Maintaining Document Groups

Document Groups provide the ability to print multiple documents at one time. They can be selected from the Report pick lists after clicking the "Print" button or there is a "Print doc group after shipment" flag that can be checked during the Ship Sales Order process that will print the Document Group. Document Groups can be selected as a default on the Ship-to Defaults tab of the Bill-to Company record. Any new Ship-to Companies created from that Bill-to Company will have the "Document Group" field set on the Order Defaults tab. When set on the Order Defaults tab, the "Document Group" field on the Misc 1 tab of a Sales Order will automatically populate to the specified Document Group, but can be manually changed if necessary. Document Groups are not limited to the Sales area; they can be created for Purchase Orders, Formulas, and Jobs via the "Type" field on the Edit Document Group form.

Configuration

The following should be setup prior to using Document Groups:

  • Report Layouts/Part Forms - any Reports or Part Forms needed in the Group should be setup in the system.
  • Customers - for information on setup, refer to Managing Customers.
  • Document Categories - optional, used to define and group documents with common characteristics.

Process

Adding/modifying Document Groups

  1. Navigate to Print Outs > Maintenance > Document Groups.
  2. Click the "Add New" button to create a new Document Group.
  3. The "Name" field is required and will appear in the Report pick list.
  4. If this should be used as the default Group, check off the "Default" flag.
  5. Click "Save" to save the Document Group.

Adding a new Document to a Document Group

  1. Navigate to Print Outs > Maintenance > Document Groups.
  2. Select a Document Group from the list and click "Modify".
  3. Click the "Add" button to add a Document to the open Document Group.
  4. Select a Report OR Part Form from either pick list. Select a Document Category.
  5. Enter a Print When expression (optional, used to specify the condition of when this document will print).
  6. Click “Next” to add another Report or Part Form.
  7. Once all Reports/Part Forms have been added, click “Save” on the Edit Document Item form. Then, click “Save” on Edit Document Group form.

Assigning a Document Group as a default on the Bill-to Company

  1. Navigate to Sales > Customers.
  2. Select the appropriate Bill-to Company in the "Bill-to Company" field on the pre-filter or generate a list of Bill-to Companies using one of the options in the "Report Type" field.
  3. Once the appropriate Bill-to record has been selected, click the "Modify Bill-To" button to display the Edit Bill-To Company form.
  4. On the Ship-To Defaults tab use the pick list in the "Document Groups" field to select the appropriate Document Group.
  5. Click the "Save" button to complete the process.

Assigning a Document Group to a Ship-to Company

The document group specified on the "Ship-To Defaults" acts as the default when new Ship-to records are created for the selected Bill-to record. Users may choose to change this value as required.

  1. Navigate to Sales > Customers.
  2. Select the appropriate Ship-to Company in the "Ship-To Company" field on the pre-filter or generate a list of Ship-to Companies using one of the options in the "Report Type" field.
  3. Once the appropriate Ship-to record has been selected, click the "Modify Ship-To" button to display the Edit Ship-To Company form.
  4. On the Order Defaults tab, use the pick list in the "Document Groups" field to select the appropriate Document Group.
  5. Click the "Save" button to complete the process.

Note: Adding a default Document Group on the Order Defaults Tab on the Ship-to record will not affect current orders in the system. These orders will need to be manually updated.

FAQ & Diagnostic Tips

  • Tip: When adding a Part Form to a Document Group, the user dictates which type of Part Form to print. Then, when selecting a Document Group to print, the system will print the form specified on the Part Forms tab in the Item Master.
  • Tip: Item Master user fields are available to the cPARTFORM cursor in label printing.
  • Tip: 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. Detailed information is available in the "Print When" field description on the Document Groups page.
  • Tip: Document Groups have been added to the Vendor and Purchase Order records beginning in version 17.04.003.
  • Tip: Beginning in version 17.02.010, when printing a purchase Document Group, with a type of "Purchase" and with Document Categories, the "Print Attached" field is now enabled and will print the attached documents in the specified categories.
    • All - All
    • Purchase Order - Documents attached to the PO with the document category.
    • Vendor - Documents attached to the vendor on the PO with the document category.
    • Item - Documents attached to the items on the PO lines with the document category.
    • QC Results - Documents attached to the qc results entered for lots received on the PO, with the document category.