Maintaining Existing Documents

Maintaining Existing Documents

You can change the criteria for handling your documents by selecting Printer & Forms Settings and selecting New Document. This will open the Document Maintenance screen.

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ABM Printer and Forms Settings screen. The toolbar shows buttons for New Document, Open Document, Delete Document, Copy Document List to Other Users, and Manage Document Queues under Actions. Below is a grid listing document types with columns: Document Type, Document Title, File Name, Printer, and Applies To. Documents listed include Job Claims, Job Estimates, Purchase Credits, Purchase Deliveries, Purchase Invoices, Purchase Orders, Supplier Remittances, Purchase Requisitions, and Purchase Returns with default settings showing form filenames (e.g., JClaim.Rpt) and printer paths. A note at the bottom states "* Will print to the default printer" with options for customizable messages and a "Set Customer Statement Messages" button.

Printer & Forms Settings screen.

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ABM Document Maintenance dialog box for editing an existing document. Fields shown include: Document Name, Type of Document (dropdown showing "Sales Invoices"), Produce For (dropdown showing "All users"), Include (dropdown showing "All Customers"), Exclude (dropdown showing "None"), File Name (showing "SalesInvoice.Rpt" with an "Edit this Form" button), Send document to ("As shown in the Customer's account"), If printed send to ("Each user's local printer" with No. of Copies: 1 and "Local Printer Settings" button), If emailed use message ("Standard Message" with "Edit Message" and "New Message" buttons). A notice explains that forms for individual workstations can be changed via Forms Settings in transaction programs. The Include Attachments section shows FileName with checkboxes for Incl. on Email, Incl. on Print, Incl. on Fax. Send to Queue is set to "None" with Print After time and Priority fields. OK and Cancel buttons at the bottom.

Document Maintenance screen.

Steps in Changing a Document:

• Document Name: You can change the name of the document to make it's identification more applicable to its' use. Example: Retail Sales Invoice. Note: You cannot change the Default forms unless you have registered ADH and have set up another form which would apply to all other customers, suppliers or jobs.

• Produce For: You can change the document to only apply to your user name, or for all other users.

• Applies To: You set the criteria for selecting this document when printing. The options available are:

• All Customers, Suppliers or Jobs : The document will be available for all customers.

• A Specified Customer, Supplier or Job Only: If you wish to create a form specifically for one customer or a specified supplier, then select this option and select the required customer, supplier or job. Example: If you set up a sales invoice form specifically for one customer, then it will select this form when you process a sales invoice to this customer, as opposed to the default form.

• A Specified Group: You can restrict the printing of this document to a specific group. Select either Customer, Supplier Group or Job Group depending on the form type selected. Example: If the form applies only to Retail Customers, then select Customer Group, and select the Group Retail. If you have created a sales form, then each time you process a sales invoice to a customer belonging to that group, that particular form will be used.

• A Specific Category: You can select the form to be selected when a transaction is processed and the customer, supplier or job is associated with a particular category. Example: If you wish to use a particular sales form for customers in Category Foreign, then select that category and this document would only be used if that customer meets that criteria.

• Form Name: Select the required form to match the criteria entered.

• Send Document To: You can select how you want the document to be sent as follows:

• As Shown in the Customer, Supplier or Job Account. When you were setting up a customer account you would have specified how various documents were to be printed such as On Paper, By Email etc (see Customer Account - Delivery Details), the document will then be sent in accordance to this criteria.

• Always Print to the Printer Below. You can specify a printer so that these documents will always go to this printer. Example: If you wish to have delivery dockets printed in the stores department, then select that specific printer.

• Always E-mail to:You can enter an E-mail address so that this document is always sent by E-mail to the specified E-mail address.

• Always E-Mail to the Customer or Supplier account. This will always E-mail the document to the accounts contact set in your customer or supplier contacts list.

• If Printed Send To: You can select either a local printer of a shared network printer. Select either of these options, and then select the required printer.

• Number of Copies: You can select the number of copies to be printed each time this form is selected. **Note: **If you select Supplier Cheques/Remittance Advices as your type of document, you may then select the number of lines to be printed on each remittance page.

• Display Form Selection when Printing: If you have more than one Form Type, then an option will be visible, allowing you to decide if you wish to have these forms displayed, and available for selection, when you are printing a document.