In your text editor, create a document template in RTF, DOC or DOCX format.
When creating the template, use system variables instead of specific data where applicable.
You can have the system display a list of system variables by clicking on the List of system variables button.
Upload the template to the system in Settings / Documents / Templates. Click on the Add template button, enter the file and possibly also choose a type (Settings / Documents/ Types tab, for filtering purposes). Save the form.
If the pdf_automatic_convert item in Settings / Syst. settings / General is set to 1, the document will be automatically created in PDF format too.
Document generation in the Client card
Client card / Documents / Create new document
Choose a template.
If the template contains any system variables that are related to one specific active service, it is necessary to select the service whose data will be used during document generation (Service).
Include client goods in the document:
The $CLI_GOODS[COLUMN][NUMBER]$ variable can be used in document templates to add Inventory items to documents.
When the relevant checkbox on the Create new document form is checked, a blue box appears. The box contains information about the variable and its use. There is also a list of items that allows you to choose which items you want to use in the document and in what order.
[NUMBER]: In the template, the NUMBER string is to be replaced with a number (1,2, 3, …). With the help of these numbers, you will be able to add particular Inventory items to the document in Client card / Documents/ Create new document. First checkbox checked = [1], second checkbox checked = [2], etc.
[COLUMN]: In the template, the COLUMN string is to be replaced with the name of a particular column (for example: SUPPLIER). You can find the correct column name in the following list:
Supplier
SUPPLIER
Item group
GROUP
Item type
ITEM_TYPE
Description
DESC
Barcode
BARCODE
Serial number
SERIAL_NO
MAC
MAC
Purchase price
PURCHASE_PRICE
Sale price
SALE_PRICE
Quantity
QUANTITY
Warranty
WARRANTY
Include general service items in the document:
The $UNIVERSAL_ITEM[COLUMN][NUMBER]$ variable can be used in document templates to add general service items to documents.
When a particular general service on the Create new document form is selected, a blue box appears. The box contains information about the variable and its use. There is also a list of items that allows you to choose which items you want to use in the document and in what order.
[NUMBER]: In the template, the NUMBER string is to be replaced with a number (1,2, 3, …). With the help of these numbers, you will be able to add particular general service items to the document in Client card / Documents/ Create new document. First checkbox checked = [1], second checkbox checked = [2], etc.
[COLUMN]: In the template, the COLUMN string is to be replaced with the name of a particular column (for example: NAME). You can find the correct column name in the following list:
Name
NAME
Unit
UNIT
Tax rate %
TAX_RATE
Quantity
QUANTITY
Unit price excl. tax
UNIT_PRICE_WITHOUT_TAX
Unit price incl. tax
UNIT_PRICE_WITH_TAX
Total price excl. tax
TOTAL_PRICE_WITHOUT_TAX
Total price incl. tax
TOTAL_PRICE_WITH_TAX
In the list of generated documents, you can enable/disable the display of documents in the Client portal (click on an icon in the Display in CP column).
You can download a file containing a document.
You can send a document to the client via email (Send document to the client).
Choose a document template that will be used for bulk document generation.
The Documents item indicates how many documents will be generated under the given circumstances. You can also have a look at the overview.
In the bottom half of the form, there are various filters that you can use to specify which documents will be generated.
Multiselect is enabled for the Clients with labels and Services with labels filters.
If two labels (A and B) are selected in the filter, it means that only those items (clients/services) are chosen that have both the labels.
The generated documents are saved to the respective Client cards.
In the overview, you can have the system display a list of generated documents (click on a number in the Documents column). You can also download the documents as well as delete them.
