Prenumbered Form
Definition
Any official form that you are legally bound to use for a given business document. They are numbered sequentially, so that each has its own individual number (see Official Document Number ).
Use
Each country that works with prenumbered forms issues different forms for different types of business document, for example, for invoices or delivery notes. Business documents that require the use of prenumbered forms are only valid if written or printed on the appropriate form.
You are required to keep track of all prenumbered forms that you deal with, both incoming and outgoing. The system allows you to do so. When you receive a document printed on a prenumbered form, for example, an invoice from a vendor, you post it using the standard procedure, but you also enter the form's official document number. As far as outgoing forms are concerned, you purchase the forms that you need from a state-approved agency. You then record the forms' official document numbers in the system. As you use them, the system automatically records which documents are printed out on which forms.
Structure
In the system, you organize your forms as follows:
For each type of form that you use (for example, invoices or delivery notes), you define a form type .
Approved agencies sell forms in large quantities known as lots . When you purchase a form lot, you record it in the system.
You can divide lots up into more manageable chunks known as books . Again, you must record each of these books in the system.
Each form has only a limited amount of room, so you have to define how many items fit on each .