Documents and printing

Three Settings screens shape your documents. Printing sets how a bill or document looks on paper. Document numbering sets the prefix and length of each document number. Units of measure sets how you count stock. They post nothing to your accounts. They change how documents you save or print from now on look, are numbered and are counted. The fourth screen in this group, Rounding policy, is in Accounting rules, rounding and lock dates.

Where

Settings › Documents: Printing, Document numbering, Units of measure

Number

None of its own. Document numbering sets the format of other documents’ numbers

Posts to

Nothing. No account changes when you save a setting here

Who

Administrators. Managers and cashiers can open Printing at the till (More › Printing)

What it’s for

• Printing. Add your logo and contact details to the top of every bill, document and report. Choose what each document prints and what its labels say, in English or in English and Arabic. Set the paper and margins for this computer, and the receipt printer for this till.
• Document numbering. Choose the prefix and the number of digits for each kind of document, such as invoices, receipts and purchases. Continue from paper or another program by raising the next number.
• Units of measure. Define the units you count stock in (pieces, kilograms, litres) and pack sizes made from them (a box of 12). Each unit also decides how many decimal places a quantity may have.

Posted documents are never rewritten by these settings. A document already saved keeps the number, the company details and the wording it was saved with.

Fields

Printing

The Printing page is one page of cards. A small tag on each card says who the setting reaches: All computers, This computer only or This till.

Print design (tag All computers). Every bill, document and report uses it.

Field	What it means	What it changes
Logo	A PNG or JPEG picture of 256 KB or less. It saves the moment you choose it. Replace logo and Remove logo appear once there is one	The picture at the top of every print. With no logo, prints show the company name only
Company name, Address, TRN	Shown for reading only. They come from Settings › Business details. Change in Business details opens it	The legal block at the top of prints. A posted document keeps the details it was saved with
Phone	Up to 40 characters, on one line	Printed in the header after a phone icon
Email	A valid email address	Printed in the header after an envelope icon
Header line (for example a licence number)	One line, up to 120 characters	Printed under the company name
Company name (Arabic)	One line, up to 200 characters	The Arabic name beside the English block. Empty means nothing prints
Address (Arabic, at most 2 lines)	Up to 300 characters	The Arabic address. Empty means nothing prints
Show item codes on A4/A5 prints	Off until you tick it	Prints each item’s code under its name on A4 and A5 invoices and bills. The 80 mm roll is not affected
Footer message (receipts and new invoices)	Up to 500 characters	Printed at the foot of receipts and of new invoices

On every print the company block has small icons. A pin icon comes before the first line of the address. The TRN follows with its label. A phone icon and an envelope icon come before the number and the email. The icons replace the words “Tel” and “Email”. They are black, so they print the same on a thermal roll. The address is printed exactly as the company details hold it.

A sample on the right shows your changes before you save.

Print layout (tag All computers). Open Print layout opens a second page, described below.

This computer (tag This computer only). It is kept in this browser and reaches no other computer.

Field	What it means	What it changes
Receipt paper	80 mm receipt roll or A4 receipt	The paper a bill starts on at this computer
Receipt margin (mm)	A whole number from 0 to 15	The margin of a receipt roll print
A4 delivery-note margin (mm)	A whole number from 5 to 25	The margin of an A4 print, including an A4 receipt
Paper for documents and Paper for reports	A4, A5 or 80 mm. Both start on A4	The paper a document or a report starts on. You can still change the paper in each print window

This till (tag This till).

Field	What it means	What it changes
Receipt printer	Browser print dialog (no receipt printer), or a receipt printer your shop has added	Where this counter’s automatic receipts go
Delivery-note printer · A4	Browser only, or an A4 printer	Where this counter’s delivery notes go
Print a receipt automatically after each sale	A tick box	Sends a receipt as soon as a sale is saved
Show barcode (the document number)	A tick box. Tag All computers	Adds the document number as a barcode on receipts
Show bundle items	A tick box. Tag All computers	Off: a bundle prints only its name. On: it also lists what it holds, with no prices

With a register open, the counter’s printer choice is saved for that register, so any computer that opens it prints the same way. With no register open, it stays in this browser.

More printers is a folded section. Shop printers are kept on the shop server and reach every counter. Printers that can print labels are added there too.

Print layout

Settings › Printing › Open Print layout. Pick a Document from the list of twelve, change it on five tabs, and watch the sample change.

Document in the list	Used for
Tax invoice	Back-office invoices, Invoices
Till bill and receipt (POS receipt)	Bills printed at the till
Tax credit note	Credit notes
Delivery note	Delivery notes, with or without prices
Quotation	Quotations
Sales order, Purchase order	Sales orders, and Purchase orders
Receipt voucher, Payment voucher	Money received and money paid
Statement of account	Customer and supplier statements
Other documents	Goods receipts, stock transfers, payslips and similar sheets
Reports	Printed reports

Tab	What you choose
Header	Header layout (Compact (one line) or One item per line). Which header items print: logo, header line, company phone, TRN and email, Arabic name and address. The Document title in English and Arabic
Details	Document facts (dates, references, cashier), Customer or supplier (the Bill to block: mobile, address, TRN) and Line columns and notes
Labels	The English and Arabic wording of every label, with Search labels and a Reset for each
Footer	Totals and footer items, Bank details text and Terms text (up to 500 characters each), signature lines and amount in words
Paper & language	Language of the labels (English only or English + Arabic) and Preview paper

An item that the law or the layout requires has its tick box locked, with a reason beside it, such as “Required on tax invoices: you can reword it, not hide it”. Items marked “Not printed unless ticked” stay off until you tick them, such as Cashier, Location and Drawer on a till bill.

A tax document keeps its legal items: invoice number, dates, customer name and TRN, each line, and the totals. A quotation, sales order, purchase order and delivery note are not tax documents. Notes and Terms print on a quotation or order unless you hide them.

Preview paper only changes the sample. You choose the paper each time you print.

Document numbering

Settings › Document numbering lists one row for each numbered document. The five most used come first: customer invoice, customer receipt, POS sale, purchase and supplier payment. More document types shows the rest.

Field	What it means	What it changes
Find a document	A document name or a prefix	Narrows the list. It searches every type
Prefix	Letters, numbers and hyphens, up to 20. Small letters become capitals	The start of every new number of this document
Digits	A whole number from 3 to 12	The shortest a number can be. Shorter counts get leading zeros
Next number	A whole number from 1, up to 15 digits, no leading zero. It can only go up	The count the next document of this kind takes
Next number (preview)	Shown for reading only	What the next number would look like with these settings

For example, with Prefix SB-, Digits 6 and Next number 1241, the preview reads SB-001241.

The preview is not reserved. Another document saved first takes that number. Digits is never a limit: when the count has more digits than Digits, the whole number is kept and the number simply grows longer.

Units of measure

Settings › Units of measure lists your units. The filters are Find (code or name), Category, Kind (Base and derived, Base units, Derived definitions) and Status (Active by default, Archived, All statuses).

Column	What it shows
Unit	The code, which opens the unit, and the name
Category	Count, Weight, Volume, Length, Time or Other
Definition	Base unit, or how a pack size converts, such as “1 BOX = 12 PCS”
Decimals	How many decimal places a quantity in this unit may have
Usage	How many products and how many derived units use it
Status	Active or Archived, and Definition locked when it can no longer be changed

A base unit is a unit you count stock in, such as PCS or KG. A derived unit, or pack size, is made from a base unit of the same category, such as 1 BOX = 12 PCS. A new company starts with one unit, PCS (Piece).

In New unit and in the unit’s own page you fill in the fields below. The screen marks the required ones with a star.

Field	What it means	What it changes
Unit kind	Base unit or Derived conversion	Whether the unit stands alone or is a pack size
Unit code	Letters, numbers and hyphens, up to 30. Small letters become capitals	The short name shown on products and documents. Each code is used once
Unit name	At least 2 characters	The full name
Category	One of the six categories	Which base units a pack size may be built on. Changing it clears the base unit
Base unit	Derived only. An active base unit of the same category	What the pack is made of
Conversion to base	Derived only. A number above zero, up to 6 decimals. A line under it reads, for example, “1 BOX = 12 PCS”	How many base units one pack holds
Allowed decimal places	0 to 6	How precise a quantity in this unit may be
Reserved packaging barcode	Optional, up to 120 characters	Stored only. Scanning does not use this box
Internal notes	Optional, up to 500 characters	A reminder for staff
Active	A tick box on an existing unit	Archived units cannot be chosen for new products

Buttons

Button	When you see it	What happens	Accounts
Save print design	Printing, after you change the Print design card	Saves the phone, email, header line, Arabic details, item-code switch and footer together	No change
Choose logo, Replace logo, Remove logo	Printing	Uploads or clears the logo at once	No change
Open Print layout	Printing, in Settings only	Opens the Print layout page. The Printing link in the path at the top goes back	No change
Save layout	Print layout, once something changed	Saves a new version of this document’s layout. Documents issued from now on use it	No change
Reset to default	Print layout	Puts the built-in layout in the form. Nothing is saved until you press Save layout	No change
Save printing preferences	Printing, This computer	Saves paper and margins in this browser	No change
Test receipt, Test A4	Printing, This computer	Sends a test page to the print window, using the margins typed now, saved or not	No change
Save counter routing	Printing, This till	Saves the counter’s printers	No change
Save receipt options	Printing, This till	Saves Show barcode and Show bundle items	No change
Add a printer, Label printers & jobs, Recent print jobs	Printing, More printers	Manage the shop’s printers	No change
Save changed rows	Document numbering. Shows how many rows changed	Saves every changed row. Each row is saved on its own	No change
More document types and Show fewer document types	Document numbering	Shows or folds the less common documents	No change
New unit, Create unit	Units of measure	Opens the form, then creates the unit	No change
Save unit, Save and archive unit, Save and reactivate unit	A unit’s page	Saves the unit. The wording follows the Active box	No change
View / edit, Archive, Reactivate	The ⋯ menu of a unit	Archive and Reactivate open the unit so you can review the change and save it	No change

Changed shows on a card, a layout item or a numbering row that you edited and have not saved. Active or Archived shows on a unit.

What gets posted

Nothing. These screens never create a journal entry, never touch stock and never change a VAT figure.

What they do change is how later work reads:

• Printing changes what a bill or document looks like when you print it, and what documents issued from now on say. A document already issued keeps the layout and company details it was issued with.
• Document numbering changes the number the next document gets. Numbers already given stay as they are, and a number given once is never given again.
• Units of measure change how quantities are counted and how many decimals they may have. They never convert a quantity already posted.

Printing a document, a delivery note or a test page is not a posting either. See Printing a delivery note.

Where it shows up

Place	What changes
Every printed bill, invoice, quotation, order, voucher and report	The logo, the company block with its icons, the header line, the footer message and the labels you chose
Invoices and the till	The Bill to block prints the customer’s name first, then mobile, address, legal name and TRN. The invoice layout follows Tax invoice. A till bill follows Till bill and receipt (POS receipt)
Quotations and Purchase orders	Notes, Terms and the signature lines follow the layout of that document
Delivery notes	The Delivery note layout. The note with prices adds rate, VAT and amount; the plain note does not
The print window	The paper you pick for that print. Your choice is remembered on this computer for bills, documents and reports separately
New documents	The next number follows the prefix, digits and next number you saved
Products	A product is counted in a base unit and its quantities follow that unit’s decimals. Only active base units can be chosen as a product’s unit
The till	A pack size offered as a sales unit for products counted in its base unit
Purchase lines and goods receipts	A pack size can be chosen as the purchase unit for a stock item. The line is stored in base units

What the app blocks

Printing

Situation	What you see
A logo that is not a PNG or JPEG	Choose a PNG or JPEG image. Other types, including SVG, are not accepted.
A logo over 256 KB	Use a logo of 256 KB or less. This one is ‹size› KB.
A header line over 120 characters	Use 120 characters or fewer.
An email that is not valid	Enter a valid company email address.
A phone number with a line break	Enter the phone number on one line.
An Arabic name over 200 characters	Use 200 characters or fewer.
An Arabic address over 300 characters, or over 2 lines	Use 300 characters or fewer. or Use at most 2 lines.
A blank margin	Enter the receipt margin, from 0 to 15 mm. or Enter the A4 margin, from 5 to 25 mm.
A margin that is not a whole number	Use a whole number of millimetres, from 0 to 15 mm. (5 to 25 mm for A4)
A margin out of range	The receipt margin must be from 0 to 15 mm. or The A4 margin must be from 5 to 25 mm.
The browser keeps no settings	This browser would not save the preferences. and Allow browser storage and try again.
A test print that cannot start	The test print could not start. and Check the browser and printer setup.
Saving with nothing changed	Nothing has changed.
Hiding a required layout item	The tick box is locked. If you still try to hide it, you see This item is required on this document and cannot be hidden.
An empty label on a required or fixed item	This item is required on this document. Enter its English wording. or This item is always printed. Enter its English wording.
An empty English title	Enter the English title.
A tax title that drops its key words	Keep the words “‹words›” in the English title., for example “tax invoice”
A tax title that says it is not a tax document	The English title must name a “‹words›”, not say it is not one.
A label over 60 characters, or text over 500	Use 60 characters or fewer. or Use 500 characters or fewer.
Special characters in a label or text	Use plain text without special characters.
A layout save that fails	The list Check these fields before saving names each field, and each line opens its tab

Leaving a card or the Print layout page with unsaved changes first asks you: Discard the unsaved print design?, Discard the unsaved print layout?, Discard the unsaved receipt options? or Discard the unsaved printing preferences?

Document numbering

Situation	What you see
An empty prefix	Enter a prefix.
A prefix over 20 characters	Use 20 characters or fewer.
A prefix with a space, a slash or other signs	Use only letters, numbers, and hyphens.
Digits under 3 or over 12, or empty	Use at least 3 digits. or Use at most 12 digits.
A next number that is zero, has letters, spaces or a leading zero	Enter a whole number from 1, with no spaces or letters.
A next number lower than the current one	The next number can only go up from ‹number›. Numbers already given are never used again., and the whole row, prefix included, is not saved
Some rows saved and some not	Saved ‹n› of ‹m› changed rows. ‹k› need attention. and Check the highlighted rows.. The first problem row opens and takes the cursor
All rows saved	Saved ‹n› changed rows.
The answer for a row was lost	We couldn’t confirm this row. Save again to check it; saving it twice is safe.
Leaving with unsaved changes	Discard the unsaved numbering changes?
No document matches the search	No documents match. and Change the search to see more.

Units of measure

Situation	What you see
An empty code	Enter a code.
A code over 30 characters	Use 30 characters or fewer.
A code with signs other than letters, numbers and hyphens	Use only letters, numbers, and hyphens.
A code already used	This unit code already exists. and Use a different unit code.
A name under 2 characters	Enter at least 2 characters.
A pack size with no base unit	Select an active base unit.
A base unit that is archived, derived, or in another category	Select an active base unit in the same category. or Select an active base unit that is not itself derived.
A base unit with a conversion other than 1	A base unit must use a conversion of 1.
A conversion that is zero, negative or has too many decimals	Enter a positive conversion with no more than 6 decimal places.
Archiving a unit still in use	In the menu: In use by ‹n› active products and ‹n› active derived units. Reassign or archive them first.. If you try anyway: This unit is still used by active products or derived units.
Changing a definition that locked after you opened the page	This unit definition was locked after the page loaded because a product assignment, derived unit, or history now depends on it. Reload the unit and try again.
Someone changed the unit while you looked	Someone else changed this unit. and The list is refreshed. Review it and try again.
A quantity with too many decimals, on any document	‹unit› accepts whole-number quantities only. or ‹unit› accepts at most ‹n› decimal places.

A unit’s Definition (code, category, base unit, conversion and decimals) locks as soon as a product is assigned to it, another unit is built on it, or it is used. The screen says: Structural fields are locked because this definition is assigned, used, or referenced by another unit. While it is unused, the screen says: This unused definition is still structurally editable. Assignment, use, or a derived child will lock it. A locked unit keeps its name, notes, barcode and Active box editable.

Who can do it

Action	Admin	Manager	Cashier
Open Settings › Printing, Document numbering and Units of measure	Yes	No	No
See the Printing page at the till (More › Printing)	Yes	Yes	Yes, read only for the design
Change Print design, logo, Print layout and receipt options	Yes	No	No
Change paper and margins on this computer, and print a test	Yes	Yes	Yes
Change the counter’s receipt printer, add or disable a shop printer	Yes	Yes	No
Print a delivery note, with or without prices	Yes	Yes	Yes
Change a prefix, digits or next number	Yes	No	No
Create, edit, archive or reactivate a unit	Yes	No	No

These are the standard roles. Your administrator can give a custom role each action separately in Settings › Users & access. To open any Settings screen, a custom role needs the right to see all four of these: business settings, users, document numbering and units of measure.

Note

Paper, margins and the test print are kept in the browser of the computer you are on. Another computer, or another browser on the same computer, keeps its own choice.

Fixing a mistake

1. The logo or a contact detail is wrong. Replace or edit it on the Print design card and save. New prints use it. A document already issued keeps what it was issued with.
2. The company name, address or TRN is wrong. They are not changed here. Use Change in Business details.
3. A printed label says the wrong thing. Open Print layout, choose the document, change the label on Labels and save. Use Reset beside it to go back to the built-in wording.
4. A required item must be hidden. The app does not allow it. You can only reword it.
5. The prefix or digits are wrong. Change them and press Save changed rows. Numbers already given are not renamed.
6. You need to continue from paper or another program. Type the next number in the row and save. For example, type 1241 if 1240 was the last number used.
7. You set the next number too high. The app cannot lower it. Check the number before you save.
8. A unit has the wrong decimals or the wrong pack size and is locked. Make a new unit with the right definition and use it on new products. See Products.
9. A unit is no longer needed. Move its products to another unit, archive its pack sizes, then use Archive. Archived units stay on past documents.
10. A quantity was refused for too many decimals. Enter a whole number, or fewer decimals. A locked unit keeps its decimals.