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Configurable Purchase Order Documents

Updated over a month ago

Coins ERP+ allows you to configure the format used for printing purchase orders in order to print to your business requirements and use pre-printed stationery.

You define the layout of purchase orders using Document Designer.

You need to set up a configurable document for each different type of order form you want to print (for example: material order, plant order, stock order).

To define the layout for printing purchase orders:

  1. Use the document type "Purchase Order".

  2. Configure BODY forms to print the details of order lines.

  3. There are special forms for printing text lines and clauses. Set up:

    • a BODYTEXT form to print text lines. Use the field RW_pol_FullDescription for the text.

    • a BODYINDENT form to print indented clauses. Use the field pol_desc__1 for the clause text.

    • a BODYAUTO form to print auto-numbered clauses. Use the field pol_clsitem for the clause number, and pol_desc__1 for the clause text.

  4. For plant orders, to print rates from the plant sheet, configure forms called BODYPLANT01 to BODYPLANT10 (one for each plant sheet rate). You can use the following fields:

    • PlantRateLabel__x - the description of the plant sheet rate

    • RO_PlantRate__x - the plant sheet rate

    • RO_PlantPer__x - the unit of charging (for example WK, DY)

    • RO_PlantDisc__x - the discount on the plant rate

    where x is the number of the plant sheet rate. Coins ERP+ prints the BODYPLANT lines after the corresponding BODY line. To suppress the price, discount and per values on the BODY line (because they will be printed on the BODYPLANT line), tick the Blank first plant line field.

  5. You can choose whether to print variation orders that show the current state of the full order, or only the changed lines. To print only the changed lines, tick the Print Changes Only Variation Order? box. You could use an alternative document if you want to print variation orders both with and without the unchanged lines.

Note also:

You can configure the form to print various different messages depending on the type and status of the order (for example, text to indicate a confirmation order, a duplicate order or an amendment order).

Purchase Order Documents - configuration

The document used to print an order is determined as follows.

  1. Project order form, if specified.

  2. Document from the purchase order type, if specified.

  3. Document specified by the relevant *FRM parameter.

When you raise an order, Coins ERP+ 'stamps' the order with the relevant document name (or names), and when you print the order, Coins ERP+ prints it using that document. This means that if you change the layout of your purchase orders, reprints of previous orders will use the earlier document and will still look like the original.

(Note that if you do change your documents, you should copy the document definition and change the parameters, rather than modifying the existing document definition.)

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