Dmytro Semenyuk

SAP Business One Consultant

An integral part of any ERP implementation project is the development of printed forms, even taking into account the rapid development of electronic document management.

Some printed forms are regulated by legislation. In other cases, the company adds its own style to fonts, design, logo.
Today I want to share five examples when atypical details were added to the printed form of the document, creating additional business value:

  1.  Total customer debt: in the Order/Bill of Lading document, along with the amount of the document, the “preliminary debt” of the customer without regard to this order, as well as “full debt”, adding the current document. Such a reference to receivables can facilitate the earliest possible recovery of debts. At the same time it is good practice to set the “show/not show debt” option in the customer card – this allows the manager to decide which customer should be reminded of this and which should not.
  2. Price/schedules update information: a separate place in the Purchase Order/Consignment Note can be allocated for messages in any format. For example, you can notify them that our company is working/not working on the next holiday, or that prices for certain products will go up next month. Again we should provide the possibility to automatically display such messages in connection with a client group.
  3. Information on reprinting: is relevant for warehouses which collect the order not through a data collection terminal, but on the basis of a paper order of the client (picking task). If the document is printed for the first time, the word “original” is visible on the form. If an already printed document is printed – the word “duplicate” is displayed. This allows you to understand that there probably were changes in the order and we need to find out whether we are working with the last duplicate
  4. The result of the column “Quantity”: usually there is no such result, since the product can be in different units. And at first glance it is not logical to miss pieces, boxes and packages. At the same time, the total recalculation of such “units” will allow the employee of the composition quickly understand if he did not miss something (took extra).
  5. Document number in the form of a barcode: if an employee during the day deals with a large number of documents (e.g., warehouse manager), and holding a paper form needs to find the appropriate one in the computer, the ability to do this by scanning, rather than entering the number manually, will significantly increase the efficiency of such an employee.

These are examples of two extreme implementation projects. I hope they inspire you to ask yourself the question: how can you make more efficient use of the A4 sheet of paper on which your invoice is printed?

See more about developing printed forms in SAP Business One in the video:

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