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Using document layouts

You can choose the layout that you want to use for printed documents, such as invoices, purchase orders, despatch notes, debtor letters, and so on.

A set of standard layouts are provided when you install Sage 200. You can customise these layouts or create your own using Report Designer.

You can choose which layout you want to use when these documents are printed or sent via email. Once you have chosen the layout that you want to use, you can associate each document with a customer or supplier role. This role determines which customer or supplier contact each document is sent to.

For sales invoices and credit notes, you can use more than one layout and you can then associate specific layouts with individual customer accounts.

Choose default document layouts

Open: File > Choose Layouts.

  1. Select the document that you want to print from the Report Key drop-down list.
  2. Enter the name of the layout file or click Browse to choose the layout file. The standard layouts are stored in the Default folder, customised layouts used by all companies are stored in the Custom folder and company specific layouts are stored in the Company folder followed by a folder with the company name.
  3. Click OK.
Associate document layouts with customer and supplier roles

Open: Accounting System Manager > Settings > Customer and Supplier Document Types.

  1. Select the required role from the Associated Role drop-down list for each document.

  2. Click OK to save the document types.
Choose invoice and credit note layouts

This creates a list of the invoice or credit note layouts that you want to use. You can use different invoice layouts for different customers, or set up an invoice layout to use for printed invoices and a different one when sending invoices via email.

Once you have set up your list of layouts, you can select which layouts you require for individual customer accounts. These layouts are automatically used when printing invoices for those customers. Alternatively, you can override this and choose the layout that you want to use when you print your invoices.

Note: You can only choose SOP Invoice or SOP Credit Note layouts.

To add an invoice or credit note layout

Open: Sales Order Processing > SOP Maintenance > Maintain Invoice Layouts or Maintain Credit Note Layouts.

  1. Click Add.

    The Open window appears.

  2. Select the layout you require.
    1. Default layouts are stored in the Default > Layouts folder.
    2. Layouts that have been amended or customised are stored in the Custom > Layouts folder.
  3. Click Open. The invoice layout appears on the Maintain Invoice Layouts list. If required, change the Description of the invoice layout.
Associate invoice and credit note layouts with customer accounts

Open: Sales Ledger > Sales Accounts > Enter New Account | Documents.

See also

Steps in this task

Choosing your Output Mode

Using standard reports

Designing your own reports and documents

Overview

Reports and documents in Sage 200

Other tasks

Sending reports and documents via email

Designing financial statements

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