Sending forms

You can send forms when you record a transaction, or later, in a batch.

Sending forms when you record a transaction

You can print, email, or save forms as you enter a transaction.

To print a form

1 In the transaction window (for example, the Sales window), click Print. A list of print options appears.

2 Choose a print option:

Default form—If you have specified a default form in the customer or supplier card, this form appears as an option. Otherwise, the Pre‐Printed […] option appears.
Select Another Form—Click to choose a different form or a customised form from a list.
Preview—Preview the form in a new window. Note that the transaction will be recorded before the form is printed.

To email or save a form

1 In the transaction window (for example, the Sales window), click Send To. A list of sending options appears.

2 Choose a sending option:

Email—Send the form as a PDF attachment by email.
Disk—Save the form to your computer or removable media as a PDF. Note that the transaction will be recorded before the form is sent.

TIP: Automatically print, email, or save You can set up your preferences so that you can automatically print, email, or save sales when you record them. To do this, select the required option in the Sales tab of the Preferences window.

Sending forms in a batch

Instead of printing each form in the transaction window when you record it, you can select to print or email the forms later, in a batch. To do this, select To be Emailed, To be Printed or To be Printed and Emailed in the […] Delivery Status field in a transaction window.

For example:

Sales window
Spend Money window

After you have completed a number of transactions, say, the invoices for the day, you can print or email a transaction batch. You also can choose which forms to print by applying selection criteria. For example, you can choose to print customer statements only if the balance of the customer’s account is not zero.

To send forms in a batch

1 Click the command centre function for the forms you want to send. For example, if you want to send sales invoices, go to the Sales command centre and click Print/Email Invoices.

2 Depending on the type of form you are sending, you have the option to print or email. Click the relevant tab for how you want to send the forms:

To Be Printed
To Be Emailed

3 If the field is available for the form you are sending, make a selection in the [...] Type field. For example, if you want to send item invoices, select Item.

4 If you want to view the details of a transaction, click the zoom arrow next to it.

5 If you want to change the form stationery or filter the list of forms, click Advanced Filters.

6 Click in the select column next to a transaction you want to send. If you want to send all the transactions, click the icon in the heading of the select column.

7 If you are printing forms:
a Type the number of copies you want to print in the Print [...] Copies field.
b (Sales) If you also want to print mailing labels, type the number of copies in the Labels fields.
c Click Print. The forms will be sent to your printer.

8 If you are emailing forms:
a If you want to change a recipient’s email address, select their name and click the down arrow next to the Email Address field and select another address from the card. Alternatively, type the address in the Email Address field.

b Enter a subject title and message or accept the default title and message.
NOTE: You can update the default email title and message for all emailed forms To do this, click Email Defaults. The Email Defaults window appears. Click the tab corresponding to the form you are preparing. Make the required changes in the window and click OK.

c Click Send Email. The forms will be emailed as PDF attachments.

Customising form batches

You can filter the list of transaction forms you are sending and change the stationery you use before you send forms. You can do this in the Advanced Filters window.

To customise a form batch

1 In the To Be Printed or To Be Emailed tab of the Review [...] Before Delivery window, click Advanced Filters. The Advanced Filters window appears.
Select the transactions

2 Select the criteria by which you want to filter the list of transactions. You can specify a transaction type, and select all cards or a specific card.

3 If you want to filter the transactions using other criteria, select from the options in the middle section of the window. For example, enter a date range or reference number range.
Select the stationery

4 In the Selected Form for [...] field, select the stationery you want to use when you print or email your forms.Several stationery choices are available, depending on the type of form you are sending. TIP: Test the printing alignment If you are using continuous‐feed paper or pre‐printed stationery and you want to test the alignment of the information that will be printed using sample data, click Print Alignment Form.

5 When you have finished making your selections in the Advanced Filters window, click OK. The Review [...] Before Delivery window reappears, displaying records according to your filter criteria.

6 Click Print or Email to send the forms.

Customising forms

You can customise the look and content of most forms in AccountRight. You can also change the form size, add text labels, draw lines and boxes, insert graphics, move fields, and more. Then you can save your customised stationery so that you can select it when you send a form.

Displaying a form

1 Go to the Setup menu and choose Customise Forms. The Customise Forms window appears.
2 Click the tab corresponding to the type of form you want to customise.
3 Select a form group from the list to display a list of forms associated with that group. For example, select the Item group in the Invoices tab.
4 Click the form, then click Customise. The selected Form window appears.
NOTE: Cheques have two parts A cheque form has two parts: the cheque itself and the stub. You customise the cheque and the stub separately.

Setting form properties

You can set properties that apply to the whole form, such as background colour and page size.

To set page margins, orientation and page size

1 Open the form you want to customise.
2 Click the Print Preview tab.
3 Set the page margins, orientation and page size.

To edit the page background

Use the Page Background options in the Customise tab to change the background of a form.
1 Open the form you want to customise.
2 If you want to change the page colour, click Page Colour and select the required background colour.
3 If you want to add a watermark, click Watermark and choose one of the predefined watermarks, or select Custom Watermark.
4 If you are adding a custom watermark, choose a picture or enter the watermark text and select the required formatting options.
5 Click OK.

Adding and editing form elements

There are a number of different elements you can add to your forms, including images, data fields, lines and shapes. To make working with form elements easier, you can use the form gridlines to help you align elements on your form.

To use form gridlines

1 Open the form you want to add or edit elements in.
2 In the Customise tab, click Grid Options. The Grid Options window appears.
3 Select the spacing you want between gridlines.
4 If you want to see the gridlines as you edit the form, click the Display grid on screen option.
5 If you want form elements to always align to the gridlines, select the Snap to grid option.
6 Click OK.

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