Document Templates
- Brendan Saunders
- Shonal Singh
- Alana Arnold (Unlicensed)
Document templates are an fast and efficient way to provide your client with information relating to an order, process or product.
Templates can use a variety of merge fields from the customer contact card information, Quote/Order data or sales rep /Installer/ admin user profile information.
By designing and automating the information that is in the document you reduce any chance of an error occurring.
There is 7 different areas that a Document template can be accessed
Quote
Invoice
Statement
Docket
Receipt
Credit Note
Purchase Order
Email on Status change
Note: Document template name cannot be Job Sheet
Some useful links below
Check Order Template - including Customising the Check order
Product Configuration - Options to remove or change the product information that is shown in the document template (see image below)
Document Template Table Examples - Coming soon
Merge Fields
Below is all the merge field that you can add to your templates; ensure that you add these to the correct areas, as they may not work in the incorrect template or area
Table of main fields you can insert into Quotes and Invoices
However, these fields can be put anywhere except within the table.
Word Field Name | Description | |
Order Details | ||
Reference | Order Reference | |
DateDocumented | Date document was done | |
AcceptedDate | Date sale was accepted | |
FollowUpDate | Dispatch / Follow up date | |
InvoicedDate | Date Invoiced | |
OrderNo | Order Number | |
| RefNo | Numerical Values from the order number only (no .A .B etc) |
| Revision | Just the revision number (A B C) |
Notes | Order Notes | |
TotalExGST | Order Total Ex GST | |
TaxTotal | Order Tax Total | |
TotalIncGST | Order Total Inc GST | |
| TotalRRP | Total sell price before discounts, excluding GST |
Received_Amount | Order Deposits Received amount only (inlcudes credit) | |
Receipts_Details | Order Receipts with payment method details | |
Outstanding_Amount | Outstanding Order Amount | |
DiscountTotal | Discount Amount entered for Quote | |
Customer Details | ||
Customer_Code | Customer Code | |
Customer_Description | Company Name / Primary Contact | |
Customer_InvoiceMessage | Customer Invoice Message | |
Customer_DeliveryMessage | Customer Delivery Instructions | |
Customer Group Details | ||
CustomerGroup_Description | Customer Group Description | |
Contact Details (these can not be used in the Receipt) | ||
Contact_FormattedName | Dispatch Contact Name (Formatted <<Title>> <<First Name>> <<Last Name>> | |
Contact_FormattedAddress | Dispatch Address (Formatted <<Unit No.>> / <<Address No.>> <<Street>> <<Suburb>> <<State>> <<PostCode>> | |
Contact_Title | ||
Contact_FirstName | ||
Contact_LastName | ||
Contact_UnitNo | ||
Contact_StreetNumber | ||
Contact_Building | ||
Contact_Street | ||
Contact_StType | ||
Contact_Suburb | ||
Contact_State | ||
Contact_PostCode | ||
Contact_Country | ||
Contact_Email | ||
Contact_DirectPhone | ||
Contact_Mobile | ||
Contact_PhoneOtherDescn1 | ||
Contact_PhoneOther1 | ||
Contact_PhoneOtherDescn2 | ||
Contact_PhoneOther2 | ||
Billings Details | ||
Billing_FormattedName | Billing Contact Name (Formatted <<Title>> <<First Name>> <<Last Name>> | |
Billing_FormattedAddress | Billing Address (Formatted <<Unit No.>> / <<Address No.>> <<Street>> <<Suburb>> <<State>> <<PostCode>> | |
Billing_Title | ||
Billing_FirstName | ||
Billing_LastName | ||
Billing_UnitNo | ||
Billing_StreetNumber | ||
Billing_Building | ||
Billing_Street | ||
Billing_StType | ||
Billing_Suburb | ||
Billing_State | ||
Billing_PostCode | ||
Billing_Country | ||
Billing_Email | ||
Billing_DirectPhone | ||
Billing_Mobile | ||
Billing_PhoneOtherDescription1 | ||
Billing_PhoneOther1 | ||
Billing_PhoneOtherDescription2 | ||
Billing_PhoneOther2 | ||
Branch Details | ||
Branch_Description | Branch Description per Branch setup. | |
Branch_AddressLine1 | ||
Branch_AddressLine2 | ||
Branch_DirectPhone | ||
Branch_Fax | ||
Branch_Email | ||
Sales Representative Details | ||
SalesRepresentative_Description | Sales Rep's name | |
SalesRepresentative_Mobile | ||
SalesRepresentative_Email | ||
Installers Details | CheckMeasure_Installer_Code | Installer or Rep who Check Measured Code |
CheckMeasure_Installer_Description | Installers or Rep who Check measured Description | |
Installer_Code | Installers Code | |
Installer_Description | Installers Description | |
| CheckMeasure_Date | Check measure scheduled date |
| CheckMeasure_Time | Check measure scheduled time |
| Dispatch_Notes |
|
Account Details (Not yet available) | ||
Deposits | Total money received against this order. | |
Current | ||
30Days | ||
60Days | ||
90Days | ||
AmtIncTax | ||
User Details (Not yet available) | ||
User_Name | ||
AcceptedByUser_Name | ||
Deposits | ||
MinimumDeposit_Percentage | The Min Deposit % Set | |
MinimumDeposit_Amount | The Min Deposit amt. set |
Table of main fields you can insert into Purchase orders
Word Field Name | Description | |
|---|---|---|
Purchase Orders | ||
| Supplier_Code | Suppliers contact card code |
| Supplier_Description | Company Name/Primary Contact |
RefNo | Purchase Order Reference | |
ItemDescription | Purchase Order Item Description (Supplier Description/Code) | |
ItemNumber | Purchase Order Line Number | |
QuantityOrdered | Purchased Qty Ordered | |
QuantityOriginallyOrdered | Purchased Qty Originally Ordered | |
QuantityReceived | Purchased Qty Received | |
UnitCost | Purchase Order Item Unit Cost | |
DiscountPercentage | Purchase Order Item Discount % | |
AmountDiscount | Purchase Order Item Discount amount | |
ETADate | Purchase Order ETA Date | |
OriginalETADate | Purchase Order Original ETA Date | |
ConfirmedDate | Purchase Order Confirmed Date | |
ForeXCode | Foreign Exchange code | |
LastPurchaseForeX | Last Purchase price Foreign Exchange | |
| AmountForeX | Total line amount |
| TotalAmountForeX | Total order amount ForeX |
| TotalAmount | Total order amount |
| UnitCostForeX | Purchase Order Item Unit Cost ForeX |
| SupplierProductCode |
|
| SupplierProductDescription |
|
| InventoryCode |
|
| InventoryDescription |
|
Table of item fields you can insert within the products area.
These fields only work within the table.
These all need to start with tbl_OrderItems_ for example RRP is entered as tbl_OrderItems_RRP
Word Field Name | Description | |
Order Item Details | ||
ItemDescription | Usually contains Location. | |
ItemNumber | Order Line Number. | |
ItemWidth | ||
ItemHeight | ||
ItemDepth | ||
| SQM | Shows the square meter of the inventory line calculated as =Width x Lenght / 1000000. The square meters is rounded to 2 decimal points. E.g. 1500 width x 1650 length will show 2.48 |
Qty | ||
UnitCost | ||
RRP | Sell Price before discounts. | |
Amount | Sell Price after discounts ex GST | |
AmountIncGST | Sell Price after discounts inc GST | |
Outstanding_Amount | Amount Outstanding | |
Tax | ||
CustomerDiscountPercentage | Discount as per Customer Discount Grid | |
DiscountAmount | ||
InventoryGroupCode | Inventory Group Code (Roll) | |
InventoryGroupDescription | Inventory Group Descn (Rollers) | |
InventoryMaterial | Also known as Description Part 1 | |
InventoryMaterialType | Also known as Description Part 2 | |
InventoryColour | Also known as Description Part 3 | |
UnitsSellCode | Selling unit abbreviation from Units of Measure table | |
UnitsSellDescription | Selling Unit full description from Units of Measure table | |
*** Pick this >>>>> | OptionsDescription | Include options as setup in Order Options to show screen. *Use this to include General Notes from the Finalisation Screen (Group Option Extras) |
*** OR this >>>>> | OptionsDescriptionBasic | Include ALL options selected separated by commas. |
Option Description | These are used by Order Options to Show - Show Pricing = False** | |
OptionsQty | Quantity for Options/components only | |
OptionsRRP | Sell Price before discounts | |
OptionsAmount | Sell Price after discounts ex GST | |
OptionsAmountIncGST | Sell Price after discounts inc GST | |
OptionsDiscounts | Discount as per Customer Discount Grid | |
OptionsUnitsSellCode | Selling unit abbreviation from Units of Measure table | |
OptionsUnitsSellDescription | Selling Unit full description from Units of Measure table | |
| OptionsInventoryCode | Inventory Code for Options only - Useful for Component only Groups |
| OptionsInventoryDescription | Inventory item Description |
Inventory Group Details | ||
InventoryGroupCode | ||
InventoryGroupDescription | ||
Inventory Details | ||
InventoryDescription | Adds Descn Part 1,2 & 3 together | |
InventoryMaterial | ||
InventoryMaterialType | ||
InventoryColour | ||
Units Details | ||
UnitsSellCode | ||
UnitsSellDescription |
Statement Merge Fields
Table of item fields you can insert within Statements.
These fields only work within the table
Statement Fields | Word Field Name | Description |
|---|---|---|
Statement_Start_Date | The date from and including of account transactions to show in Statement. | |
Statement_End_Date | The date up to and including of account transactions to show in Statement. | |
Invoice_Date | ||
Reference_No | Order Number & Invoice Date | |
OrderNo | ||
Reference | ||
Invoice_Total | ||
Amount_Unpaid | ||
Running_Balance |
Tips & Tricks
Ways to insert text
You can add static text (that doesn't change) - like your standard payment terms and conditions - to your DOCX template.
The best way to do this is to add text to a table in the template. However, if you add text outside a table, you'll need to highlight your text > right-click > select Paragraph... > click Line and Page Breaks tab > check the box Keep lines together.
If you don't use either of these methods, your text may be hidden when you generate your sales invoice, credit note or statement.
You might find it easier viewing the tables in the template layout by enabling View Gridlines in Word. To do this in Word 2013 click inside a table TABLE TOOLS displays in menu, under it select LAYOUT tab and then View Gridlines.
Auto Size Table Cells
When formatting the Document Body where the Item Options are to show if the paragraph doesn't resize you need to go to the bottom border and double click this sets it to auto resize the same as in Excel. If you drag the border this will turn off the auto resize.
Date and Numeric Format Examples
The following table includes formatting examples for the date and number types mail merge fields.
Field Format | Merge Field Syntax |
|---|---|
To use standard date formatting: 10/26/2012 |
|
To use simple date formatting: 20121026 |
|
To use text date formatting: OCT 2012 |
|
To use standard percentage formatting: 0.08 |
|
To use percentage symbol formatting: 8% |
|
To specify a label for a quantity: 3.0000kg |
|
To specify a symbol for a currency: €12,13.8 |
|
To specify a currency up to 2 decimal places: € 200.85 | \# "€#,##0.00" |
Change the Decimal places to 2 | \# "0.00" |
Show no Decimal place. | \# "0." |
Other links that may be helpful
Deleting a Document Template
Select the template to be deleted from the list.
Having opened the document template scroll to the bottom and on the far right is a button click this. You will be asked to confirm the delete once confirmed the document cannot be recovered.