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Document Design Manager - Stock Control

Article Number: 492 | Rating: Unrated | Last Updated: Thu, Jun 22, 2023 at 11:00 PM

Datafile Software

Document Design Manager - Stock Control

The Document Design Manager is available on the main ‘Installation’ menu for Compact and Professional users, for Diamond and Premier users it is available on the ‘Application Manager’ sub-menu. However, it is only Diamond and Premier users who are able to define stock transaction documents.

Stock allows the option to enter several different transactions – from sales issues, through purchase orders to transfers between stock records. This option allows for the production of a stock document to detail these transactions.

A stock document is available to be configured for each separate transaction type except Stock Assemblies (see notes regarding Stock Take). The set-up for these documents is reasonably similar to each other and follows the structure of other Datafile documents – header, detail then footer.The header could contain account (sales or purchase) details as well as dates, references and page numbers. The detail section contains the stock code, quantities and line values. The footer contains the document totals.

On selection of ‘Stock Documents’ you are given a menu of the different document options. Select as appropriate.

On selection of the document type the definition filename is displayed.

If you want to update the existing document then press <Enter> to confirm the pathname.If no default is set then you need to enter a new filename to be created. Suggested filenames for each transaction type would be:

Stock Issues ???-ST01.DEF (where ??? is the company id)

Purchase Orders ???-ST02.DEF

Purchases Received ???-ST03.DEF

Goods Received ???-ST04.DEF

Stock Adjustments ???-ST05.DEF (also used for Stock Take)

Stock Reserved ???-ST06.DEF

Stock Transfers ???-ST07.DEF

Warehouse Transfer ???-ST17.DEF

Cost/Price Change ???-ST0A.DEF

Notes

A document definition is held in two files – a filename.DEF listed above contains the document parameter details, and a filename.INI contains the font settings, line and box drawing and image file(s) detail. The INI file is created automatically on first load of the document.

Entering a new pathname will create a blank document, if you want to base the document on another stock document – perhaps the stock issue from the DEM Company – then pressing <F7-Option> on input of the pathname allows you to copy an existing document.

Converting a Document

Previous to release 5.6 documents were designed in a different manner. Whenever you open a document that was designed using the old designer you will be asked to convert to the new layout.

To convert to the new style select ‘Use New Designer’, if you want to continue with the old layouts then select ‘Use Old Designer’. To abandon select the ‘Close’ button. When you use the new designer for the first time a backup copy of the old layout is taken as filename.OLD which you can copy back if needed. If you do this you would need to delete the filename.INI discussed above.

When creating a document for the first time or opening an older style of document you will be prompted for the page setup details

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