Output

Overview 

Output refers to the documents (e.g. invoices and quotations) that are generated for transactions and information.

Templates are created and linked to modules to generate the output.

Navigation: Main Menu > Office > My Organisation > Output (tab)

How to Add Masthead Information 

Standardise information (such as the company name, logo, and address) can be formatted for display on documents.

1. Navigate to Main Menu > Office > My Organisation > Output (tab).

2. Fill in the following details by typing the information in the provided block:

   1. Name

   2. Reg No.

   3. VAT No.

   4. Tel

   5. Email

   6. Website

   7. Postal Address

   8. Street Address

   9. Bank detail

   10. Directors

3. Click Edit Masthead (button) and type all necessary information relating to your company (e.g. VAT registration number, contact details).

   1. Use the Editor to select the preferred font, font size, colour, and alignment (Suggested: Calibri, 8px).

   2. Click Save (button) on the popup.

   3. This information appears on documents such as invoices.

4. To insert an image of your company logo, right click the Image1 block and select Load from the local menu. If a cloud server is used, the image must be accessible from the server's file manager.

5. Click Save (button).

Email Stationery: Settings 

Users

Navigation: Main Menu > Office > My Organisation > Double click a name > Settings (tab)

Find the setting Email > Email Stationery and click Edit in the Value column to open an HTML editor from which a template can be created or edited.

Branch

Email Stationery can be customised per Branch.

Navigation: Office > My Organisation > Branches > (double-click a branch) > Settings (tab)

Find the setting Email > Email Stationery and click Edit in the Value column to open an HTML editor from which a template can be created or edited.

Default Email Stationery 

Default Email Stationery can be created to use when custom options have not been created.

Navigation: Main Menu > Setup > Settings & Defaults > Settings (tab)

Find the setting Output (Print, PDF, Email) > Email Stationery and click Edit in the Value column to open an HTML editor from which a template can be created or edited. 

Setting Up Output Templates 

Output Templates are documents which can be created or modified in the Form Designer. These documents can be previewed on screen, printed, or emailed.

HTML Templates can be linked which generate the email text when documents are emailed. The HTML templates can be customised per user (see Default Email Stationery above).

User Settings 

Navigation: Main Menu > Office > My Organisation > Staff (tab) > Double-click a staff member > Settings (tab)

These settings work in conjunction with the access settings when templates are linked.

• Purchase Orders > Output Allowed: Options are None, User, or Supervisor. 

• Work Orders > Output Allowed: Options are None, User, or Supervisor.

• Quotations > Output Allowed: Options are None, User, or Supervisor.  

General Settings 

Templates are created in Form Designer. Existing templates can be modified by opening them, editing them, and saving the changes.

The last document you previewed is automatically opened when you access the Form Designer. For example, edit a Customer Invoice, click Output (button) > Preview > Tax Invoice. Close the preview form. 

Click Main Menu > Home > Form Designer. The Tax Invoice form is displayed.

Navigation: Main Menu > Setup > Settings & Defaults > Settings (tab)

• Output (Print, PDF, Email) > BCC emails to the following address: Type an email address that will receive copies of all emails. Only the sender sees the BCC entries. BCC (Blind Carbon Copy) are hidden from recipients.

• Output (Print, PDF, Email) > Bulk SMS Password to be used in E-mail Subject: Type a password. You can bulk send SMSs using services like bulksms.co.za. You send the SMS as an email (e.g. 0874472345@bulksms.co.za) and the account password must be inserted in the email subject.

• Output (Print, PDF, Email) > Email Stationery: Click Edit to open an HTML editor to customise the email stationery.

• Output (Print, PDF, Email) > Output Templates: Click Edit and select templates on the popup as follows:

  • Module = Select a module from the dropdown list

  • If there is an entry, right click the entry and click Edit on the context menu. Edit the entries as per the instructions below.

  • If there is no entry, click New (button) and follow the instructions below.

Linking Templates  

Email templates can be previewed and tested within the HTML editor (see examples below).

The fields on the popup (red block in screenshot) depend on the module.

• Name: The name of the template. This name is displayed when users click Output (button).

• Type: Dropdown list to select:

  • External File (.rtm): A file created in Form Designer.

  • HTML: An HTML file.

• Output: Check the applicable output options or click both.

  • Print: The document can only be printed (e.g. cost sheets so they are not accidentally emailed to the client or a competitor).

  • Email: The document can only be emailed. 

• Access: Select All users or Supervisor only.

• Branch:

  • Only displayed if more than one branch has been created. 

  • Provides a dropdown list to select the branch the template applies to.

• Document Template:

  • Click Load from File and select the file to upload.

  • If successful, the checkbox next to Uploaded is checked.

• Email Template:

  • Click HTML Editor to create an email template.

  • Only applicable if the document is going to be emailed.

  • The Uploaded checkbox is checked if the template is successfully created.

  • The tags that can be used in the HTML Editor are listed below.

• Subject Template:

  • Click HTML Editor to create an email subject.

  •  Only applicable if the document is going to be emailed.

  • The Uploaded checkbox is checked if the template is successfully created.

• Attachment Name:

  • Type a name for the attachment (e.g. Invoice or Quotation).

  • The transaction number is appended to the name.

• Status:

  • Applies to Quotations. 

  • Provides a dropdown list of statuses to select a status under which a quotation can be output.

Tags - Email Stationery 

The following tags can be used to include data from the Customer Contact Information:

• [FIRSTNAME]

• [SURNAME]

• [CODE] - Nickname of User

• [POSITION]

• [TELEPHONE]

• [MOBILE]

• [EMAIL]

• [POSTADDRESS] - Line breaks will be replaced by commas

• [STREETADDRESS] - Line breaks will be replaced by commas

Tags - Email Template 

Select DATA (tab) in the HTML Editor for a list of fields that can be used in the Email Template.

The following tags are generic to all modules and are derived from the active User:

• [USERFIRSTNAME]

• [USERLISTNAME]

• [USEREMAIL]

• [USERPOSITION]

• [USERTEL]

• [USERMOBILE]

• [USERSTATIONERY] - The email stationery of the Active user.

Modules with Output Templates 

• Bank Reconciliation (Accounting) 

• Campaigns (Customers) 

• Cost of Sales (Reporting) 

• Customer Age Analysis (Accounting) 

• Customer Credit Notes (Customers) 

• Customers    

• Customer Invoices (Customers) 

• Delivery Notes (Customers) 

• Inventory (Materials) 

• Job Summary (Customers) 

• Leave (HR) 

• Ledger (Accounting) 

• Material (Materials) 

• Materials Movement (Materials) 

• NCR (Office)

• PoS - Cashups (Accounting)

• Purchase Orders (Suppliers) 

• Quotations (Customers)  

• Sales Orders (Customers) 

• Service Manager (Office) 

• Statement of Financial Position (Accounting) 

• Statement of Profit or Loss (Accounting) 

• Stock Check (Materials)

• Supplier Age Analysis (Suppliers) 

• Supplier Debit Notes (Suppliers) 

• Suppliers

• Supplier Invoices (Suppliers) 

• Supplier Payments (Suppliers) 

• Timekeeping (Production)

• Transfer Orders (Materials) 

• Trial Balance (Accounting)  

• VAT Recon (Accounting)

• Work Orders (Production)

• Workspace