Documents List Screen

Parent Previous Next

This is the first screen displayed when you access the Documents in your Set of Books. At first, when you start a new Set of Books, and have not processed any documents, this list will be empty.

To Access the Document Selection Screen:

1.Click on the Documents button on the Sidebar (Quick menu), or on the Invoice icon on the Topbar.

Spacebar or F6  (Invoices)

Credit Notes (Alt + F5)

Quotes (Alt + F9)

Purchases (Alt + F8)

Supplier Returns (Alt + F10)

Orders (Alt + F7)

You may also click on the down arrow of the Invoice icon to select a specific sales document (Invoices, Credit Notes or Quotes) or Purchase documents (Purchases or Orders) or the Point-of-Sale Invoice option.

In addition to these access options, you may also press the F6 key on your keyboard to access the Document Selection screen for Invoices, or press various other combinations of shortcut keys on your keyboard, to access the Document Selection screen for a specific document type.

The Document Selection screen is displayed:

The Background colour and the Font colour may be set for each Document Group 1 (in the Setup  →  System parameters  →  Groups menu).  


HandyTools Plugin Colour Conditions may be for any of the available data in the Dialog when adding an Expression. In this example, the Background colour is yellow and the Font colour is set to Red  to show which documents are not printed yet. The Expression for this, is:

DATA.BPRINTED='0'.

Once the document has been printed, the colours as set for Document Reporting Group 1 will be displayed.

2.Sidebar buttons - The following buttons (quick links) are available:

a)Documents Invoices, Credit Notes, Quotes, Purchases, Supplier Returns and Orders.

b)Creditor (Edit  →  Creditor menu) (F4)

c)Debtor (Edit  →  Debtor menu) (F5)

3.Document Type - Select one of the six (6) document types (i.e. Invoices (default), Credit Notes, Quotes, Purchases, Supplier Returns or Orders) if the correct one is not displayed.

4.Buttons - By default the following buttons are available:

a)New - create a new document for the selected document type.

b)Edit - Edit or change a selected document from the list.

c)Print - Print a selected document.

If you activate (tick) the Document Posting option on the Setup  →  System parameters  →  Access Control (Documents tab), it will add the following two (2) buttons underneath the Print button:

Posting - This will allow you to launch the Update Ledger screen to post Invoices to the ledger.

Delete - This will allow you to delete an unposted document.

5.Line Count This will display the number of records (rows / documents) that is available on the list. The number of records will indicate the number of records that matches your filter / search criteria.

6.Layout File Default is displayed. The global settings for layout files are done by selecting a Layout file for each document type on the Setup →  System parameters → Documents menu.

Specific Layout files may also be selected for:

Each debtor (customer / client) account by selecting a different layout file in the Layout File 1 (Quotes), Layout File 2 (Invoices), Layout File 3 (Credit Notes) in the Edit  →  Debtors menu.  

Each creditor (supplier) account by selecting a different layout file in the Layout File 1 (Orders), Layout File 2 (Purchases), Layout File 3 (Supplier Return) in the Edit  →  Creditors menu.  

The global settings will be over-ruled.

Selecting Layout Files:

If you do not wish to print stock codes on documents, you may select the following:

The “RMInvoice”. Select “RMCreditNote”, “RMPurchase”, “RMSupplierReturns”, “RMOrders” and “RMQuotes” does not print the stock code.

If you wish to print stock codes on documents, you may select the following:

Short Stock Codes - (less than 10 characters) and description (less than 25 characters), you may select the C10- series of documents.

Long Stock Codes – Up to the maximum stock code length (15 characters) and description (up to 35 characters), you may select the C15- series of documents.

7.Send Report to Screen, Printer, File, E-mail or Fax.

8.Printer Setup The default printer may be set in the Setup  →  Preferences  →  Printer menu. If you have not selected (not ticked) the “Use Multiple Printers” field on the “Printer settings” screen, you may click on the Page button to set the page and printer options.

If you have selected (ticked) the “Use Multiple Printers” field, you may click on the Page button of the “Printer settings” screen to select the any available printer (properly configured on your system) for the First Printer, Second Printer, Barcode Printer and / or Label Printer. You may also set the page and printer options for each of these, if necessary.  

9.Search by Once you have selected a document type, you may filter and search by columns and / or document update status (posted, unposted and / or all).

If you click on the Show All Items list, it will list all Document Group 1 items (in the Setup  →  System parameters  →  Groups Document Groups 1 menu).  You may select any of the available groups from the list and click on the Filter button. Only those documents matching the selected Document Group 1, will be listed.

10.Layout File 2 To be advised.

Created with the Personal Edition of HelpNDoc: Free CHM Help documentation generator