Create Documents

All the subordinate documents of Purchase and Sale are created from superior documents by the same procedure.

Generally, we may visually differentiate 3 main statuses of a document:

• orange - unconfirmed
• green - confirmed
• grey - cancellation

Create Document by Flags

One of the options of creating a subordinate document is to use the Purchase (Sale) Item form. In the Purchase Item form, the buttons are available , and in the Sale Item form, the buttons are available (the letters indicate the relevant documents in Purchase or in Sale). The flag of an already existing inferior document is pasted in the individual fields (lower case letter means that the document has already been created, upper case letter means that the document has already been confirmed). The field is empty if the document has not been created yet.

The option of assigning and creating subordinate documents in items of Purchase and Sale can be used only in items of subordinate and superior linked documents. This option cannot be used for items that have already been submitted to the confirmed subordinate document (indicated by upper case letter). The same goes for occasions when we have an item form opened on e.g. Invoice and wish to create another Invoice.

We can create subordinate documents in the Change mode or in New record in item forms by clicking into the field indicated by one of the flags mentioned above, or by expanding the flag menu at the document, or alternatively by indicating with space bar on the appropriate field. However, the system will not allow us to create a subordinate document to an item whose Article Category bans this due to its settings (for closer description see Article Categories); the field for document creation remains unavailable to be edited.

Picture: Purchase Item - Receipt Card flag option

The procedure of creating a new Invoice from a Purchase Order is provided in the following example:

Select an item that is to be inserted into the Invoice directly in the Purchase Order. Press the Enter key to open the Purchase Item form. In the field with the 'I' flag, click the mouse. These alternatives may occur:

• there is no existing Invoice to the Purchase Order yet - in this case, a new one will be created automatically, and all data from the Purchase Order that are identical for both of the documents will be pasted there.
• there are some existing Invoices to the Purchase Order and all of them are already confirmed - in this case, a caution with a query about whether a new Invoice should be created will appear. If you answer YES, the new invoice will be created by the same procedure as in the previous case.
• there are some existing Invoices and not all of them are confirmed - in this case, the last unconfirmed Invoice to the given Purchase Order will be found and the item will link to it.

When pressing the button '' a menu with options to link or remove an item from document will expand. Sub-menu of Add to Documents contains:

• Statement of existing documents - the item is assigned to an existing unconfirmed document. In the menu, we can see its number and eventually its key information which facilitate orientation in the existing documents. The key information for stock documents is the stock, the header date of reservation for Reserving Cards, and the header delivery date for Order Confirmations, Delivery Confirmations or Delivery Notes.
• New Document - a new document with automatically set key values is created after saving. This way we can Add item to Release Note by pressing the Alt+V key combination.
• New Document with Settings where we can adjust the key information during the creation of the document. If we create a Reserving Card this way and in there is not a completed date of reservation in the Sale item, the entered date will be also transferred into this item.

You can also use the buttons in the document headings. You choose this procedure if the selection of the items from the Order to the Invoice is diverse. Thus you can decide individually which item will be submitted to the Invoice and which one will not. If the item cannot be assigned to the given document due to the used Article Category from the Article card, a notification about the banned Article Category on the respective document will appear.

Create Document by Right Mouse Button

We can also right click on a column with the flag of document on a particular item and choose the option Release Note from the menu (or any other created document according to the column) - Add to Document - particular menu of unconfirmed documents/ New Document / New document with settings. The individual options are described in the chapter Create Documents by Flags in the section opening the menu at document flag.

Picture: Context Menu of Purchase Item - column 'in'

Create Document by F5 in Change Mode

You can press F5 key in Change mode on the 2nd page of any document and thus activate the Create documents / Add to documents form.

Create documents / Add item to documents:

By selecting the document types choose types of documents to which you wish to add the items. Only items for which the given document did not exist yet or items whose Article category does not prohibit this by their settings (for details see Article categories) are added into the document. If some items are already included in an unconfirmed document, then new items are added to this existing document.

The following advanced options can be used to create documents:

• Create New Documents: In this case, new documents will always be created for items that do not have the required documents. The items will not be added to any existing unconfirmed document. In case of ticking release notes, a reserving card can be created instead of the required release notes if the required quantity is not available.
• Selected items only: only items indicated by asterisks will be processed. The option is automatically activated when marking items with an asterisk.

Picture: The form Create documents / Add to documents - F5 in the Change mode on the 2nd  page of a Sale document

Picture: The Create documents / Add to documents form - F5 in the Change mode on the 2nd  page of a Purchase document

Remove document:

In the form, you can select not only the Bulk creation of documents function, but also the function of removing already created documents in bulk by activating one of the Remove... options. The document flag is cleared only for those items where there is no confirmed document.

Note: If we want to cancel reservation cards and at the same time create release notes, there may be a situation when the reservation cards are cancelled, but due to insufficient availability when attempting to create release notes, the reservation card will be created again or the item will be broken down into the item with the release note and the item with the reservation card.

Create Document from Your Current Module by Ins key

Directly in the Invoices In book, press the Ins key (the container must not be turned on). The Guide for creation of new documents (Wizard), where we choose whether to create a free or a linked document, is displayed. If you choose a linked document, it is necessary to select the document, to which the newly created document is to be linked, from the code list. After closing the wizard, all the items that can be inserted into an inferior document (i.e. they neither include them nor this document is forbidden for them), are automatically inserted into the document.

Picture: Guide for Creation of New Documents

Create Document from Your Current Module by F6 key

This procedure is similar to the one in the case mentioned above. However, it is supposed that there has already been an Invoice created in the book of Invoices for the appropriate Order, to which you want to create a new bound Invoice. Its advantage is copying of most heading values from the original Invoice.

Enter the book of Invoices In. There we choose the Invoice that is bound to the Order from which we wish to create a new Invoice, and press the F6 key. Order number is thus filled in automatically and entered into all the items which do not have any document assigned so far and neither have it banned again. These items will be entered regardless of the settings of the user parameter Do Not Copy Items.

Create/Adjust Document with Requirement of Item Selection

If you need to create for example more documents at once to the selected items, you can mark the items by the so-called asterisks (by a keyboard shortcut or by means of the buttons situated on the right above the items). We then display the items by using the button . Subsequently, you can use the "F5" function described above – the created flags of documents are only added to the displayed (user selected) items. The cancellation of a flag functions similarly.

Once you edit an already existing Invoice, the Purchase item can be edited in the following way:

• Using the Ins key, we can select items into the Invoice from items that have not been invoiced yet and that belong to a given superior document.
• Using the Del key, we can remove unwanted items from the Invoice.
• The Enter key enables us to enter the editing of a Purchase item and to lower the quantity. Thus the item on the superior document is divided into the invoiced amount and the amount not yet invoiced.

Create Document from Specimen

If you press the Shift+F6 keys in the book of the documents (Invoices In), the specimen menu will be displayed. Then you select a certain existing (offered) specimen from the book of specimens by the Enter key and that way you create a new document. Closer description is stated in the chapter Basic Functions - Documents Specimens.

Create Documents in Bulk on Container

In Module Menu - Bulk Actions - Create Documents menu, it is possible in container to select documents that you want to create. But the system does not create documents for the items, which have this option banned by means of Article Category (for further information see the Article Categories chapter). If a release note is to be created, but the appropriate article is not in stock, then a reserving card is created for the item.

The newly created documents can also be added to the appropriate containers and, simultaneously, confirmed.

Create Document Via Guide for Creation of New Documents

When inserting an item to a superior document via the Ins key, while there are some existing confirmed subordinate documents on the original item, the Guide for Creation of New Documents form will appear at the particular new document item. There you may find all the active and checked documents that are confirmed on the superior document. The user may cancel the checking of documents which are not supposed to be created on a newly inserted item, or press the Cancellation button or the Esc key, which will prevent the subordinate documents from being created. The flags of unconfirmed documents are always pasted into the new item.

Picture: The Guide for Creating of New Documents form