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Forms and reports are an integral part of your operation: you use invoices, picking tickets, purchase orders, labels, statements, and checks daily; you probably also print A/R and usage reports frequently.
You need to determine how to handle each form and report you currently use. You have two choices: adopt a standard DDMS version, or customize a DDMS report or form to duplicate what you're currently using.
You
can download several DDMS order forms. For example, you can download an O/PUS
subscription form. For a list of available order forms, click here.
When determining exactly how each document will be handled, DDMS recommends that you separate all company documents into two categories: external and internal. External documents are those you distribute outside your business, to customers and vendors. Internal documents are those that stay inside the company.
Since it is faster and less expensive to learn to read a new report or form than to recreate it, most dealers will adopt standard reports and forms for internal use and duplicate only the external forms and reports.
Many customers choose to duplicate their existing forms and reports. Reproducing your current paperwork allows you to continue to use any existing supply of forms, minimize the amount of change, and make the implementation process transparent to your customers. While this may be considered the “best” solution, it is also the most expensive and time-consuming.
After determining which reports and forms they want reproduced, most dealers find it expedient and efficient to have the DDMS Report Writer Department do the work. To duplicate your existing forms and reports, the Report Writer Department will require:
Mail or ship this information to:
DDMS
Attn: Report Writer Department
4400 Alliance Gateway Frwy., Suite 500
Fort Worth, Texas 76177
For more information and quotes on custom formats, contact ddmssupport@ecisolutions.com
The DDMS system has a wide variety of business formats available to every dealer.
Each form and report has a unique format. A format is a program that determines how the form or report looks, and what kinds of information it includes. For example, an invoice format determines where the shipping address and billing address print on the invoice, and which columns of information the invoice will include.
To see samples of standard formats for picking tickets and invoices, click here (pdf).
Please note that the sample formats shown in this chapter are examples only; they are not shown actual size. They cannot be used as a guide when ordering printed forms. Contact the appropriate vendors for size information and sample forms.
When selecting a format and form to use for picking tickets and invoices, consider how you'll print: will you print them in a batch at the end of the day, or will you print them online (as soon as they're created)?
The date and invoice number can print high on the form or in a slightly lower position. If you are batch printing with a dot matrix printer, use a format that prints the date high (Ennis GPF-600EC or equivalent). If you are printing online with a dot matrix printer, use a format that prints the date in the low position (Ennis GPF-603EC or equivalent).
Many dealers choose to print the standard picking ticket formats on a standard 9½ inch x 11 inch blank paper continuous form.
DDMS
recommends that you do not use forms with more than four parts.
This format produces a 9½ x 11-inch form (including the ½ -inch perforation).
This format produces a 9½ x 11-inch form (including the ½ -inch perforation).
This format produces a 9½ x 7-inch form (including the ½ -inch perforation). The heading and body print in 10 CPI.
This format produces a 9½ x 7-inch form (including the ½ -inch perforation). The heading prints at 10 CPI and the body at 12CPI.
This format produces an 9½ x 11-inch form (including the ½ -inch perforation).
Unit Price = Item net price, Extended Price = Item list price
This format produces a 10½ x 8½-inch form (including the ½ -inch perforation).
Unit Price = Item net price, Extended Price = Item list price.
This format produces an 9½ x 11-inch form (including the ½ -inch perforation).
Unit Price = Item net price, Extended Price = Item list price.
This format produces a 9½ x 7-inch form (including the ½ -inch perforation).
Unit Price = Item net price, Extended Price = Item list price.
This format produces a 9½ x 7-inch form. The heading contains the invoice number as a bar code in the upper left-hand corner. This format requires a dot matrix printer with bar code capability; you can use it with a custom form or plain paper.
This format produces a 9½ x 7-inch form (including the ½ -inch perforation).
Unit Price = Item list price, Extended Price = Item list price.
This format produces a 9½ x 7-inch form (including the ½ -inch perforation).
Unit Price = Item net price, Extended Price = Item list price.
Displays line item discount percentage.
This format produces a 9½ x 7-inch form (including the ½ -inch perforation).
Unit Price = Item net price, Extended Price = Item list price.
Displays line items discount percentage.
Plain cash receipt slip printer format without line item description
Plain cash receipt slip printer format with line item description
This format produces an 8½ x 11-inch form.
Unit Price = Item net price, Extended Price = Item list price
This format produces an 8½ x 11-inch form.
Unit Price = Item net price, Extended Price = Item list price.
This format produces an 8½ x 11-inch form.
Unit Price = Item net price, Extended Price = Item list price.
This format produces an 8½ x 11-inch form.
Unit Price = Item net price, Extended Price = Item list price.
You can choose from four standard statement formats. Three of these formats have a removable stub. The stubless format is a plain statement suitable for use with blank paper and three-part, carbonless custom forms.
All standard statement formats are designed to print at 12 CPI.
This format produces a plain, stubless statement and is designed to print on a regular three-part 9½ x 11-inch carbonless form (including the ½ -inch perforation). (You can use Ennis’s GPF-602 form or equivalent.) It is particularly suitable for new customers since it is designed to print on blank paper. You can use this format until you decide which customized statement format best suits your needs.
This format produces a 9½ x 11 inch form (including the ½ -inch perforation). DDMS designed the BSTAT format for Brannon’s 1410 stub statement form or equivalent. The form includes a vertical perforation that allows you to remove the statement stub.
This format produces an 8½ x 11 inch form (including the ½ -inch perforation) . We designed the 8STAT format for Brannon’s 1409 stub statement form or equivalent. This form includes a vertical perforation that allows you to easily remove the statement stub.
The ESTAT format was designed for the Ennis GPF-604 stub statement form or equivalent. This form includes a perforation for easy removal of the statement stub.
This format produces a 7 x 9½-inch form (including the ½ -inch perforation).
This format produces an 8½ x 11-inch form.
We designed the standard purchase order format to print on 9½ inch x 11-inch blank paper (including the ½ -inch perforation) at 12 CPI.
The most commonly used A/P check formats are the New format and the Blue format. DDMS recommends the New format, since it lets you print more information on the check stub.
Use Brannon’s 1412 or Ennis GPC-400 or equivalent as your standard checks. They must be crash-imprinted with:
If you write A/P and payroll checks from the same bank account, you only need to order one set of checks. Otherwise, you need to order a set of checks for each account. These checks are designed for a dot matrix printer only.
DDMS offers the ability to print checks on your laser printer. The check form can be ordered from DDMS Forms & Supplies Direct. For more information and pricing, contact: niecie@formsandsuppliesdirect.com
To use this form, you must set up your printer using the following: Form length = 60 lines per page; printer emulation = HPPCL
You must also set the Check Type field in the (LC) Vendor and A/P Parameters screen to M.
The DDMS system is capable of producing labels for a variety of purposes, including bar code labels, product labels, and shipping labels.
Each label must be 5-3/4 x 2-15/16 inches. Use Avery 4110, Daisytek 7110 or equivalent.
Each label must be 3-1/2 x 1-15/16 inches. Use Avery 4013 (1 across) or 4029 (4 across) labels or an equivalent.
Each label must be 2 x 7/16 inches. Use Westglen 04087 labels or an equivalent.
Each label must be 1.20 X 2.75 inches. Use Monarch Marking label #1227 or an equivalent.
Each label must be 1.20 X 1.10 inches. Use Monarch Marking label #1211 or an equivalent.
To purchase shipping, shelf, mailing, and product labels compatible with the DDMS system, contact:
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Brannon's |
DDMS Forms & |
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Monarch Marking |
Glen Roberts Distributing |
All
of these companies will customize forms at your request. Please contact them
if you need assistance. If you decide to use a custom form you need to have
DDMS create a custom format to match. There is a charge for this service.
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