Document Templates

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

Some useful links below

Adding a new Document Template
Check Order Template - including Customising the Check order
Insert a payment Gateway link or image
Product Configuration - Options to remove or change the product information that is shown in the document template (see image below)

Using Formulas in the Document Template
Inserting, moving or deleting a Field
Calculations using Merge Fields
Document template examples
Document template - Quote Layout
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
	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

	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	Order Amount Foreign Exchange
	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 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

Field Format	Merge Field Syntax
To use standard date formatting: 10/26/2012	`{MERGEFIELD Invoice.InvoiceDate}`
To use simple date formatting: 20121026	`{MERGEFIELD Invoice.InvoiceDate \@ yyyyMMdd}`
To use text date formatting: OCT 2012	`{MERGEFIELD Invoice.InvoiceDate \@ MMM yyyy}`
To use standard percentage formatting: 0.08	`{MERGEFIELD TaxItem.TaxRate}`
To use percentage symbol formatting: 8%	`{MERGEFIELD TaxItem.TaxRate \# ##%}`
To specify a label for a quantity: 3.0000kg	`{MERGEFIELD Usage.Quantity \# #,##kg0.0000}`
To specify a symbol for a currency: €12,13.8	`{MERGEFIELD Invoice.Total \# €#,# 0.0}`
Change the Decimal places to 2	\# "0.00"
Show no Decimal place.	\# "0."

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.

BUZ Documentation