Document Processing

You design documents using the Document Design Manager part of the Installation procedures. It is central to the power of the sales order processing system. The document design process not only describes what is to print where, but also describes what processing is done whilst preparing the document to print, and the way files are updated after the document is printed.

As a preliminary to this topic it is worth a quick summary of the steps which occur when you choose a document to process. There are two possibilities: either batch processing of orders — we call this "auto-run” — or else you choose the orders you wish to process one by one.

Auto-run document processes are fully described by the document definition. No data can be input by a user to the auto-run procedure whilst it is running, and therefore all the data that is needed must already exist within the order processing, sales ledger and stock files.

For manually produced documents, however, there is considerable scope for the user to input data whilst a document is prepared for printing, and this can be an important part of the procedure. The document is prepared through the following stages, which also outline what input is possible:

Choose the next order to process. Key the order number, or accept the order offered. You can change the date and, optionally, the document number.

Optionally up to three sets of data are displayed for you to confirm or enter. The first set can come from the order header. The second set can come from the sales ledger account, and the third set can be free form. This is the last chance to make changes to general information before a document is printed.

Detail lines are now displayed ten at a time, to allow you to change or enter the quantity of each item that is to print on this document. A default quantity may already be displayed, depending on the definition of this document.

Optionally for each order line you can define up to two more items to confirm if this order detail is to be printed (that is, if the action quantity is not zero). For example, you might want a final chance to confirm the price or discount, or you might use it to enter the serial number of the item sold.

Optionally you can enter some closing information — confirm the delivery address, some off-the-cuff remarks, a contact name, and some serial numbers.

Now the document is ready to print. You can check the print, reprint it, and even go back to change some of the details before reprinting.

The final process is to update files. This can be optional, or forced. There is considerable scope at this stage to ensure that the right data is transferred to the right places for other systems to make use of it.