Document Groups

Document Groups provide the ability to print multiple documents at one time and can be selected from the "Report" pick list on the Copies to Print form when using the "Print" button on Sales Orders, Purchase Orders, and Jobs in the system. There is also a "Print Doc Group After Shipment" check box that can be checked during the sales shipping process that will print the Document Group.

If set as the default for a Bill-to or Ship-to Company, the Document Group will populate on the Misc 1 tab when entering new Sales Orders for those companies. Adding a default Document Group on the Order Defaults tab of an existing Ship-to Company record will not affect current orders in the system; these orders must be manually updated.

Document Groups are not limited to the Sales area, and can be created for Purchase Orders, Formulas, and Jobs via the "Type" field on the Edit Document Group form. See Maintaining Document Groups for information on how to add Document Groups in the system.

System Navigation

  • Print Outs > Maintenance > Document Groups

Edit Document Group form

Opened via the "New" or "Modify" buttons on the Document Groups form.

Field / Flag

Description
Type

Pick list used to select the type of record this group should apply to. Options are:

  • None
  • Formula
  • Job
  • Purchase
  • Sale
Name

Displays the name of the group.
Active

If checked, this record is active. Only active records may be used in the system.
Default

If checked, this will be the default Document Group for the "Type" selected on forms throughout the system that contain a "Document Group" field.

  • Users may override the default if necessary.
  • Only one Document Group can be marked as default for each "Type".

Consolidate Print Outs

If checked, all documents within the Document Group will be printed to the same PDF when selecting to "Print to PDF" and "Printing PDF to Email".

Note: Beginning in version 17.02, and when printing to PDF, the system will select the PDF printer based on the below list, ordered by priority, with #1 being the top priority. Note that the names need to match exactly as indicated below as the application will look for the printer by name.

  • Microsoft Print to PDF
  • Deacom PDF Convertor 4
  • Deacom PDF Converter
  • Acrobat PDFWriter
  • Adobe PDF

Track Page Numbers Across Report Layouts

If checked, the page numbers that appear at the bottom of the page will calculate the total number of pages the document group is printing.

  • For example: when printing a document group that has 3 reports within it and Report 1 has 1 page, Report 2 has 1 page, and Report 3 has 2 pages, the page totals will account for the page numbers within the document group, rather than the individual reports.
    • Report 1 will print as page 1 of 4
    • Report 2 page 2 of 4
    • Report 3 as page 3 of 4 and page 4 of 4

Edit Sales Document Item form

Opened via the "Add" or "Modify" buttons on the Edit Document Group form.

Field / Flag

Description

Report

Pick list used to select the appropriate type of document. Options are:

  • Bill of Lading
  • Confirmation
  • Cost Summary
  • Delivery
  • Estimate
  • Invoice
  • POS Receipt
  • Packing List
  • Payment on Account
  • Pick List
  • Quote
  • SO User 1-5
  • Sales Configurator 1-7
  • Sales Engineering
  • Transfer

Part Form

Pick list used to select the appropriate Part Form this document applies to. Options are:

  • C of A (Certificate of Analysis)
  • Item Label
  • Job Label
  • Lot Label
  • Package Label - Used in connection with the FedEx integration, detailed in Shipping with FedEx and UPS.
    • Used to print the shipping labels generated by the FedEx functionality. The expression "packagenumber" can be used in this case. So each Package Label should be set up as an "F_DOCPIC calling out the to_ordnum and packagenumber.
    • Example: <<F_DOCPIC("dttord",to_ordnum,"packagenumber")>>
    • Because it is by package, it will traverse and print all shipping labels that have been generated. These can also be printed from the Document Group directly after shipping. The Package Label part form may be added to Item Master records, Document Groups, and on the Inventory > Options > Printing tab.
  • SDS (Safety Data Sheet)
  • SO Label

Print To

Pick list used to determine how the Document Group will be printed or sent. Options are:

  • Email - Generates an email with the invoice(s) attached as PDF file(s). As indicated previously, if there are multiple invoices for the same Bill-to Company, they are all attached to the same PDF and the email subject will list all the invoice numbers.
  • PDF - Generates PDF. Always use this option when printing PDFs from DEACOM.
  • Printer
  • Screen
  • Variable Display

Printer

Select the printer where the Document Group will be printed to.

  • Only available when choosing a Print to option of "Printer".
  • The "Microsoft Print to PDF" option in this field should not be used for printing PDFs, instead use the PDF option in the "Print To" field above to generate PDFs from DEACOM.

Note: Beginning in version 17.02, and when printing to PDF, the system will select the PDF printer based on the below list, ordered by priority, with #1 being the top priority. Note that the names need to match exactly as indicated below as the application will look for the printer by name.

  • Microsoft Print to PDF
  • Deacom PDF Convertor 4
  • Deacom PDF Converter
  • Acrobat PDFWriter
  • Adobe PDF

Document Category

Search field used to assign the document to a Document Category.

Print Attached

Only available when a Document Category is selected. This field allows any documents that are attached to master records via the "View Docs" option to be printed when the Document Group is printed. Options are:

  • All - Prints documents for all items listed below.
  • Bill-To Company
  • Formula - Prints all documents attached to the formula revision on the selected job. Only available when selecting "Job" in the "Type" field on the Edit Document Group form.
  • Item - prints the documents attached to the purchase order lines (beginning in version 17.02.010) or sales order lines with the assigned Document Category.
  • Purchase Order - will print documents attached to the PO with the assigned Document Category. Only available when adding documents to a Document Group with a type of 'Purchase'. (Added in version 17.02.010)
  • QC Results - Prints the documents on the QC Results of lots reserved/shipped on the Sales Order. Specifically, if a lot that has been reserved or shipped has a lot with QC that has a document(s) attached to it, this document will be printed when the selected Document Category is printed. Beginning in version 17.02.010, this will also print documents attached to the QC Results entered for lots received on the PO, with the Document Category.
  • Routing - Prints all documents attached to the Routings linked to the job lines on the selected Job. Added in version 16.04.039. Only available when the Document Group is set with a Type of "Job".
  • Sales Order
  • Ship-to Company
  • Vendor - will print documents attached to the Vendor with the assigned Document Category. Only available when adding documents to a Document Group with a type of 'Purchase'. (Added in version 17.02.010)

Print When

Memo field used to specify the condition of when this document will print.

  • When printing a Document Group for a Sales Order, the system will only print reports/part forms in the Document Group where the "Print When" returns true or is empty
  • If the “Print Doc Group After Shipment” flag is checked on the Sales - Ship form, the system will then check and honor the "Print When" conditions.
    • For example, if a Document Group contains two reports with "Print When" conditions and both of the "Print When" conditions are false, the system will not print the documents even if the “Print Doc Group After Shipment” flag is checked.
  • The fields available to the "Print When" expression are the same fields as visible in the variable display for printing on the Report Layout/Part Form.
  • The "Print When" is evaluated for the entire order, and cannot be used to block the printing of labels for individual Sales Order lines. The method for blocking labels on individual lines is:
  • When printing a Document Group for a Job, this field will allow all Item Master Fields/User Fields, Job Header Fields/User Fields, and Job User Calculations.
  • Beginning in version 17.04.004. users have the ability to control what documents in the Document Group print and when they print for the Receive, Ship, or Reserve transactions. This is accomplished by the addition of the variable named "transaction" to the Print When expression. Added for cases where users will need to print certain documents in a group for certain transactions. Example: For the reserve process they need to print picklist and shipping labels, but not the bill of lading which will be printed during the shipping process. The variable names to use for the affected transaction are as follows:
    • WMS
      • Reserve SO transaction - use 'Reserve' for transaction variable.
      • Ship SO transaction - use 'Ship' for transaction variable.
    • Main Application
      • Ship transaction - use 'Ship' for transaction variable.
      • Receive transaction - use 'Receive' for transaction variable.
    • Examples of how some of these options can be set on the Edit Document Item form are listed in the table below. Note: When the Document Group is printed from anywhere else (other transactions) the variable 'transaction' should be empty or blank.

 

Document Type

Print When

Result

Bill of Lading

Sales Report

IIF(transaction = 'Ship',1,0)

The Bill of Lading in the selected Document Group will print when performing the ship transaction in the main app or WMS.

Sales Pick List

Sales Report

IIF(transaction = 'Reserve',1,0)

The Sales Pick List will print when performing the reserve transaction in the main app or WMS.

Lot Label

Part Form

IIF(EMPTY(transaction),1,IIF(transaction = 'Receive',1,0))

The Lot Label will print when the transaction variable is empty or if it ='Receive'.

Purchase Order

Purchase Report

IIF(EMPTY(transaction),1,0)

The Purchase Order report document will print only when the transaction variable is empty.

Related Pages