Minimum Version Required: 23.01
Pre-Conditions
In order to create a document template, Templates must already be created through template designer.
Please see our help resource on Template Designer for information on how to create and edit a template.
Steps
Once an Invoice template is created in Template designer, the next step is to assign the Template to a Document Template. Then, The Document Template is assigned at the Location, Chain, Customer or Split Invoice level.
How to create a document template:
Go to the Document Template Table
Click Add Document Template
Enter a document template name
Attach the Invoice, Invoice BOL and Quote Template
Click Add Record
How to edit a Document Template:
Go to the Document Template Table
Select a Document Template
Click edit record or edit a specific field
Update the name or templates
Click Save Changes
How to set a Document Template:
Go to the Table where you would like to check or set the Document Template (Locations, Chains, Customers, or Split Invoices)
Filter to the specific record you would like to update.
Click the edit icon under the Document Template field
Select your Document Template
Click Save Changes
Troubleshooting Which Template is BeingUsed
Open the Split invoice record on a particular invoice. Is there a Document Template assigned? If yes, we will be using this template on this invoice.
If not, open the Customer record on the Invoice. Is there a Document Template assigned? If yes, this Customer uses the Invoice/BOL/Quote template within the assigned Document Template.
If not, open the Chain record the Customer belongs to. Is there a Document Template assigned? If yes, the Chain as a whole uses the Invoice/BOL/Quote template within the assigned Document Template.
If the Document Template is not assigned to any of the above records, then click on the Location on the Customer record. The Document Template (and thus the Invoice/BOL/Quote template within the Document Template) assigned here applies to all customers within the Location as the Default.
Fields And Definitions
Document Templates: Acts as a folder containing your Invoice, Bill of Lading, and Quote Templates. The templates can be specifically formatted in the Template Designer to ensure when printing, each print as expected and as desired for specific invoices, customers, chains, or locations. The Document Template can be set in 4 places and is a granular hierarchy on which is chosen. Essentially this means if it is set on the lowest level, it will override whatever is higher in the hierarchy.
Invoice Template: The invoice template that prints once invoices are locked.
Invoice Bill of Lading Template: The Invoice Bill of Lading Template that prints when invoices are not yet locked/delivered.
Quote Template: The Quote Template that prints for all invoices on a Quote route type.
Best Practices
Template Hierarchy
(Highest level of granularity to lowest level)
Split Invoice - set on the Customer or Chain Split Invoice Record. This is used when a customer needs something like non-alc and alc products looking different on split invoices. (Overrides Customer, Chain and Location Template)
Customer - set on the Customers Table. Used for a specific customer needing a specific invoice view. (Overrides Chain and Location Template)
Chain - set on the Chains Table. Used when a specific chain needs a specific template view. (Overrides Location Template)
*Location - linked through the Customers Location. Applies to all Customers in the Location. (Default Template when none of the above are set)
If the Document Template is set at any level, it will override any Document Template set at a lower level of granularity.
- Example: If a Document Template is set on both the Customer and the Chain, the Customer Document Template is used because it is higher in the heirarchy.
- If all Customers in a Chain should use the same Document Template, the Document Template should be left blank/Null on the Customer records.
Document Templates are required on the Locations Table, so if a Customer/Chain does not have a Custom Template, it will default to the Location Document Template.
Make Document Template names descriptive to let others know at a glance what the Template is for. (Walmart Chain, Location A Default, Walmart #293 w/ AR, etc.)