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Working with Document Templates

Transactional Documents (Invoices, Sales Orders and Purchase Orders) can be configured to match your business and product/service delivery.

Document Templates allows you to:

  1. Change the look and feel of the printed Document
  2. Change the Line Item table columns displayed in the application.

Document Templates are available for:

  • Purchase Orders
  • Sales Quotes
  • Cash Sales
  • Sales Orders
  • Sales Invoice
  • Customer Refund
  • Customer Credit Note
  • Customer Delivery Note
  • RMAs
  • Cash Purchase
  • Purchase Quote
  • Bill
  • Supplier Refund
  • Supplier Credit Note
  • Item Receipt
  • Supplier Payment
  • Expense Claims
  • Timesheets
  • Customer Statements

As an example we will discuss the Sales Invoice Document. The same principles apply to the other Document Templates.

How to use the default templates

A number of standard Document Templates such as Time and Materials, Services, etc. are available.

Each Template is relevant for different types of businesses, such as product and service companies.

While working in a document, you can change the Template directly via the Template drop-down list. (See below) Changing the Template will affect the page layout, the Line Item table, and the printed Document.

Select the document template here

Select the document template here

The Document template can be changed at any time.

How to set the default Document Template

  1. To change the default Document Template, from the Document Action Bar click ‘Configure‘.
  2. The Document’s configuration page will open. (shown below).

Sales Invoice Document Configuration

Sales Invoice Document Configuration

  1. Click on ‘Edit‘.
  2. Select the field next to ‘Default Sales Invoice Template‘.
  3. From the drop down, select the appropriate template, such as ‘Time and Materials‘.
  4. Click ‘Save‘.

From here on, every new Sales Invoice will make use of the ‘Time and Material‘ Template.  Should you wish to use the ‘Standard‘ Template now and then, it can be changes on the Document itself. (See above – How to use Default Templates)

How to modify an Existing Template’s Printing Style

As an example we will use the Sales Invoice. The same principles apply to the other Document Templates.

  1. From the Explorer click SetupConfiguration.
  2. From the pane on the right, select the green ‘Sales Invoice‘.
  3. The document titled ‘View Sales Invoice Configuration’ will open.
  4. From the four existing default templates shown, select ‘Viewview next to the ‘Time and Material‘ entry.
  5. The Time and Material Template will be displayed.
  6. Select ‘Edit’ as shown below.
  7. From here, color, print style, header, footer and all fields to be printed (or not) can be modified and selected/deselected.
  8. An example Document can be printed by clicking ‘Print Example‘ to see what the Document will look like.
  9. Select ‘Save’.

The Sales Invoice Document Template

The Sales Invoice Document Template

NOTE:
The only tab that affects the screens seen in the app is ‘Columns‘. All other tabs only change the printed Document.

How to modify an Existing Template’s Line Item Columns

As an example we will use the Sales Invoice. The same principles apply to the other Document Templates.

  1. From the Explorer click SetupConfiguration.
  2. From the pane on the right, select the green ‘Sales Invoice‘.
  3. The document titled ‘View Sales Invoice Configuration’ will open.
  4. From the four existing default templates shown, select ‘View’ view next to the ‘Time and Material‘ entry.
  5. The Time and Material Template will be displayed.
  6. Select ‘Edit’ as shown below.
  7. Click on the ‘Columns‘ tab.
  8. Select which columns are to be displayed in the application, and which are to appear when printed, by selecting and deselecting the tickmarks.

Setting the columns to display

Setting the columns to display

How to modify an Existing Template’s Header Information

Follow steps 1. -> 15. Above.

  1. Select the ‘Header’ tab.
  2. Select which options are to be displayed in the application by selecting and deselecting the tick boxes.

Example 1:

Change the header to use a company logo image rather than the default (the company name in text). Also see Uploading your Company Logo.

By selecting the tick box next to ‘Company logo’, the logo will then be displayed.

configuration sales invoice template header

Example 2:

Change the title of the Document to ‘Sales Invoice‘ rather than ‘Invoice‘.
Scroll down to Document Information section.
Click inside the field, and type ‘Sales’ before the word ‘Invoice’.

How to modify an Existing Template’s field and footer information

Follow steps 1. -> 15. Above.

  1. Select the ‘Fields‘ tab or ‘Footer’ tab.
  2. Select which options are to be displayed in the application by selecting and deselecting the tick boxes.
  3. Modify field names if required, by typing inside the text fields.

How to create Custom Printing Styles

If your company wants to print Documents with a specific style, or content it can be done via the ‘Custom Print Style’ tab.

To print Sales Invoices with special terms/conditions, or with the logo in a different place you can upload custom printing styles for all Documents. This provides great flexibility, and effectively allows you to design your own printed styles.

Upload Custom styles via the Customer Print Styles tab using XSL Formatting Objects standard.

If you require more information about this feature please contact Customer Services.

How to create a new Document Template

As an example we will use the Sales Invoice. The same principles apply to the other Document Templates.

  1. From the Explorer click SetupConfiguration.
  2. From the pane on the right, select the green ‘Sales Invoice‘.
  3. The document titled ‘View Sales Invoice Configuration’ will open.
  4. Select ‘New Template’ at the top.
  5. The ‘New Sales Invoice Template’ will open.
  6. Give it an appropriate name.
  7. Modify it by following the above-mentioned ‘How to’ guides.