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Print a document or save it as PDF
Print invoices, quotations and purchase documents on A4, A5 or a receipt roll, or download them as PDF to send to a customer or supplier.
3 min readLast updated
In this article
Sales invoices, quotations, purchase orders and purchase invoices open on a document page that is ready to print. From the same page you choose the paper and print, or download the document as a PDF to attach to an email. Customer returns and supplier returns offer the same PDF and print buttons.
Before you start
Your company's name, logo, address and phone numbers, as registered in the system, form the letterhead at the top of every printout.
Your group needs the print permission for that document. For sales invoices there are two: one for the first print and one for printing again.
Print a document
Open the document from its list, for example a sales invoice from the sales invoices list.
In the page header, pick the paper size.
Select the print button. Your browser's print window opens.
Choose the printer and confirm.
The paper sizes are A4, A5, 80mm and 58mm, and the print button reads Print.
Which paper to choose
Paper | Use it for |
|---|---|
A4 | Invoices and orders you file or send to a company |
A5 | Shorter documents on half a sheet |
80mm | Receipts on the usual point-of-sale printer |
58mm | Receipts on a narrow mobile printer |
On 80mm and 58mm, the system prints a narrow receipt layout. On A4 or A5, it prints the same PDF it would download, so the paper matches the PDF exactly. Returns print on A4 or A5 only.
The paper you pick applies to this print only. It does not change the document or the default for other users.
Save a document as PDF
On a sales invoice, quotation, purchase order, purchase invoice, customer return or supplier return, select the PDF button next to the print button. The browser downloads the document as a PDF file, ready to attach to an email or a chat message. The button reads PDF.
Print under another title
On a sales invoice, a title picker sits next to the paper size. You can print the same document as an invoice or as an offer for a customer who wants a priced proposal first. The title changes on the printout and the PDF only; the saved document stays an invoice.
What the printout contains
The letterhead: company name, logo and contact details.
The customer or supplier, with the document number, date and status.
The lines with quantity, unit, price, discount and line total.
The totals: subtotal, discount, tax and grand total.
On an invoice filed with the tax authority, a tax information block with the QR code to scan.
Common questions
The print button is missing. Your group does not have the print permission for this document. For a sales invoice that has been printed before, you need the permission to print more than once. Ask your administrator; see Groups and permissions.
The printout has the wrong name or address. The letterhead comes from the company details, not from the document. Your administrator corrects them in Keep your company details up to date.
Can I print a whole list? Lists are exported rather than printed. Use Export and choose PDF; see Work with lists.