Edit PDF Templates
Editing a template gives you control over how each section of the documents you send to your customers appears. With Zoho ERP, you can customise templates field by field to ensure every detail matches your business needs. To edit an existing template:
- Go to Settings.
- Navigate to Organisation Settings and select PDF Templates under Customisation.
- Select the category for which you want to edit the template.
- Hover over a template and click Edit.
Note: The fields available under each editing section vary from one category to another.
Alternatively, you can also customise a template directly from a module. To do this:
- Go to the module for which you want to edit the template.
- Select a transaction.
- Enable the Show PDF View toggle in the top-right corner of the Overview page.
- Now, hover over the template and click the Customise dropdown.
- Click Edit Template and click Proceed in the pop-up that appears. You’ll be redirected to the Edit Template page.
General
Available for all templates
Under this tab there are a few sections which you can customise:
Note: General tab will appear as Template Properties for Payment Receipts and Retainer Payment Receipts.
Template Properties
| Fields | Description |
|---|---|
| Template Name | Enter a valid name for your template. |
| Paper Size | Select A5, A4, or Letter as the paper size. Note: If you’ve uploaded an image for the Header or Footer section and then change the paper size, you’ll need to remove and re-upload the image so it fits the new dimensions. Insight: For Retail styles, the paper size options will be 2, 3, and 4 inches. |
| Orientation | Select either Portrait or Landscape as the orientation. Note: This field is not available for Retail templates. |
| Margins (in inches) | Set how much space appears between the template’s content and its edges. |
| Include Payment Stub (Applicable only to the Invoices category) | A payment stub is a detachable section added to an invoice to collect cash payments, especially when invoices are sent via postal services. This option applies only to invoices. Note: This field is not available for Retail templates. |
Font
Available for all templates
| Fields | Description |
|---|---|
| PDF Font | Choose the font in which the template’s content will be displayed. A note will appear under the selected font suggesting the languages it’s best suited for. Note: This field is not available for POS Standard, POS Retail, and POS Retail - Standard styles. |
| Label Colour | Select a colour for all the labels in the template by entering a hex colour code in the field. You can also use the colour picker next to the field by placing the cursor over the desired colour; or click Swatches, select a colour, and then click Apply. |
| Font Colour | Choose a font colour for the template by entering a hex colour code in the field. You can also use the colour picker next to the field by placing the cursor over the desired colour; or click Swatches, select a colour, and then click Apply. |
| Font Size | Specify the font size for the template’s content. |
Background
| Fields | Description |
|---|---|
| Background Image | Drag and drop or upload an image to fill the background of the template. Note: This field is not available for Checks, Journals, Customer & Vendor Statements, Payment Receipts, Retainer Payment Receipts, and Item Barcodes categories or for templates that use Retail style. |
| Image Position | Determine the position of the uploaded image using this dropdown. |
| Background Colour | If you’re not using a background image, choose a background colour with the colour picker. |
Header & Footer
Available for all templates
Note: Certain templates have separate tabs for Header and Footer.
Header
| Fields | Description |
|---|---|
| Background Image | Drag and drop or upload an image to fill the background of the template’s header section. You can also choose from a gallery of themed background images. Note: The size of the background image cannot exceed 1MB and supports GIF, PNG, JPEG, JPG, and BMP formats. Note: This field is not available for POS Standard, Spreadsheet Compact, and Retail styles of templates. |
| Image Position | Determine the position of the uploaded image using this dropdown. |
| Background Colour | Change the header’s background colour by entering a hex colour code. You can also use the colour picker next to the field, or click Swatches in the colour picker, select a colour, and then click Apply. |
| Customise your header content | Click this option to open a pop-up where you can Insert Placeholders to customise the header of your template. Further, you can also choose the font style, font colour, font size, text direction, embed URL, and insert a table. Click Clear Content to refresh the placeholders you have already inserted, and click Preview to see how your changes will appear in the template. Pro tip: If your content exceeds the template margin, you can adjust the margin values accordingly. Note: This field is not available for POS Standard, Spreadsheet Compact, and Retail styles of templates. |
| Apply to first page only | You can choose to apply the customised header content only to the first page, and customise separate header content for other pages. If you apply it only to the first page, enter the preferred header height. Note: This field will not be available if you have chosen the Dynamic Font - RTL font. |
Footer
Available for all templates
| Fields | Description |
|---|---|
| Font Size | Adjust the font size of the footer of the document. |
| Font Colour | Enter the hex colour code for your preferred font colour, or use the colour picker to choose a colour and click Apply. |
| Background Image | Drag and drop or upload an image to fill the background of the template’s footer section. You can also choose from a gallery of themed background images. Note: The size of the background image cannot exceed 1MB and supports GIF, PNG, JPEG, JPG, and BMP formats. Note: This field is not supported for templates that use Retail style. |
| Image Position | Determine the position of the uploaded image using this dropdown. |
| Background Colour | Enter the hex colour code for your preferred footer background colour, or use the colour picker to choose a colour and click Apply. |
| Page Number | Include page numbers in the document by selecting their position and format. You can type the format for the page numbers by referring to the Note below or you can also choose a predefined format by clicking Pre-defined Formats next to the field. Note: This field is not supported for Journals, Customer & Vendor Statements, Payment Receipts, Retainer Payment Receipts, and Item Barcodes categories and templates that use POS Standard, Spreadsheet Compact, and Retail styles. Pro tip: Preview how the page number format will appear in the document. |
| Customise your footer content | Click this option to open a pop-up where you can Insert Placeholders to customise the footer of your template. Further, you can also choose the font style, font colour, font size, text direction, embed URL, and insert a table. Click Clear Content to refresh the placeholders you have already inserted Pro tip: If your content exceeds the template margin, you can adjust the margin values accordingly. Note: This field is not available for POS Standard, Spreadsheet Compact, and Retail styles of templates. |
Transaction Details
Under this tab there are a few sections which you can customise:
Organisation Details
Available for all templates
| Fields | Description |
|---|---|
| Show Organisation Logo | Display your organisation’s logo on the template by enabling this option. You can change the logo in your Organisation Profile. |
| Resize Logo | Resize your organisation’s logo to fit the template by dragging the slider left or right. Pro tip: Click the Reset icon next to the field to restore the image’s default aspect ratio. |
| Show Organisation Name (Not available for Quantity Adjustments and Value Adjustments) | Enable this option to display your organisation’s name in the template. Choose the colour by entering a colour code or using the colour picker next to the field. You can also customise the font size in the next field. |
| Show Organisation Address (Not available for Quantity Adjustments and Value Adjustments) | Enable this option to display your organisation’s address on the template. |
| Organisation Address Format (Not available for Customer & Vendor Statements, Picklists, Putaways, and Move Orders) | Click this option to view the format of your organisation’s address in your transaction PDFs. By default, the address from your Organisation Profile is displayed here. To set a custom address format only for this template, click Configure at the bottom, and insert or remove placeholders as needed. If you leave the custom address format empty, the common address format will be used. Revert to the default format by clicking Use Common Format. Click Preview to see how the format will appear on the template. |
| Show Dispatch From Address | Enable this option to display the Dispatch From address. Note: This field is available only if e-Invoicing is enabled in your organisation. |
| Dispatch From Address Format | You can modify the Dispatch From address format displayed in your invoice PDFs. By default, a few details of the address mentioned in the organisation’s profile will be updated here. To set a custom address format only for this template, click Configure at the bottom, and insert or remove placeholders as needed. If you leave the custom address format empty, the common address format will be used. Revert to the default format by clicking Use Common Format. Click Preview to see how the format will appear on the template. |
Customer Details
Available only for templates in Sales modules
| Fields | Description |
|---|---|
| Customer Name | Customise how your customer’s name appears on your transactions. You can change the font colour by entering a colour code or using the colour picker next to the field. You can also customise the font size in the next field. |
| Bill To | Enable this option to display the Billing Address and provide a header for the field below. |
| Billing Address Format | Format how the billing address has to appear in the transaction PDFs. By default, a few details of the customer’s billing address will be updated here. To set a custom address format only for this template, click Configure at the bottom, and insert or remove placeholders as needed. If you leave the custom address format empty, the common address format will be used. Revert to the default format by clicking Use Common Format. Click Preview to see how the format will appear on the template. |
| Ship To | Enable this option to display the Shipping Address and provide a header for the field below. |
| Shipping Address Format | Format how the shipping address has to appear in the transaction PDFs. By default, a few details of the customer’s shipping address will be updated here. To set a custom address format only for this template, click Configure at the bottom, and insert or remove placeholders as needed. If you leave the custom address format empty, the common address format will be used. Revert to the default format by clicking Use Common Format. Click Preview to see how the format will appear on the template. |
Vendor Details
Available only for templates in Purchases modules
| Fields | Description |
|---|---|
| Vendor Name | Customise how your vendor’s name appears on your transactions. You can change the font colour by entering a colour code or using the colour picker next to the field. You can also customise the font size in the field next to it. |
| Bill To | Enable this option to display the Billing Address and provide a label for the field below. |
| Billing Address Format | Format how the billing address has to appear in the transaction PDFs. By default, a few details of the vendor’s billing address will be updated here. To set a custom address format only for this template, click Configure at the bottom, and insert or remove placeholders as needed. If you leave the custom address format empty, the common address format will be used. Revert to the default format by clicking Use Common Format. Click Preview to see how the format will appear on the template. |
Document Details
Available for all templates
| Fields | Description |
|---|---|
| Document Title | Enable the Show Document Title checkbox and enter your preferred title for the document in the field below. You can customise the title’s font size and change its colour by entering a colour code or using the colour picker next to the field. For vendor templates, enable the Balance Due checkbox if you want the balance to appear alongside the title. Pro tip: You can also enter a field name for your organisation’s phone and fax numbers to display them below the document title. |
| Document Information | Toggle the checkboxes to display or hide the listed fields. You can also edit the label names in the adjacent text boxes. Note: This field is not available for custom modules. |
| Add Attention Content | Use this option to add any attention content to the document. This content will appear at the top of the item table. You can also insert placeholders if needed. Once done, click Preview to see how it will appear in the document. Note: This field is available only in certain categories. It is also not available for POS Standard, POS Retail, and POS Retail Premium styles. |
Receipt Information
Available only for templates in Payment Receipts, Retainer Payment Receipts and Vendor Payments
| Fields | Description |
|---|---|
| Document Information | Toggle fields to show/hide in the template and edit label names. |
| Customer Name | Configure the Received From address format, Font Colour, Font Size, Amount Received and Currency Symbol. |
| Vendor Name | For the Vendor Payment category, configure the Vendor Name format, its Font Colour, Font Size, Amount Paid, and Currency Symbol. |
| Amount Received | Adjust the Font Size, Font Colour and Background Colour of this label. |
| Amount Paid | Adjust the Font Size, Font Colour and Background Colour of this label. |
| Signature | Enable this option to add a signature to the template and set its label. Click Upload File to add the signature image. Click the Remove icon to remove the signature. Note: The file size must not exceed 1 MB and only GIF, PNG, JPEG, JPG, and BMP formats are supported. |
Invoice Details
Available only for templates in Payment Receipts and Retainer Payment Receipts
Labels
| Fields | Description |
|---|---|
| Show Invoice Details | Enable this option to include all the necessary invoice details in your payment receipts and provide label for them. |
Layout
| Fields | Description |
|---|---|
| Table Border | Enable this option to lay a border for the table and choose the border’s colour using the colour picker. |
| Table Header | Adjust the Font Size, Background Colour, and Font Colour for the header of the table. |
| Item Row | Customise the Font Size, Item Table Colour, and Font Colour. |
| Payment For | Adjust the Font Size and Font Colour based on your preference. |
Bill Details
Available only for templates in Vendor Payments
Labels
| Fields | Description |
|---|---|
| Show Bill Details | Enable this option to include all the necessary bill details in your vendor payments and provide label for them. |
| Show Refund Details | Enable this option if you’d like to display the bill’s refund details and provide label for them. |
Layout
| Fields | Description |
|---|---|
| Table Border | Enable this option to lay a border for the table and choose the border’s colour using the colour picker. |
| Table Header | Customise the Font Size, Background Colour, and Font Colour for the table header. |
| Item Row | Customise Font Size, Item Table Colour and Font Colour for the item row. |
| Payment For | Customise the Font Size and Font Colour for this field. |
Table
Note: This tab will not be available for certain categories.
Labels
Under the Labels pane, you can customise how each field appears in the table without changing the overall table layout. This includes showing or hiding specific fields, setting width percentages, and customising field names.
| Fields | Description |
|---|---|
| Line Item Number | Enable this option to display line item numbers as a column in the table. You can set the column width in the next field and enter a label to be used as the column header. |
| Item | Enable this option to display the item name as a column in the table. You can set the column width and enter a suitable field name to be displayed as the column header. Note: This field is not supported for POS Standard, POS Retail, and POS Retail Premium styles. |
| Description | Enable this option to display the item description below the item name. Enter a name for how the column’s header has to appear along with the item’s name. For example, if your item’s name will be “Item” and you choose to name this field as “Details”, then the column will appear as “Item & Details”. |
| Customise Item Name & Description | Click Customise Item Name & Description to open a pop-up where you can control how the item name and description appear. You can Insert Placeholders, format the content, or even add custom text. Click Clear Content to reset the content, and click Save once you’re done. Note: This field is not supported for POS Standard, POS Retail, and POS Retail Premium styles. |
| Custom Fields | Adjust the width percentage for the custom fields that you’ve created in your organisation. Insight: The width percentage you set here will apply for all the custom fields created with “Show in all PDF” option. Note: This field is not supported for POS Standard and Retail styles. |
| Quantity | Enable this option to display the quantity as a column in the table. You can set the width and customise the column header. Pro tip: Enable Show Unit to display the item’s unit along with its quantity. |
| HSN Code | Enable this option to display HSN and/or SAC codes as a column in the table. You can set the width and customise the column header. Pro tip: Enable Show Below Description to display this information below the item description instead of as a separate column. |
| Warehouse Location | This field is available only if you have enabled Inventory Add-on in your organisation. You can choose to display it, set the width, and customise the column header. Note: This field is not supported for POS Standard, POS Retail, and POS Retail Premium styles. |
| Rate | Enable this option to display the item’s rate or price as a column in the table. You can set the width and customise the column header. |
| Tax (%) | Enable this option to display the item’s tax percentage or price as a column in the table. You can set the width and customise the column header. |
| Tax Amount | Along with Tax %, you can also choose to display the Tax Amount, set its width percentage, and enter a name for the field. |
| Discount | If discounts are applied to items, enable this field to display them in the table. You can set the width and customise the column header. |
| Amount | After the discounts and taxes, the final amount of the item can be displayed in this field. Enter a width percentage for the field. Enter a name to denote the final amount as the field’s header. |
| Invoices Created From Projects (Applicable only to the Invoices category) | If you’re customising an invoice template created from Projects, you can customise the field names for the following: Project Item, Project Description, Project Hours, and Project Days Note: This field is not supported for POS Standard and Retail styles. |
Layout
Available for all templates
The layout controls the overall structure of the document such as font size, font colour, and background colour.
| Fields | Description |
|---|---|
| Table Border | Enable this option if you’d like to add a border for the template. Choose a border colour for the template by entering a hex colour code in the field. You can also use the colour picker next to the field by placing the cursor over the desired colour; or click Swatches, select a colour, and then click Apply. |
| Table Header | Font Size: Enter a font size for the table headers’ text. Background Colour: Choose a background colour for the table headers by entering a hex colour code in the field. You can also use the colour picker next to the field by placing the cursor over the desired colour; or click Swatches, select a colour, and then click Apply. Font Colour: Choose a font colour for the table headers by entering a hex colour code in the field. You can also use the colour picker next to the field by placing the cursor over the desired colour; or click Swatches, select a colour, and then click Apply. |
| Item Row | Font Size: Enter a font size for the rows of the table. Background Colour: Choose a background colour for the table headers by entering a hex colour code in the field. You can also use the colour picker next to the field by placing the cursor over the desired colour; or click Swatches, select a colour, and then click Apply. Font Colour: Choose a font colour for the table headers by entering a hex colour code in the field. You can also use the colour picker next to the field by placing the cursor over the desired colour; or click Swatches, select a colour, and then click Apply. |
| Item Description | Font Size: You can enter a font size specifically for the items descriptions. Font Colour: Choose a font colour for the item descriptions by entering a hex colour code in the field. You can also use the colour picker next to the field by placing the cursor over the desired colour; or click Swatches, select a colour, and then click Apply. |
Total
Total Section
Labels
Available for Quotes, Sales Orders, Invoices, Purchase Orders, Delivery Challans, Vendor Credits, Bills, and Retainer Invoices
Under the Labels pane, you can customise how each field appears in the total section. This includes showing or hiding specific fields, customising field names, and more.
| Fields | Description |
|---|---|
| Show Total Section | Enable this option to display the below fields: Sub Total: Enable this option to display the subtotal of the selected items and enter a suitable field name. Shipping Charges: If shipping charges are associated with the selected items, this option will be enabled. You can customise the field name as required. Shipping Charges SAC: Enable this option to display shipping charges along with the SAC, if applicable, and customise the field name. Discount: Enable this option to display any discounts applied to the items and enter a suitable field name. Note: Discounts are applied at the transaction level. Note: This field will not appear in the PDF if the selected items are not associated with tax. |
| Show Tax Details | Total: Displays the final amount after including taxes. If taxes are associated with the items, this field will be enabled, and you can customise the field name. Currency Symbol: Choose whether the currency symbol should appear before or after the total amount. |
| Show Payment Details Available only for categories that involve payments - Invoices, Credit Notes, Retainer Invoices, and Bills | The following fields may be displayed depending on the selected category. You can customise the field names as needed: Payment Made Credits Applied Credits Used Refunds Credits Remaining Amount Withheld Write Off Amount Balance Due: After all applicable deductions, the net balance due from the customer or payable to the vendor is highlighted and displayed. You can customise the field name. |
| Show Quantity Available for Quotes, Sales Orders, Invoices, Purchase Orders, Vendor Credits, and Bills | Enable this option to display the total quantity of items in the template. You can customise the field name. |
| Show Amount in Words | Enable this option to show the final amount in words, displayed in the organisation’s configured language. |
Layout
The layout controls the overall structure of the document such as font size, font colour, and background colour.
| Fields | Description |
|---|---|
| Total (Sub Total & Tax) | Font Size: Enter a font size for the total section’s text. Font Colour: Choose a font colour for the total section by entering a hex colour code in the field. You can also use the colour picker next to the field by placing the cursor over the desired colour; or click Swatches, select a colour, and then click Apply. Background Colour: Choose a background colour for the total section by entering a hex colour code in the field. You can also use the colour picker next to the field by placing the cursor over the desired colour; or click Swatches, select a colour, and then click Apply. |
| Balance Due (Available only for Invoices, Credit Notes, Retainer Invoices, and Bills) | Font Size: Enter a font size for the field. Font Colour: Choose a font colour for the field by entering a hex colour code in the field. You can also use the colour picker next to the field by placing the cursor over the desired colour; or click Swatches, select a colour, and then click Apply. Background Colour: Choose a background colour for the field by entering a hex colour code in the field. You can also use the colour picker next to the field by placing the cursor over the desired colour; or click Swatches, select a colour, and then click Apply. |
Taxes
| Fields | Description |
|---|---|
| Show HSN / SAC Summary (Available only for Invoices, and Credit Notes) | Enable this option to display the HSN/SAC summary, if applicable. |
| Show Export / SEZ Endorsement (Available only for Invoices) | Enable this option to display the Export/SEZ endorsement, if applicable. |
If you have enabled e-Way Bills in your organisation, you can also choose to show Part A and Part B of the e-Way Bill in the Total section.
Other Details
Document Summary
| Fields | Description |
|---|---|
| Notes | Customise the label and font size for this section as needed. The content displayed here depends on the Notes configured for each category. |
| Payment Options (Available only for Invoices and Retainer Invoices) | Enable this option to display any available payment methods in the template and set a label name for the same. |
| Add your bank details (Available for all Sales and Purchases categories) | Add bank details to transactions to receive payments directly into your bank account. Click this option to enter your bank account details and format the content as required. Once done, click Preview to review your changes. |
| Terms & Conditions (Available for all Sales and Purchases categories) | Enable this option to add terms and conditions to the template, and set a label name and font size for this section. The content displayed here depends on the Terms & Conditions configured under each category’s preferences. |
| Signature (Available for all Sales and Purchases categories) | Enable this option to add a signature to the template and set its label. Click Upload File to add the signature image. Click the Delete icon to remove the signature. Note: The file size must not exceed 1 MB and only GIF, PNG, JPEG, JPG, and BMP formats are supported. Pro tip: You can also enter a name for the uploaded signature. |
| Additional Signature (Available only for Invoices) | Enable this option to include any additional signature, give it a label and signature name. Note: This field is supported only for certain styles. |
If you have enabled e-Invoicing in your organisation, you will also have the below fields to display under Other Details:
- QR Code
- IRN
- Ack No.
- Ack Date
Annexure
| Fields | Description |
|---|---|
| Add Annexure Content | Click Add Annexure Content to enter additional information apart from your Terms and Conditions. It can include by-laws, clauses and other details pertaining to your organisation. This will be included at the end of every category. |
| Show Retainer Tax Summary (Available only for Invoices) | Enable this option to display a retainer tax summary in the annexure section of invoice PDFs, when applicable. |
Note: Annexure is available as a separate tab for Payment Receipts and Retainer Payment Receipts.
After you’ve customised the template fields, click Save in the top-right corner of the Edit Template page. The updated template will be applied to PDFs generated for that module or feature.