How to Search for an Existing Document Format

1.

Go to Portal > Portal Maintenance > Document Formats > Document Format Maintenance.
The Document Format Maintenance screen opens.

2.

In the Country field, select the country to which the existing document format belongs. Alternatively, select Any Country to find document formats regardless of the country to which they belong.

3.

In the Name field, key in the name of the format to be found.
You can use leading and trailing wildcards (%) for partial matching on the name. For example, %invoice will find document format names such as Timesheet Invoice and Non-timesheet Invoice while invoice% will find format names such as Invoice Format – Timesheet and Invoice Format – Non-timesheet.
Alternatively, skip this step if you do not know the name of the format or if you want to find document formats regardless of their names.

4.

In the Status field, select Pending if you want to find only those document formats that are currently pending release or select Releas ed if you want to find only those document formats that have been released for use.
Alternatively, leave the default option of Any selected if you want to find document formats regardless of their current status.

5.

In the Type field, select the type of document to which the document format you want to find applies.
Alternatively, leave the default option of Any selected if you want to find document formats regardless of the type of document to which they apply.

6.

If you are searching for document formats that apply to invoices, credit notes or supplementary documents (v11.34 and v11.37 onward only), in the Format Type field, select the type of invoice or credit note to which the document format applies.
Alternatively, leave the default option of Any selected if you want to list document formats regardless of the invoice or credit note type to which they apply.
Skip this step if you did not select Invoice or Credit Note at step 5.

7.

Click Search Document Formats .
Existing document formats that match your search criteria are listed on the Document Format Maintenance screen.

1

Navigate to Maintenance > Document Designer > Document Formats

The Document Format Search screen opens.

2

Enter / select the search criterion required to find the format items.

3

Click Search.

Results display in the result list.

4

Click the view button next to the item you wish to open.

The document format settings display in the Document Format Entry screen.

1

Navigate to Maintenance > Document Designer > Document Formats

The Document Format Search screen opens.

2

Search for the existing document format you want to copy.

A list of existing document formats matching your search criteria is listed on the Document Format Maintenance screen.

3

Within the list of existing document formats, to the left of the item you wish to copy, click on the copy action.

The copied document displays in the Document Format Entry screen.

4

Click Document Settings.

The Document Settings pop up displays.

5

In the Name field, key in a new name for the new document format.

6

Edit the document format as required. For more information, see Editing a Document Format.

7

When you are ready to save the document format, click Save.

A confirmation message is displayed to indicate that the document format has been saved.

1

Navigate to Maintenance > Document Designer > Document Formats

The Document Format Search screen opens.

2

Search for the existing document format you want to copy.

A list of existing document formats matching your search criteria is listed on the Document Format Maintenance screen.

3

Within the list of existing document formats, to the left of the item you wish to copy, click on the delete action.

A confirmation message opens, prompting you to confirm the deleting of the document format.

4

Click Delete.

The confirmation message closes and the selected document format is deleted.