Guidelines to Write Documentation

How to Write ERP Form Documentation

1. Introduction (Start Here): Begin with a simple explanation of the form.

What to write:

• What the form is used for
• Where it is used
• Why it is important
• Which processes it supports

How to write:

• Start with: “The [Form Name] is used to…”
• Write 2–3 simple lines
• Then add process points in bullets

Example:

• Purchasing
• Stock Transfer
• Manufacturing

2. What Information the Form Captures: Explain what kind of data is filled in the form.

Include:

• Important details like item, quantity, warehouse
• Why this information matters

Write like this:

• Item details
• Quantity
• Location
• Purpose

3. Fields Section (Most Important Part): This is the main part of your documentation.

Follow This Structure Always

Fields in [Form Name]

→ Tab Name

 → Section Name

    →photo of the fields in the section

    → Field Name

       → What it does

       → System behaviour (if any)

       → Example (if needed)

4. Divide by Tabs: Break the form into tabs. Include all the tabs in the form.

5. Divide Each Tab into Sections: Inside each tab, group fields properly. change colour of the field in purple if its custom field, add tab spacing for all the fields in a section

Common sections:

• Document Header
• Organization Details
• Party Information
• Inventory Section
• Reference Section

6. How to Explain Each Field: For every field, use this simple format:

Format:

Field Name:

• What it does
• Why it is used
• System behaviour (if any)

7. Mandatory & Conditional Fields

Mandatory fields:Write (Mandatory) clearly

Conditional fields: Explain like this:

   System Response:

   When [condition is selected] →

   These fields appear

8. Custom / Special Fields: Custom fields created by Company Developers.

If there are special fields (like F-67, F-76):

Explain:

• Why it is used
• What happens when selected
• Which fields appear
• Give a real example

Note: if there are any tabs which are triggered by any field mention it.

9. Add Real Examples if needed: Examples make documentation easy to understand.

Format:

Example:

• User selects…
• Enters…
• System does…

10. Items Table (If Present): Explain table columns clearly.

Format:

• Item Code → From item master
• Quantity → Required amount
• Warehouse → From where item will come

11. Add Notes (If Needed): Mention important organization-specific points.

Example:

Note:

Our organization mainly uses:

• Purchase
• Material Transfer
• Material Issue
• Manufacture

12. Terms Tab: Keep it short and simple.

Include:

• Field name
• Purpose
• Why it is important

13. Writing Style (Very Important)

Use:

• Simple language
• Clear sentences
• Easy words

Avoid:

• Difficult terms
• Long sentences
• Confusing explanations

14. Formatting

Use:

• Headings(tabs)
• Sections in tab use(A,B,C,….)
• Numbering(for one tab section use numbering 1,2,3,…for fields continue in the next section then for next tab start from 1,2,3… )

Avoid:

• Big paragraphs
• Messy structure

15. Final Checklist ✔️

Before finishing, check:

• Introduction is clear
• All tabs are explained
• All fields are covered
• Mandatory fields marked
• Conditions explained
• Examples added
• Easy to understand

Final Tip

Always think like a beginner.

Ask yourself:

“Will a new user understand this?”

If yes → Your documentation is perfect .

For reference check Material Request Documentation