Printer icon in the Button Bar. This method of printing a Payment Form will behave as though the All option is selected (i.e. it will reprint an ordered or approved Payment).

---

In this chapter:

Go back to:

Documents in the Payables module - Payment Lists

Use the Payment List document when you need to print a summary of the payments issued from each Payment record.

No.
Enter the Payment Number to print a single Payment, or a range of Payment Numbers, separating them with a colon (:). A separate page will be printed for each Payment record.
---

In this chapter:

Go back to:

Documents in the Payables module - Purchase Invoices

The Purchase Invoice document contains a summary of all the information registered for a particular Invoice. This includes Vendor data, dates, Payment Terms, Account usage etc. The documentation can serve as a support to the persons checking the invoice and authorizing payments.

The document contains the same information as the Purchase Invoice Journal report, but is printed with one page per invoice.

Enter the Purchase Invoice Number if you wish to print a single Invoice, or a range of numbers separated by a colon (:) if you wish to print several. Use the Status options to specify that you want all Purchase Invoices in the specified range printed, or only those that have not been approved.

---

In this chapter:

Go back to:

Documents in the Receivables module

The following documents are available in the Receivables module:

Please click the following links for details about each document:
Go back to:

Documents in the Receivables module - Invoices

There are several occasions when you may want to print an Invoice: to view a test print-out to check the Invoice before you finally approve it; to produce a copy for your own files, or to send the original Invoice to the Customer.

For a sample printout, click the Printer icon in the Button Bar while you are working with an Invoice, and before you click the OK check box. The Invoice will be printed. If you are not using the No Test Printout option in the Optional Features setting in the System module, the text "Test Printout" will be printed diagonally across the page as a watermark. Since you have not yet committed the Invoice by clicking the OK check box and saving, you can check it and change it if necessary. This is true also for Cash Notes and Credit Notes. If you want to print to screen, click the Preview icon (the preview will not include the watermark).

When you want to print the final Invoice, you can do so again by clicking the Printer icon while the Invoice is open on screen, or, to print a number of Invoices at one go, follow the instructions below.

  1. Ensure you are in the Receivables module and click the [Documents] button in the Master Control panel or use the ⌘-D or Ctrl-D keyboard shortcut. In the 'Documents' list, double-click the Invoice type you want to use (Invoices, Cash Notes or Credit Notes).

    The 'Specify Invoices' window is opened.

  2. Enter the Invoice Number to print a single Invoice, or a range of Invoice Numbers separated by a colon. Use the Status options to specify which Invoices are to be printed, as follows:
    Unprinted Only
    This option ignores any Invoices in the range that have already been printed. Only approved Invoices in the range will be printed.

    All
    Prints all Invoices in the range. If you are not using the No Test Printout option, any previously printed approved Invoices will have the word "Copy" printed diagonally across the page as a watermark, while unapproved Invoices will be printed with the "Test Printout" watermark.

    Original
    This option also prints all Invoices in the range. Previously printed approved Invoices will be printed again as though they were original copies, without the "Copy" watermark, irrespective of whether you are using the No Test Printout option. Unapproved Invoices in the range will be printed with the "Test Printout" watermark if you are not using the No Test Printout option.
    Use the Invoice Type check boxes to limit your selection to specific kinds of Invoice. These are printed using different documents, defined by highlighting the appropriate option in the 'Documents' list and selecting 'Define Document' from the Operations menu, as follows:
    Invoice
    The standard Invoice uses the Invoice document.

    Cash Note
    A Cash Note is an Invoice with Payment Terms of the "Cash" type. The Cash Note document is used instead of the Invoice document.

    Credit Note
    A Credit Note is an Invoice with Payment Terms of the "Credit Note" type. The Credit Note document is used instead of the Invoice document.
  3. Press [Run] in the Button Bar to start the printing, or cancel by closing the window.
If you specified in the Invoice Form that several copies are to be printed, perhaps on different printers, these copies will only be printed the first time you print an Invoice after approving it. If you need to print all copies again, you must print the Invoice using this function (i.e. not by clicking the Printer icon in the Invoice record), and you should choose the Original option.

When you design the Form to be used when printing Invoices, you can use the Field Argument in some fields to specify how many decimal places will be printed. These are the row fields "Unit Price", "Unit Price Including Discount" and "Item Price", and the footer fields "Sum", "Tax" and "To Pay". For example, if the Tax in an Invoice is 1.47, the "Tax" field will print 1.50 if it has a Field Argument of 1. The "Unit Price" field prints the Unit Price from an Invoice Row excluding discount and Tax, while the "Item Price" field prints the Unit Price from an Invoice Row excluding discount but including Tax. The "To Pay" field prints the Invoice total including Tax.

---

In this chapter:

Go back to:

Documents in the Receivables module - Cash Notes, Credit Notes

These options behave in the same manner as 'Invoices' already described. They are provided to enable you to assign a separate Form to each Invoice type. To do this, click once on each option in turn in the 'Documents' list and select 'Define Document' from the Operations menu. You should do this for each document that you are likely to use. Otherwise Books by HansaWorld will give the warning "Can't find document" when you try to print an Invoice of a type that has no Form. If you get this warning, check the type of the Invoice before looking to see which document is missing its Form.

Amounts in Credit Notes will usually be printed as positive figures. In some fields, you can specify that amounts will be printed as negative figures by entering a minus sign in the Field Argument. These fields are "Subtotal in Base Currency 1", "Tax in Base Currency 1" and "To Pay in Base Currency 1".

---

In this chapter:

Go back to:

Documents in the Receivables module - Customer Labels

This document prints name and address labels to Contacts that have been marked as Customers and/or Vendors. It uses the Address and Contact from each Customer record.

Customer
Paste Special    Customers and Vendors in Contact register
Range Reporting    Alpha

Enter the Customer Number or range of Numbers for which you want the labels printed.

By default, the 'Paste Special' list shows Customers. Click the [Vendors] button if you need to see Vendors.

Category
Paste Special    Customer Categories setting, Receivables module
Select a Customer Category. Labels will be printed for all Contacts in that Category.

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

Function
Choose which of the three standard label formats you are using, 2 or 3 columns and 8 rows on an A4 page, or a single label per page.
Illustrated below is a sample CUST_LABEL record from the Form register. 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' dialog box opens, specify the Fieldname:

If you find the labels 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 "Customer Name"), follow these steps:
  1. Click the [Field] button and draw a rectangle where you want the static text to appear. The Field dialog 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.
---

In this chapter:

Go back to: