Templates

Print forms, document email, labels, and screen layouts.

7. Templates

The Templates menu controls how your documents look on paper and in email, what your labels carry, and which fields appear on screens.

Print templates

Where to find it: Admin › Templates › Print templates

Every document has a built-in print form used when it is printed or emailed. To change the look, copy a built-in form (or click New ship doc form) and edit the copy in the form designer; the preview updates as you work. Checked fields on a custom form are the fields on the PDF, including a PDF attached by an alert.

When a document is printed or emailed, Orders2Ship uses an active custom template for that document type that is marked Is default and whose Doc status filter allows the document's status. Otherwise the built-in template is used. A purchase order on the built-in template keeps the standard vendor layout, with your logo at the top; to apply the designer's settings to purchase orders, make a custom purchase-order template and mark it Is default.

The design settings below apply to the printed and emailed PDF as well as to the preview. Pages are added automatically when lines do not fit; each later page repeats the title, the document number, and the column headings.

Who can change these settings: Roles with the Company Edit right. Out of the box that is Admin and GM. Other roles see the page read-only.

Name, Description, and Active

The template's name and a note on what it is for, and whether it can be used. Untick Active to retire a template without deleting it.

Who can change it: Roles with the Company Edit right. Out of the box that is Admin and GM. Other roles see the page read-only.
Example: "Invoice - no prices" for packing slips.

Is default

Lets this custom template be used when documents of its type are printed or emailed. A custom template that is not ticked is not chosen automatically. Tick it on the template most documents should use.

Default: Off.
Who can change it: Roles with the Company Edit right. Out of the box that is Admin and GM. Other roles see the page read-only.
Example: Tick it on "Invoice - standard".
Which should I choose? Tick it on one template per document type, or on several with different Doc status filters.
Caution: If several ticked templates allow the same status, only one of them is used; give each a different Doc status filter.

Document

The document type the template prints: quote, sales order, ship doc, customer return, purchase order, receiver, vendor return, adjustment, value adjustment, repair order, work order, transfer, or count. Set it once when you create the template.

Who can change it: Roles with the Company Edit right. Out of the box that is Admin and GM. Other roles see the page read-only.
Example: ship doc.

Doc status filter

Limits the template to documents in the ticked statuses. Leave everything clear to use it in any status; tick statuses to have, for example, a pro-forma layout before shipping and an invoice layout after.

Default: None ticked (any status).
Who can change it: Roles with the Company Edit right. Out of the box that is Admin and GM. Other roles see the page read-only.
Example: Tick Processing and Approved on "Pro-forma invoice".

Send to type

Which address a document is emailed to when it is sent with this template: Contact, Billing, or Shipping. Billing falls back to the contact; Shipping falls back to billing, then contact. Use Billing for invoices that go to accounts payable.

Default: Contact.
Who can change it: Roles with the Company Edit right. Out of the box that is Admin and GM. Other roles see the page read-only.
Example: Billing for ship doc invoices.

Title

The heading printed at the top of the document. Use the word your customers expect.

Default: The document name (ship doc forms use Invoice).
Who can change it: Roles with the Company Edit right. Out of the box that is Admin and GM. Other roles see the page read-only.
Example: "Invoice" on ship docs, "Pro-forma" on a pre-shipment form.

Theme

Sets the template's style. Modern uses your own colors, sizes, and margins. Classic uses a serif font, a dark brown accent, a title of at least 18 points, and white column headings. Compact caps the title at 13 points, the line text at 10, and every margin at 18.

Default: Modern.
Who can change it: Roles with the Company Edit right. Out of the box that is Admin and GM. Other roles see the page read-only.
Example: Classic for a traditional invoice.
Which should I choose? Modern when you set your own colors and sizes; Compact for long packing lists.
Caution: Classic replaces your Accent color and Item font color, and Compact can only make sizes and margins smaller, so changes to those settings may not show while either style is chosen.

Orientation

Portrait (8.5 inches wide) or Landscape (11 inches wide) for the PDF and the preview. Use Landscape for documents with many columns.

Default: Portrait.
Who can change it: Roles with the Company Edit right. Out of the box that is Admin and GM. Other roles see the page read-only.
Example: Landscape for a wide count sheet.
Which should I choose? Portrait for most documents.
Caution: Pages are US Letter size in both orientations.

Show logo

Prints your logo, from Logo address on Company info, in the header at the Logo size and Placement chosen below. If there is no logo image, or it cannot be read, your company name prints instead. Clear it to leave the logo off.

Default: On.
Who can change it: Roles with the Company Edit right. Out of the box that is Admin and GM. Other roles see the page read-only.
Example: On for invoices, off for internal pick tickets.
Which should I choose? On for anything that goes to a customer or vendor.
Caution: The designer's preview shows your company name in the logo's place; print a test document to see the image.

Logo size

How large the logo prints: Small, Medium, or Large. An image is fitted, without stretching, inside about 1 by 1/3 inch, 1.5 by 1/2 inch, or 2.2 by 2/3 inch; a company name prints at about 11, 16, or 22 points. Use Small on dense documents.

Default: Small.
Who can change it: Roles with the Company Edit right. Out of the box that is Admin and GM. Other roles see the page read-only.
Example: Medium.
Which should I choose? Small or Medium; Large suits short documents with a long title space.
Caution: A long company name is shortened to fit the header.

Placement

Where the logo sits in the header: Left, Center, or Right. With Left the document title prints on the right; with Center or Right the title moves to the left.

Default: Left.
Who can change it: Roles with the Company Edit right. Out of the box that is Admin and GM. Other roles see the page read-only.
Example: Right, with the title on the left.
Which should I choose? Left, to match most letterheads.
Caution: When Show barcode is on, the barcode sits beside the logo and moves with it.

Accent color

The color of the header band and the column-heading row, as a hex color code. The title prints in white on it, so use a dark brand color.

Default: #0B2A5B (navy).
Who can change it: Roles with the Company Edit right. Out of the box that is Admin and GM. Other roles see the page read-only.
Example: #0B2A5B.
Which should I choose? Your darkest brand color.
Caution: Classic replaces it with dark brown, and a value that is not a six-digit hex code prints navy.

Show barcode

Prints a scannable Code 128 barcode of the Barcode field in the header, with the value printed under the bars. Clearing it also leaves the document number and tracking number fields off the form. Keep it on if you scan paperwork.

Default: On.
Who can change it: Roles with the Company Edit right. Out of the box that is Admin and GM. Other roles see the page read-only.
Example: On for pick tickets scanned at the dock.
Which should I choose? On for documents that come back to be scanned; off for marketing-style quotes.
Caution: Long values make a wide barcode; the document number is the easiest to scan.

Barcode field

The document field the barcode encodes, such as Doc number or Tracking number. If that field is empty on a document, the document number is used instead.

Default: Doc number.
Who can change it: Roles with the Company Edit right. Out of the box that is Admin and GM. Other roles see the page read-only.
Example: Tracking number on a ship doc form.
Which should I choose? Doc number, unless your team scans another value.
Caution: Test-print a document and scan it once before relying on a new field.

Font family

The typeface: Open Sans, PT Serif, Georgia, or Courier New. Choose a clean sans-serif for most documents.

Default: Open Sans.
Who can change it: Roles with the Company Edit right. Out of the box that is Admin and GM. Other roles see the page read-only.
Example: Georgia for a more traditional invoice.

Header and footer (font size)

The size of the document title in the header band, from 10 to 28 points. Make it larger for a bold heading on short documents.

Default: 16.
Who can change it: Roles with the Company Edit right. Out of the box that is Admin and GM. Other roles see the page read-only.
Example: Header 18.
Which should I choose? 16 to 20 for most documents.
Caution: Classic raises the title to at least 18 and Compact lowers it to at most 13; page numbers print at a fixed small size.

Item (font size)

The size of the line text and the column headings, from 8 to 18 points. Make it smaller if long orders run onto extra pages.

Default: 12.
Who can change it: Roles with the Company Edit right. Out of the box that is Admin and GM. Other roles see the page read-only.
Example: Item 10.
Which should I choose? 10 to 12 for most documents.
Caution: Compact lowers it to at most 10.

Item font color

The text color of the column headings, which print on the accent color. Keep it light on a dark accent.

Default: #ffffff (white).
Who can change it: Roles with the Company Edit right. Out of the box that is Admin and GM. Other roles see the page read-only.
Example: #ffffff.
Which should I choose? White, unless your accent color is light.
Caution: Classic always uses white.

Margins (Left, Right, Top, Bottom)

Space between the page edge and the content, in points (72 points = 1 inch), from 0 to 96 on each side. Increase them if a printer cuts off the edges or you print on letterhead.

Default: Left and Right 36, Top and Bottom 24.
Who can change it: Roles with the Company Edit right. Out of the box that is Admin and GM. Other roles see the page read-only.
Example: Top 72 to clear a letterhead.
Which should I choose? At least 18 on every side for office printers.
Caution: Compact caps every margin at 18.

Include date and time

Prints the document date under the title in the header band. Clear it to leave the date off the form, including the Doc date field. Keep it on for anything a customer files.

Default: On.
Who can change it: Roles with the Company Edit right. Out of the box that is Admin and GM. Other roles see the page read-only.
Example: On for invoices.
Which should I choose? On.
Caution: The date is the document's date, not the day it was printed.

Include page numbers

Prints "Page X of Y" at the bottom right of every page. Keep it on for documents that can run to several pages.

Default: On.
Who can change it: Roles with the Company Edit right. Out of the box that is Admin and GM. Other roles see the page read-only.
Example: A long order prints "Page 2 of 3" on its second page.
Which should I choose? On.
Caution: The page line sits inside the bottom margin, so a bottom margin of 0 can push it close to the edge.

Line columns

Which columns the line table shows: Line, Item, Description, Quantity, Price, Amount, Unit, Serial or lot. Untick Price and Amount for a packing slip.

Default: Line, Item, Description, Quantity, Price, Amount.
Who can change it: Roles with the Company Edit right. Out of the box that is Admin and GM. Other roles see the page read-only.
Example: Item, Description, Quantity, Serial or lot for a packing list.

Data fields (check and drag to order)

The document fields printed above and below the lines, such as bill-to and ship-to addresses, customer PO, terms, and totals. Tick the fields you want and drag them into order; checked fields show in the preview and on the PDF.

Who can change it: Roles with the Company Edit right. Out of the box that is Admin and GM. Other roles see the page read-only.
Example: Add Customer PO and Ship via near the top.

Email templates

Where to find it: Admin › Templates › Email templates

Email templates hold the subject and message sent when a document is emailed. There is one per document type: Invoice (ship doc), Sales order, Purchase order, Quote, Repair order, Receiver, Adjustment, Transfer, Customer return, Vendor return, and Work order. The document's PDF is attached automatically.

Placeholders are replaced when the email is sent: {{company}}, {{number}}, {{party}}, {{date}}, {{total}}, and {{docLabel}}. Type them with double braces.

Who can change these settings: Roles with the Integrations Edit right. Out of the box only Admin; GM can view.

Name, Description, and Active

A name and note for the template, and whether it is active. Alerts that use an email template only use it while it is active.

Who can change it: Roles with the Integrations Edit right. Out of the box only Admin; GM can view.
Example: "Invoice email".

Subject

The email subject line, with placeholders. Put the document number in it so customers can find the email later.

Default: {{company}} {{docLabel}} {{number}}.
Who can change it: Roles with the Integrations Edit right. Out of the box only Admin; GM can view.
Example: {{company}} {{docLabel}} {{number}}.

Body

The message text, with placeholders. Keep it short; the PDF carries the detail.

Who can change it: Roles with the Integrations Edit right. Out of the box only Admin; GM can view.
Example: Hello {{party}}, attached is {{docLabel}} {{number}} dated {{date}} for {{total}}.
Caution: The hint on this page shows placeholders with single braces, such as {company}. Use double braces, {{company}}; single braces are sent as typed.

Cc and Bcc

Addresses copied on the email. Use Bcc to keep a copy in a shared mailbox.

Cc and Bcc are offered when emailing from a customer or vendor record and when batch-emailing documents.

Who can change it: Roles with the Integrations Edit right. Out of the box only Admin; GM can view.
Example: Bcc: archive@yourcompany.com.

Format

Whether the body is written as plain Text or HTML. Leave it on Text unless you are comfortable writing HTML.

Default: Text.
Who can change it: Roles with the Integrations Edit right. Out of the box only Admin; GM can view.
Example: Text.

Label templates

Where to find it: Admin › Templates › Label templates

Label templates set the size and content of labels downloaded from item, serial, and ship-doc screens as a PDF or as ZPL for a label printer. The first active template of the right type is used. Add a label with a name, then open it to set it up.

Who can change these settings: Roles with the Company Edit right. Out of the box that is Admin and GM. Other roles see the page read-only.

Name (Add label)

Names a new label template on the Label templates page; Add label creates it as a 2.25 by 1.25 inch Item label. Use a name that says what the label is for.

Open the new template to set its type, size, barcode, and fields. Item, serial, and ship-doc screens use the first active template.

Default: Blank.
Who can change it: Roles with the Company Edit right. Out of the box that is Admin and GM. Other roles see the page read-only.
Example: "Serial sticker".
Which should I choose? A name that says the label's use and size.
Caution: Screens print with the first active template, so deactivate templates you no longer use.

Name

The label template's name, shown in the list of templates. Rename it when its purpose changes.

Default: The name given when the template was added.
Who can change it: Roles with the Company Edit right. Out of the box that is Admin and GM. Other roles see the page read-only.
Example: "Bin label 4x2".
Which should I choose? Keep the size in the name.
Caution: Keep one active template for each use, so the right one prints.

Type

What the label is for: Item, Serial or lot, Location, or Ship doc. Make one template per type you print.

Default: Item.
Who can change it: Roles with the Company Edit right. Out of the box that is Admin and GM. Other roles see the page read-only.
Example: Serial or lot for serial stickers.

Width (inches) and Height (inches)

The label size, from 1 to 8 inches wide and 0.5 to 6 inches high, in quarter-inch steps. Match your label stock exactly.

Default: 2.25 x 1.25.
Who can change it: Roles with the Company Edit right. Out of the box that is Admin and GM. Other roles see the page read-only.
Example: 2.25 x 1.25 for standard thermal labels.

Show a barcode

Prints a barcode on the label. Keep it on if labels are scanned.

Default: On.
Who can change it: Roles with the Company Edit right. Out of the box that is Admin and GM. Other roles see the page read-only.
Example: On.

Fields

The text printed on the label: Item, SKU, Serial or lot, Location, Bin, Customer, Document number. Pick only what fits.

Default: Item, Serial or lot.
Who can change it: Roles with the Company Edit right. Out of the box that is Admin and GM. Other roles see the page read-only.
Example: Item and Serial or lot.

Page layouts

Where to find it: Admin › Templates › Page layouts

Page layouts decide which fields show on record and document screens, and their order and section titles. Layouts exist for vendors, locations, contacts, lots and serials, customers, leads, customer and vendor addresses, items, the select-items-to-ship and select-items-to-receive windows, bins and lots, payments, carts, and each document's header and lines (with separate editing and viewing layouts).

Who can change these settings: Roles with the Company Edit right. Out of the box that is Admin and GM. Other roles see the page read-only.

Section title

The heading of a section of fields. Rename it to match your terms.

Who can change it: Roles with the Company Edit right. Out of the box that is Admin and GM. Other roles see the page read-only.
Example: "General" renamed "Account details".

Show (per field) and order

Whether each field appears, and in what order. Untick fields your team never uses so screens stay short. Fields marked "always shown" cannot be hidden.

Hiding a field only hides it on screen; existing values are kept.

Who can change it: Roles with the Company Edit right. Out of the box that is Admin and GM. Other roles see the page read-only.
Example: Hide Website on vendor screens.