Inventory > Transaction Processing > Inventory Document Print

Inventory Document Print

You use this program to produce supporting documentation in batch mode for inventory transactions processed using the Inventory Movements program and purchase order receipts processed using the Purchase Order Receipts program.

These documents can either accompany the inventory items in transit or be retained for your own records.

Toolbar and menu

Field Description
Print

Select this to print the inventory document selected.

If you enabled the option: Generate next document number (Inventory Document Format) then the next document number is generated automatically when you print the document for the first time (i.e. Not a reprint). If this option is not enabled, then no document number is assigned. For Purchase order receipts, the document number is the GRN number, or the purchase order number if the GRN system is not installed.

If you enabled the option: New page per transaction (Inventory Document Format) then each transaction is treated as a new document. If this option is not selected, then a new page is generated as follows:

  • for stock receipts and issues, a new page is generated upon change of the warehouse.
  • for transfers out, a new page is generated upon change of the destination warehouse.
  • for purchase order receipts, a new page is generated upon change of the GRN number or the purchase order number.
  • when printing purchase order receipt documents on-line, a new document is printed for each line receipted in, regardless of your selection at the option: New page per transaction (Inventory Document Format).
  • the transaction type for stock receipts will include inspection items if this has been configured (Inventory Setup).

If you did not enable Windows printing and you selected to Preview documents before printing them (see SYSPRO Printing), then you can select the E-mail function from the Preview screen (see Send Email).
Alignment This prints the relevant document using test characters to verify that your stationery is correctly aligned in your printer. This typically applies to pre-printed continuous stationery.
Printer Preferences Select this to optionally assign a separate printer for the on-line printing of each of your inventory documents.
Save Form Values This option is only enabled in Design mode (see Automation Design). Your selections are saved and applied when the program is run in automated mode.

Report Options

Field Description
Documents  
Document type Indicate the type of document you want to generate.
FieldDescription
Stock receiptsSelect this to print stock receipt documents for transactions involving the receipt of items into stock.
IssuesSelect this to print stock issue documents for transactions involving the issue of items from stock.
Transfers outSelect this to print transfers out documents for transactions involving the transfer of stock to a different warehouse.
P/order receiptsSelect this to print purchase order receipt documents for transactions involving the receipt of items on a purchase order.
Format Indicate the format you want to apply to the document that is printed.
Define format Configure the inventory format applicable to the printing of your inventory documents using the Inventory Document Format program.
Reprint Reprint inventory documents according to a range of selection criteria.
Reprint options  
Month Indicate the inventory month for which you want to reprint your inventory documents.
Year Indicate the inventory year for which you want to reprint your inventory documents.
Immediate and no destination transfers This is only enabled if you selected to reprint Transfers out document types.
FieldDescription
IncludeInclude transactions for immediate warehouse transfers and for transfers out with no destination when reprinting inventory documents.
ExcludeExclude transactions for immediate warehouse transfers and for transfers out with no destination when reprinting inventory documents.
Only

reprint inventory documents only for all immediate warehouse transfers and all transfers out with no destination.

If you select this option, then you can use the Document number selection option to define the range of GIT transfer documents you want to include in the reprint.
Document number selection

Indicate the document number(s) for which you want to reprint the documents.

This does not apply if you selected the option: Generate next document number (Inventory Document Format).
Stock codes  
Stock code selection Indicate the stock code(s) for which you want to print transaction documents.
Warehouses  
Warehouse selection Indicate the warehouse(s) for which you want to print transaction documents.
Journals  
Journal selection Indicate the Inventory journal(s) for which you want to print transaction documents.
Operators  
Operator selection Indicate the operator(s) for which you want to print transaction documents.
Jobs  
Job selection Indicate the job(s) for which you want to print the documents.
Purchase orders  
Purchase order selection

This enables you to indicate the purchase order(s) for which you want to print the documents.

This applies only if you selected the option:P/order receipts at the Document type field.
Suppliers  
Supplier selection

Indicate the supplier(s) for which you want to print the documents.

This applies only if you selected the option: P/order receipts at the Document type field.
GRNs  
GRN selection Indicate the GRN(s) for which you want to print the documents.

This applies only if you enabled the option: GRN suspense system required (Purchase Orders Setup) and you selected the option: P/order receipts at the Document type field.
Destination warehouses  
Destination warehouse selection

Indicate the destination warehouse(s) for which you want to print the documents.

This applies only if you selected the option: Transfers out at the Document type field.
GIT references  
GIT reference selection

Indicate the GIT reference(s) for which you want to print the documents.

This applies only if you selected the option: Transfers out at the Document type field.
After processing completed These options are displayed within programs that can be automated. They enable you to indicate the action you want to perform once processing is complete (see Automation Design).

Inventory Print Totals

The information in this report pane is displayed once processing is complete, providing you did not select the option: After processing completed > Close this application.

You use the After processing completed options to print or email this information.

Field Description
No. of documents printed

This indicates the total number of documents generated in the batch (i.e. for the current run of the program).

If you are printing one document per page then this corresponds to the number of pages printed.

With standard printing, the page breaks can be controlled by SYSPRO and the number of pages can therefore be determined. With SRS however, the information is passed to the report and the report formats it accordingly, so SYSPRO cannot determine the number of page breaks. The count is always be based on the paging rules in the format and not the paging that SRS finally produces.
Hash total quantity This is the total number of items printed on all documents, regardless of the unit of measure (e.g. if 12 apples and 13 oranges were include on the documents the value shown here would be 25).
Total value This is the total monetary value of the items printed on the documents.
Total mass

This is the total weight of items on the documents printed.

This is determined by the sum of the values defined against each item's Mass per stocking unit (Stock Code Maintenance).
Total volume

This is the total volume occupied by all items on the documents printed.

This is determined by the sum of the values defined against each item's Volume per stocking unit (Stock Code Maintenance).
Total merchandise value

For purchase orders this field displays the total value (price x quantity), excluding cost multiplier costs, of the documents printed.

For the inventory transactions: receipts, issues and warehouse transfers, this field displays the total cost x quantity of the documents printed.
Total non merchandise value This is the total value of cost multiplier costs, if any, of the documents printed.

Inventory Online Document

This screen is displayed when you select the post function from the Inventory Movements and Purchase Order Receipts programs and enables you to print an Inventory document online.

You indicate the types of Inventory documents you want to print on-line on the Documents tab of the Inventory Setup program. In addition, the Preference: Generate next document number must be selected against the document format you are using to print online (Inventory Document Format).

[Note]

When printing documents online, a document is generated for each transaction line processed.
Field Description
Document type This indicates the type of document which will be printed online.
Document format Select the format you want to apply to the document that is printed.
Preview Document  
Test Alignment Print the selected document type using test characters to check whether the stationery is correctly aligned on your printer before printing the actual document.
Define Format Use the Inventory Document Format program to define a document format.
Document number allocated

Enter the document number required for the document you are printing.

You cannot access this field if you have enabled the option: Generate next document number (Inventory Document Format).
Printer Preferences Optionally assign a separate printer for the on-line printing of each of your inventory documents.
E-mail Use the Send Email program to email the document.
Print Print the document online.
Close Return to the previous screen without printing the document.

Default printer Destinations

This screen is displayed when you select the Printer Preferences function.

[Note]

The description {Current Print} refers to the default printer that is configured within SYSPRO. To establish what the current printer is, press Shift+F6 from within SYSPRO. The highlighted printer is your current printer.
Field Description
Default printer destinations  
Stock receipts set to This indicates the default printer assigned to the printing of stock receipt documents.
Issue documents set to This indicates the default printer assigned to the printing of your stock issue documents.
Transfer documents set to This indicates the default printer assigned to the printing of stock transfer documents.
Purchase order receipts set to This indicates the default printer assigned to the printing of purchase order receipt documents.
Set Select this to indicate that the printer currently defined as the default printer must be used to print the document on-line.
Clear Select this to remove details of the printer previously assigned to the printing of the document and to use the current printer instead (i.e. The printer configured within SYSPRO).
Close Select this to accept your preferences and to return to the previous screen.

Notes and warnings

Restrictions and limits

  • You can only print documents for which you defined a document format for the document type you want to print.

  • You cannot print documents for any transaction type against which you indicated that no document is required (Inventory Setup - Documents tab).

  • If you printed the document on-line (Inventory Movements) then this program will only allow you to reprint that document.

Coding considerations

  • Printed Inventory documents are deleted when you run the Purge function of the Inventory Period End program, if they have been held on file for at least the number of months entered at the Number of months to retain - Documents field.