Print Documents

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This option is used to print the documents, which have not yet been printed, or to re-print documents, which have already been printed. You may also print documents, which have already been updated or posted to the ledger, provided that the documents have not yet been deleted.

The document types, which may be selected, are Invoices, Credit Notes, and Quotes for your debtors (customers) and Purchases, Supplier Returns documents and Orders for your creditors (suppliers). These documents must have been entered on the Input → Documents menu, but it does not have to be updated (posted) to the ledger.

Point-of-sale invoices generated via the point-of-sale invoice feature as well as the HorecaPOS and RetailPOS Plugins will also be listed.  

Once a document has been deleted, the deleted documents you will no longer be able to print or re-print any deleted documents. The deleted document numbers will also not be available to be selected in this option or on the Reports → Document Listing menu.  

In addition to printing documents from this menu, you may also print, view and analyse documents on the following options:

Document Selection screen for the selected Document Type (accessed on the Input - Documents menu). A list of all documents for the selected document type will be displayed. You may use the advanced search and filtering options to locate, print, view or analyse documents.

Debtor - Documents screens (tabs) on the Edit → Debtor menu. All sales documents (Invoices, Credit Notes and Quotes) will be listed for the selected debtor (customer) account.

Creditor - Documents screens (tabs) on the Edit → Creditor menu. All Purchase documents (Purchases and Supplier Returns) will be listed for the selected creditor (customer) account.

Stock - On the Document Groups tab of a selected stock item (Stock Edit form), all sales documents (i.e. invoices, point-of-sale invoices, credit notes and quotes) or purchase documents (i.e. purchases, supplier returns and orders) are listed. You may select and double-click on document to print it.  

In addition to this, you may also view the transactions created by these documents (only those documents which have been updated (posted) to the ledger) as well as any other transactions in batches (journals) relating to the selected Debtor / Creditor account. If you have used the Open Item Link feature, you may also view and analyse the outstanding amounts relating to a document:

Debtor - Transactions screens (tabs) on the Edit → Debtor menu. If a Credit Note, Receipt transaction or other Credit transaction have been linked to the specific Debit transaction (Invoice), you may also view the outstanding balances for a specific Invoice.

Creditor - Transactions screens (tabs) on the Edit → Creditor menu. If a Supplier Returns document (supplier credit note), Payment transaction or other Debit transaction have been linked to the specific Credit transaction (Purchase), you may also view the outstanding balances for a specific Purchase document.

You may set the Auto Post Documents on Print option in the Setup → System parameters → Documents menu to update (post) documents automatically, once a document is generated and printed. If you use this feature, and do not print a document once it is generated, you need to update (post) the unprinted documents in this Input → Update Ledger menu option.  


Print / Re-Print Documents

To Print / Re-Print Documents:

1.Click on the Input → Documents → Print menu.

Ctrl + P.

The Print Documents screen is (Invoices - default document type) displayed:

The colours of the rows in which the documents are displayed is as follows:

oWhite rows - documents have been printed and updated to the ledger. (Documents may be re-printed).

oLight cream rows - documents have not been printed yet and have been updated to the ledger. (Documents will be printed for the first time).

oRed colour font - documents have already been printed but have not been updated or posted to the ledger. (Documents will be re-printed)

2.Document Type - Select Invoices, Credit Notes, Quotes, Purchases, Supplier Returns or Orders. If you select the All option, all these document types will be listed.

The same screen will change to reflect the selected document descriptions. If you have any documents for the selected Document Type, they will be listed.

3.UnPrinted / UnPosted - Select the following options:

a)UnPrinted - By default, all documents will be listed, whether they are printed, or not. Select this field, if you wish to select a document, or a range of documents, which have not yet been printed. All the unprinted documents, whether they have been updated (posted) to the ledger, or not, will be displayed. Select a specific document or specify a range of a document numbers to be printed.

Quotes and Orders will also be listed, whether they have been confirmed (converted to an invoice or Purchase document), or not.

b)UnPosted - By default, all documents will be listed, whether they have been updated (posted) to the ledger, or not. Select this field, if you wish to print only those documents, which have not yet been updated (posted) to the ledger. Only those documents, which have not yet been posted or updated to the Ledger, whether, they have been printed, or not, will be displayed.

If you wish to print only those documents, which have not yet been printed, and which have not yet been updated (posted) to the ledger, select both fields (Unprinted and Unposted).

4.Selection / Range to print - Select the following options:

a)From ... To - This will display from ... To and the name of the Document Type. This option allows you to select a starting document number on a drop-down list and a last document number which you need to print. All documents within the selected range of document numbers will be printed.

If you need to print only one document, the document number in the From and To fields must be the same.

b)Selected - If you select this option, the From ... To fields and the lists of document numbers will be de-activated. An arrow will indicate the selected document.

You may also use the Down arrow or Up arrow keys on your keyboard to select a document from the list.  

5.Printing Options - Select the following options:

a)Layout file - The layout file as selected in the Setup → System parameters → Documents menu on the individual tabs for each document type, such as Invoices, etc., should be displayed. Select the layout file if the correct layout file is not displayed.

All the available layout files on this list, are those layout files created or edited in the Report Designer. These layout files must exist in the Bin/Reports folder of he TCASH3 or other directory in which TurboCASH is installed.

b)Send Report to - The default output method, as set in the Setup → System parameters → Company Info menu, or selected on the document printing options on the Document Selection screen, will be displayed in this field. You may select any of the available output methods (screen, printer, file, e-mail or fax), if necessary.

If you have selected the send report to printer option, you may select or set the following:

Copies - Specify the number of copies to be printed.

Printer Setup - Click on this button to select another printer than the default system printer, or the printer as selected in the Setup → Preferences → Printers menu.

oSet the properties, such as the print quality and type of paper, for the selected printer.

oDo the Dot-matrix Printer Page Setup if a Dot-matrix printer is selected.  

c)Paper Type - The paper type you have selected in the Setup → System parameters → Documents menu on the individual tabs for each document type, such as Invoices, etc., should be displayed. You may select any other available paper type (i.e. Pre-printed, Plain A4, Service, Plain Eyeline, Forty and Till Slip) to print the selected document or documents, if necessary. The default output method, as set in the Setup → System parameters → Company Info menu, or selected on the document printing options on the Document Selection screen, will be displayed in this field. You may select any of the available output methods (screen, printer, file, e-mail or fax), If necessary.

If Till Slip paper type is selected, the Point-of-Sale Invoice, cannot be printed to the screen, but will be printed to the selected printer as configured on the Setup → System parameters → Point-of-Sale (Printer tab) menu.

6.Click on the Print button. The selected document (documents) will be printed.

Finding or Locating Specific Documents

You may also use the following options to find or locate a specific document (documents):

1.Search by Invoice No. - (or document number for the selected document type) will reflect the Search by the selected Document Type No.

2.Enter the Document number - The document number will automatically be selected. If not, click on the Search button.


Sort Sequences

Double-click on the column headings to sort the list of documents ascending or descending:

1.Invoice No. - (or document number for the selected document type) - By default, all document numbers are displayed ascending (smallest document number to the latest document number). If you double-click on this heading, it will list the Invoice No. (or document number for the selected document type) descending (from the latest document number to the smallest or first document number).

2.Date - By default, the document dates are listed by document numbers. The dates may not necessarily be in the ascending sequence. To display the dates in the descending sequence (from the latest date to the newest date), double-click on this heading. To display the dates in the ascending sequence (oldest date to the latest date), double-click on this heading again.

3.Account - By default, the Debtor accounts (Invoices, Credit Notes and Quotes) and Creditor accounts (Purchases and Supplier Returns documents and Orders) are listed by document numbers. The Debtor / Creditor account codes may not be displayed in the ascending sequence. To display the Debtor / Creditor account codes in the descending sequence (9-0 / Z-A), double-click on this heading. To display the Debtor / Creditor account codes in the ascending sequence (0-9 / A-Z), double-click on this heading again.

4.Description - By default, the Debtor accounts (Invoices, Credit Notes and Quotes) and Creditor accounts (Purchases and Supplier Returns documents and Orders) are listed by document numbers. The Debtor / Creditor account descriptions or names may not be displayed in the ascending sequence. To display the Debtor / Creditor account descriptions or names in the descending sequence (9-0 / Z-A), double-click on this heading. To display the Debtor / Creditor account descriptions or names.

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