System allows to create custom order templates in Excel format. These templates are used when orders are send to specific target in PDF or Excel format.
To create a new template, create new Excel file and using following tags prepare desired order structure:
Customer information
| <NAME> |
From system settings
|
| <ADDRESS> | |
| <PHONE> | |
| <EMAIL> |
General information
| <DATE> | Order date |
| <ORDER_ID> | Id of the order |
| <ORDER_REFERENCE> |
Purchase order reference
|
| <ORDER_TYPE> |
Type of order (purchase, service, calibration)
|
| <ORDER_NOTE> |
Note from order detail
|
| <CURRENCY> |
Vendor currency
|
Deliver information
| <SHIP_TO_ADDRESS_STREET> | Stock address |
| <SHIP_TO_ADDRESS_STREET_NUMBER> | |
| <SHIP_TO_ADDRESS_POSTAL_CODE> | |
| <SHIP_TO_ADDRESS_CITY> | |
| <SHIP_TO_ADDRESS_COUNTRY> | |
| <SHIP_TO_ADDRESS_REGION_CODE> | |
| <STOCK_NAME> |
Name of target stock
|
| <DEVICE_NAME> |
Name of target device (if order is per device)
|
| <DEVICE_DESCRIPTION> |
Description of target device (if order is per device)
|
| <DEVICE_PHYSICAL_LOCATION> |
Physical location of target device (if order is per device)
|
| <VENDOR_NAME> |
From vendor information
|
| <VENDOR_ID> |
From vendor information
|
| <VENDOR_PRIMARY_EMAIL> |
From vendor information
|
| <VENDOR_ADDRESS_STREET> |
Address (including street number) from vendor information. If more addresses are available, address created first will be used in order
|
| <VENDOR_ADDRESS_CITY> | |
| <VENDOR_ADDRESS_POSTAL_CODE> | |
| <VENDOR_ADDRESS_COUNTRY> | |
| <VENDOR_ADDRESS_COMMENT> | |
| <CUSTOMER_NUMBER> |
From vendor information
|
| <SHIP_TO_ID> |
From vendor information
|
| <DELIVERY_CONDITION> |
From vendor information
|
| <TERMS_OF_PAYMENT> |
From vendor information
|
| <SHIPPING_NOTE> |
From vendor information
|
Order content
| <PRODUCTS> |
Starts products section. Section must be closed with related tag. This tag must always be placed in the first column of a template.
|
| <LINE_NUMBER> | Line number of ordered item |
| <ITEM_ID> | ID of item |
| <ORDER_CODE> |
Item order code
|
| <PURCHASE_QTY> |
Purchase quantity if Purchase Order and Sent Quantity if Service Order
|
| <ITEM_NAME> | Item name |
| <ITEM_DESCRIPTION> |
Item description
|
| <ITEM_PRICE> |
Price per item piece
|
| <TOTAL_PRICE> |
Total price of item in the order
|
| <ITEM_NOTE> |
Note for item in the order
|
| <ITEM_SERVICE_NOTE> |
Service note from assignment to device
|
| <ITEM_DEVICE_NAME> |
Name of target device (if order is per stock)
|
| <ITEM_DEVICE_DESCRIPTION> |
Description of target device (if order is per stock)
|
| <ITEM_DEVICE_PHYSICAL_LOCATION> |
Physical location of target device (if order is per stock)
|
| <ITEM_BAR_CODE> |
Bar code of an item
|
| <VAS_CODE> |
Value added services code
|
| <VAS_TYPE_CODE> |
Value added services type code
|
| <VAS_CONTENT> |
Value added services content
|
| <ITEM_CF_custom field name> |
Custom field of item. Custom field name part in the tag must be replaced by name of a custom field, as is shown on item detail or set in system settings
|
| <UNIT_OF_MEASURE> |
Unit of measure for purchase (purchase unit of measure for purchase orders, dispense unit of measure for service orders)
|
| <ITEM_MANUFACTURER> |
Name of item\’s manufacturer
|
| <ITEM_MANUFACTURER_ID> |
Manufacturer ID of an item
|
| <EXPECTED_DATE> |
Expected date of delivery
|
| <REQUESTED_DELIVERY_DATE> |
Requested date of delivery
|
| </PRODUCTS> |
Ends products section. This tag must always be placed in the first column of a template.
|
| <ORDER_TOTAL_PRICE> |
Total price of all items in the order
|
When order is generated using the template, all fields using these tags are replaced with information from the system. For ordered products content inside <PRODUCTS></PRODUCTS> tag will be repeated for each item in an order.
It is possible place Excel formulas to templates to perform additional calculations or to add dynamic content. Formulas can be placed both inside or outside of <PRODUCTS></PRODUCTS> lines. If formula is placed within these lines, addresses within such formula will be updated for each product line added to order based on address type. Please refer to Excel manual for more information how to set static/dynamic addresses in formulas.
It is recommended to insert one empty column as most right column to ensure, that all information will be filled correctly
Pair tags <PRODUCTS></PRODUCTS> must be always placed on the first column of a template, otherwise will be ignored
Example of order template in Excel file is shown below:
| Order no.: <ORDER_ID> | ||||
| Customer no.: <CUSTOMER_NUMBER> | ||||
| Order date: <DATE> | ||||
| CUSTOMER | DELIVERY ADDRESS | |||
| <NAME> | <SHIP_TO_ADDRESS_STREET> | |||
| <ADDRESS> | <SHIP_TO_ADDRESS_STREET_NUMBER> | |||
| <PHONE> | <SHIP_TO_ADDRESS_CITY> | |||
| <EMAIL> | <SHIP_TO_ADDRESS_POSTAL_CODE> | |||
| Order code | Name | Price for piece | Purchase quantity | Total price |
| <PRODUCTS> | ||||
|
<ORDER_CODE>
|
<ITEM_NAME> | <ITEM_PRICE> | <PURCHASE_QTY> | <TOTAL_PRICE> |
|
<ITEM_DESCRIPTION>
|
||||
| </PRODUCTS> | ||||
| Order total: <ORDER_TOTAL_PRICE> |
Order templates support formatting of data cells – changing font colors, size and style, cell colors and sizes are supported. Custom images can be inserted to be a part of the template. Verified image types when converting order to pdf, (.png .jpg .gif). More than one tag can be used in single cell.
When defining a template, always take care to page layout. To check layout of fields on a page, select ‘View’ -> ‘Page layout’ in Excel and set the layout properly
When template is prepared, insert it into system in system settings to enable it (Purchase). Specify order as template type.