In the realm of Microsoft Great Plains (GP), there are diverse methods for dispatching invoices, orders, and other documents to both customers and vendors. Typically, organisations adhere to a unified format across the entire enterprise to maintain clarity and precision, mitigating any potential confusion for recipients.

However, complications may arise when it is required to send multiple invoices with distinct formats for the same customer. Microsoft GP addresses this challenge adeptly by leveraging Word templates, unlocking a spectrum of possibilities for tailoring the formats of invoices, orders, and statements. This not only facilitates a more polished and professional appearance but also offers a departure from the standard report layout.

In scenarios where there is a need to send SOP invoices for a subsidiary company with a distinct invoice format from the main company, while still maintaining a unified tracking of customer balances under one debtor account, Great Plains (GP) offers a versatile solution. This is achieved through the utilisation of different document formats available in GP, namely Blank Paper, Short Form, Long Form, and Other Forms. This flexibility allows for the creation of up to four distinct invoice formats for the same customer.

The definition of each Sales Order Processing (SOP) document type’s format is carried out using modified Word templates within GP. The XML fields of these Word templates can be updated using GP’s report writer module. This module not only facilitates the addition of extra fields to the Word template but also allows the definition of custom-calculated fields. Consequently, organisations can tailor SOP documents to their specific needs, incorporating additional data fields and calculations as required. This level of customisation enhances the adaptability of the system, providing a powerful tool for presenting documents in a manner that aligns with the unique preferences and requirements of diverse entities within the organisation.