Orders; quotes & invoice templates in Brightpearl Video Lecture | Using Brightpearl:Sales Order Processing - E-Commerce

in this video I'm going to give you a
load of information about quote order
and invoice templates so we're going to
see what ordered templates are we're
going to see where to set your default
templates how to create a new template
how to work with custom fields on order
templates how to add columns to the
table of products and then finally
editing templates with HTML and CSS and
tips for working with templates a
template is used when you want to email
or print a copy of an order and it could
be any type of order so sales or
purchase orders so let's hit email or
print which opens up the screen which
uses the default order template and you
can see here the information specific to
this order such as the reference has
been brought in we can understand a
little bit more about what's going on
here if we actually go to edit the
template itself which you can do from
this screen where we can see a widget
this order reference and that's being
replaced by the reference for this
specific order in a similar way we've
got a logo on the left hand side the
billing address a table of products and
then some customer details so this is
something you might want to email or
perhaps print out but templates don't
need to look like this at all we go to
change the template we can actually
choose update to your order which is
simply an email template and in a
similar way we've got widgets being
replaced by order specific information
so their customer name the order
reference and its current status email
or print templates can also be used when
your batch updating sales so let's
select a load click to update the status
and then we can choose one of our
templates to send an email to the
customer so when I printed that order
just now it used the default template
that I've got set up in my channel
branding and each of your different
channel brands can have different
default templates so from set up company
information you can see all of your
channel brands and when you edit the
channel brand and go to the templates
tab you can choose which of your
templates is used by default when you're
printing sending emails and so on
there's a separate video which gives you
a load more information all about
channel branding so let's move on to
creating new templates from the set up
area go to templates and then document
templates click to add a template which
needs a title and some
content if you're going to email this
template then the template title is also
used as the email subject so let's give
it something the customer will
understand it's also a great idea to put
a reference in here and then we've
inserted the widget that will be
replaced by the order reference we then
start working on the body you can type
straight into this box and when you want
to drop a widget in you need to choose
to insert a field at the relevant place
so let's choose the contact first name
so dear contact first name thanks for
your order for this particular template
would probably want to insert a table of
products so under the orders section
here let's insert a table of products
and we'll see how to customize that at
the end of this video then we'll simply
save changes if you are experienced with
HTML and CSS you can actually flip to
the HTML mode and edit the code directly
now let's go back to a sales order and
use that template will go email / print
which uses our default order template as
set up in the channel branding what we
need to do is simply hit change template
and then choose our order confirmation
and there we can see the customers first
name and then a table of products now
what we're going to do is copy the order
template to create something called a
pro forma invoice so first of all drop
into the template you want to copy flip
to HTML mode select all and then copy
the raw HTML get back to the list of
templates add a new template give it a
title and notice that I'm using the
order reference rather than the invoice
reference widget because typically when
you raise a pro-forma the order is not
yet invoiced so you don't have an
invoice number flip to HTML mode paste
your content in and then save now you
can make any changes you might need all
the widgets available are in this list
up here so general information such as
company details and this company
information don't forget comes from the
channel brand that's associated to the
channel for that particular order then
you've got contact d2
else which come from the customer or
supplier record invoice reminder
information there's a widget that shows
a customer's statement of account varies
order specific information and then
invoice information on that order the
specific orders customer data billing
data and delivery data and then if
you're making an inventory transfer it's
the transfer reference and then you can
see at the bottom we've got custom
fields so these are extra fields you
might have added to your sale if we pop
along over to a sale you'll see in the
custom fields tab I've entered a
delivery code let's put that field at
the bottom of our order print out so
let's just type delivery code and then
drop the widget in so let's scroll down
to custom fields and choose delivery
code and you can see here it's the PCF
code that you specified when you created
that custom field let's make the font
orange and large and then save next time
we use that template you can see the
custom field information is being
brought in let's say we want to change
the order of columns that appear on this
table perhaps remove or add columns go
to edit the template in the normal way
and then at the bottom of the screen you
can see we can customize the columns so
you can either drop in a pre-configured
column set let's just simply choose one
or you can actually hard code it in this
field below here we've got three columns
named item net and row net and each
column has got a pair of values the
column code and then the column name and
you can actually include product custom
fields in this table too so if we wanted
to enter the amount of tax on a specific
row we had a pipe to separate the
columns then we add the code row
underscore gross and then we give it a
name let's just call it gross let's save
that and next time we view the template
you can see we've just got the four
columns with specified with gross at the
end let's say your product has got a
custom field in this case a commodity
code that you want to show on every row
of the order template first of all you
need to go to the product custom field
setup screen
where you're going to copy the field
code for the custom field we want to add
as a column so let's copy that then go
back to the Edit template screen let's
add a column at the end we'll paste in
the PCF code and give it a column header
next time we use the template you can
see the product custom field value is
being brought out on the product table
if you wanted to write a line the column
or do any other formatting you'd use
something called CSS which is a
web-based formatting technique I'm going
to use one of the bright pearl sample
templates to show you how this works and
if I click into one of these templates
you can see that it's just HTML code and
at the top is a style chunk and what
this is doing is it's basically reducing
the font size of most of the fields
let's copy this and paste it into the
HTML section of an existing template so
we need to remove the existing code and
paste in the new code let's save changes
where we can see a visual representation
of that template code to preview it we
go to the goods out note screen and
print a goods out note using that
template where we can see the two column
header which is designed for a peel off
label the actual font size itself of the
content is been shrunk down to 10 pixels
we've got some examples CSS at the URL
that you can see on screen and if you
want to do things outside of these
examples then work with any experienced
web designer which takes me finally on
to the tips for working with templates
don't use fixed width tables use
percentage of the overall page size go
easy on the formatting with the WYSIWYG
editor and that's the editor that you
can see in the visual mode it's
generally better to do things by CSS but
remember that the PDF generator that
bright Pyle uses does not understand all
CSS there's a few examples thereof the
CSS that it doesn't recognize and to
make sure that your final design is
actually going to work as intended make
sure that you generate a real PDF and
send it to yourself by email so that
takes us to the end of the video where
we see how to work with quote order and
invoice templates