Setting the correct default printer form

Selecting a printer form when you print

Use this if you just need to choose a different printer form for a one‑off print.

1. Open the record or list you want to print from (e.g. invoice, sales order, picking note).
2. Click the Print button.
3. In the print dialog or pop-up, locate and select the correct printer form you want to use (e.g. Picking Note – No Prices)
4. Confirm & print as normal.

This selection applies only to that print action. It does not change the default for next time.

Updating the printer form settings

Use this option when a printer form needs to follow a specific layout every time. A common example is setting a customer invoice to always use a standard layout, or ensuring picking notes always print without prices.

1. Under the 'Company' tab, open the 'Printer Forms' page.
2. Locate the area for the object you’re working with, such as:
   • Sales Invoices
   • Sales Delivery Notes
   • Picking Notes
   • Statements
   • Purchase Orders
3. Select 'Edit' to open the Printer Form setup screen for the document type (e.g. Sales Invoice, Sales Credit Note, Picking Note, Statement).
4. Go to the 'Options' tab.
5. Use these fields to control how the form behaves as a default.
   
   Default Printer Name
   
   Set this to the printer that should be used by default for this form (e.g. the invoices printer, warehouse printer, label printer).
   
   This is the main control for “where this form prints by default”.
   
   
   Printer Job File Name Format
   
   Controls the default file/print job name when this form is printed or sent to file.
   
   Recommended: keep or set a clear pattern such as Invoice [Number] - [Particulars] or Sales Credit Note [Number] - [Particulars].
   
   This does not change layout, only the name that appears in print queues / saved files.
   
   
   Group
   
   Use this to group similar forms together (e.g. all Invoice forms, all Picking Note forms)
   
   Helps users pick the right form from chooser menus but does not change the actual default.
   
   
   Sort Index
   
   Sets the order this form appears in the list when users are choosing a form.
   
   Lower number = appears higher in the list.
   
   Tip: set the true default form for that document type to the lowest Sort Index (e.g. 0 or 1) so it appears first.
   
   
   Hide This on Form Chooser Menus
   
   Tick this if you do not want users to see or choose this form from the normal print chooser.
   
   Use this for:
   
       ~  Old/retired layouts.
   
       ~  Forms only used in background workflows.
   
   Leave unticked for the standard form you want users to choose.
   
   
   Output External Documents
   
   Tick only if this printer form is used to output external documents that are attached/merged from elsewhere.
   
   For normal invoices, picking notes, etc., this is usually left unticked.
   

Save and test

1. 'Save' your changes.
2. Go back to the normal screen, print one example document, and confirm:
   • The correct form is used automatically.
   • Layout, columns, and branding look right.