Create pre-filled templates to automate essential fields in purchase or sales documents.                                                                                                                                                                          

Module Description

This module allows you to set up pre-filled document templates with some essential information related to the type of document you want to manage.

It therefore allows you to configure the fields to be automatically filled in when creating a purchase or sales document.

It will then be possible to select, when creating a new document, the necessary template in order to populate all the configured fields.

Setup

Setup Origins

On “Setup Origins” you need to activate the functionality via the “Activate Document Templates” flag.

Document Templates

List of document templates

On the “Document template List” you need to create as many codes as there are models you want to manage on both the sales and purchasing sides by entering the code and description.

You can use the same template code for multiple document types, both on the purchase side and the sales side.

List of Sales and Purchase Document Templates

In these pages you can define for each document type which templates you can choose from when creating the document itself.

For each document type it is possible to define a default template that is used by the system:

• In case of automatic procedures that generate documents without defining a specific document template.
• In case only one template is defined for that document type.

For each combination of document type and document template, you can define the fields you want to manage with automatic proposals on the document, when it is created.

It will therefore be possible to associate the same template code to different document types (and belonging to different sales or purchasing areas) with different automatic settings.

By selecting the “New” action it will be possible to configure a new document.

The first field to fill in will be the “Document Type”, select here the type of document for which to create the template: Quote, order, invoice, credit memo, blanket order or return order.

Select the template to use in the “Document Template Code” field and then simply fill in the fields that we would like to automatically fill in for this type of document with the values to be inserted on the created documents.

Here you can then indicate the fields you want to manage as default.

If filled in when selecting the template on the document, these will prevail over any other settings derived from the customer / vendor.

Quote – Order Conversion

Within a template for document type = Quote, both purchase and sales, it is possible to define which document template to associate in the event that this is converted into an order:

When converting a quote to an order, all fields in the order document template will have priority over the data originally present in the quote or over the customer master data.

So if any data has been modified within the offer, it will be lost.

Only if, when converting the offer, you accept the re-validation of the data present in the customer database, these will prevail over both the data modified in the quote and those present in the order document template.

Functionality

The explanation follows with a sales order, but the procedure is the same for all types.

From the “Sales Orders” list, by clicking on New, if there is more than one template for that document type, you will be given the option to select the template to use and the fields of the new document will be filled in based on this choice.

By selecting the template you want to use and clicking OK, the order will be created with the fields preset on the template.

The template code will be visible on the document lists to be posting and also on the posting ones.

If there is only one document template for that type, the selection list will not be opened but the only available template will be found directly.