Edit Template
Editing a template gives you control over how each section of the documents you send to your customers appears. With Zoho ERP, you can customize templates field by field to ensure every detail matches your business needs. To edit an existing template:
- Go to your organization and click *Settings.
- Go to Customization and click PDF Templates.
- Select the category for which you want to edit the template.
- Hover over a template and click the Edit button.
Note: The fields available under each editing section vary from one category to another.
Alternatively, you can also customize a template directly from the modules. To do this:
- Go to the module for which you want to edit the template.
- Enable the Show PDF View toggle in the top-right corner of the Overview page.
- Now, hover over the template and click the Customize 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 categories
Under this tab there are a few sections which you can customize:
Note: General tab will appear as Template Properties for Payment Receipts and Retainer Payment Receipts categories.
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: or 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 categories
| 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 Color | Select a color for all the labels in the template by entering a hex color code in the field. You can also use the color picker next to the field by placing the cursor over the desired color; or click Swatches, select a color, and then click Apply. |
| Font Color | Choose a font color for the template by entering a hex color code in the field. You can also use the color picker next to the field by placing the cursor over the desired color; or click Swatches, select a color, 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 Color | If you’re not using a background image, simply choose a background color with the color picker. |
Header & Footer
Available for all categories
Note: Certain categories 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 Color | Change the header’s background color by entering a hex color code. You can also use the color picker next to the field, or click Swatches in the color picker, select a color, and then click Apply. |
| Customize your header content | Click this option to open a pop-up where you can Insert Placeholders to customize the header of your template. Further, you can also choose the font style, font color, 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. Note: 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 customized header content only to the first page, and customize 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 categories
| Fields | Description |
|---|---|
| Font Size | Adjust the font size of the footer of the document. |
| Font Color | Enter the hex color code for your preferred font color, or use the color picker to choose a color and click Apply. |
| 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 supported for templates that use Retail style. |
| Image Position | Determine the position of the uploaded image using this dropdown. |
| Background Color | Enter the hex color code for your preferred footer background color, or use the color picker to choose a color and click Apply. |
| Show 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. |
| Customize your footer content | Click this option to open a pop-up where you can Insert Placeholders to customize the footer of your template. Further, you can also choose the font style, font color, font size, text direction, embed URL, and insert a table. Click Clear Content to refresh the placeholders you have already inserted Note: 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 customize:
Organization Details
Available for all categories
| Fields | Description |
|---|---|
| Show Organization Logo | Display your organization’s logo on the template by enabling this option. You can change the logo in your Organization Profile. |
| Resize Logo | Resize your organization’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 Organization Name (Not available for Quantity Adjustments and Value Adjustments) | Enable this option to display your organization’s name in the template. Choose the color by entering a color code or using the color picker next to the field. You can also customize the font size in the next field. |
| Show Organization Address (Not available for Quantity Adjustments and Value Adjustments) | Enable this option to display your organization’s address on the template. |
| Organization Address Format (Not available for Customer & Vendor Statements, Picklists, Putaways, and Move Orders) | Click this option to view the format of your organization’s address in your transaction PDFs. By default, the address from your Organization 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 organization. |
| 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 organization’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 Sales categories
| Fields | Description |
|---|---|
| Customer Name | Customize how your customer’s name appears on your transactions. You can change the font color by entering a color code or using the color picker next to the field. You can also customize 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 Purchases categories
| Fields | Description |
|---|---|
| Vendor Name | Customize how your vendor’s name appears on your transactions. You can change the font color by entering a color code or using the color picker next to the field. You can also customize 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 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. |
Document Details
Available for all categories
| Fields | Description |
|---|---|
| Document Title | Enable the Show Document Title checkbox and enter your preferred title for the document in the field below. You can customize the title’s font size and change its color by entering a color code or using the color 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 organization’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 category. |
| 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 in Payment Receipts, Retainer Payment Receipts and Vendor Payment categories
| 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 Color, Font Size, Amount Received and Currency Symbol. |
| Vendor Name | For the Vendor Payment category, configure the Vendor Name format, its Font Color, Font Size, Amount Paid, and Currency Symbol. |
| Amount Received | Adjust the Font Size, Font Color and Background Color of this label. |
| Amount Paid | Adjust the Font Size, Font Color and Background Color 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 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 color using the color picker. |
| Table Header | Adjust the Font Size, Background Color, and Font Color for the header of the table. |
| Item Row | Customize the Font Size, Item Table Color, and Font Color. |
| Payment For | Adjust the Font Size and Font Color based on your preference. |
Bill Details
Available in Vendor Payment
Labels
| Fields | Description |
|---|---|
| Show Bill Details | Enable this option to include all the necessary bill details in your vendor payment 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 color using the color picker. |
| Table Header | Customize the Font Size, Background Color, and Font Color for the table header. |
| Item Row | Customize Font Size, Item Table Color and Font Color the item row. |
| Payment For | Customize the Font Size and Font Color for this field. |
Table
Note: This tab will not be available for certain categories.
Labels
Under the Labels pane, you can customize how each field appears in the table without changing the overall table layout. This includes showing or hiding specific fields, setting width percentages, and customizing 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 coloumn’s header has to appear along with the item’s name. For example, if your item’s name will just be “Item” and you choose to name this field as “Details”, then the column will appear as “Item & Details”. |
| Customize Item Name & Description | Click Customize 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 organization. Note: 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 customize 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 customize 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 organization. You can choose to display it, set the width, and customize 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 customize 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 customize 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 customize 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 customizing an invoice template created from Projects, you can customize the field names for the following: *Project Item *Project Description *Project Hours *Project Days Note: This field is not supported for POS Standard and Retail styles. |
Layout
Available for all categories
The layout controls the overall structure of the document such as font size, font color, and background color.
| Fields | Description |
|---|---|
| Table Border | Enable this option if you’d like to add a border for the template. Choose a border color for the template by entering a hex color code in the field. You can also use the color picker next to the field by placing the cursor over the desired color; or click Swatches, select a color, and then click Apply. |
| Table Header | Font Size: Enter a font size for the table headers’ text. Background Color: Choose a background color for the table headers by entering a hex color code in the field. You can also use the color picker next to the field by placing the cursor over the desired color; or click Swatches, select a color, and then click Apply. Font Color: Choose a font color for the table headers by entering a hex color code in the field. You can also use the color picker next to the field by placing the cursor over the desired color; or click Swatches, select a color, and then click Apply. |
| Item Row | Font Size: Enter a font size for the rows of the table. Background Color: Choose a background color for the table headers by entering a hex color code in the field. You can also use the color picker next to the field by placing the cursor over the desired color; or click Swatches, select a color, and then click Apply. Font Color: Choose a font color for the table headers by entering a hex color code in the field. You can also use the color picker next to the field by placing the cursor over the desired color; or click Swatches, select a color, and then click Apply. |
| Item Description | Font Size: You can enter a font size specifically for the items descriptions. Font Color: Choose a font color for the item descriptions by entering a hex color code in the field. You can also use the color picker next to the field by placing the cursor over the desired color; or click Swatches, select a color, 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 customize how each field appears in the total section. This includes showing or hiding specific fields, customizing 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 customize the field name as required. Shipping Charges SAC: Enable this option to display shipping charges along with the SAC, if applicable, and customize 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 customize 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 customize 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 customize 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 customize the field name. |
| Show Amount in Words | Enable this option to show the final amount in words, displayed in the organization’s configured language. |
Layout
The layout controls the overall structure of the document such as font size, font color, and background color.
| Fields | Description |
|---|---|
| Total (Sub Total & Tax) | Font Size: Enter a font size for the total section’s text. Font Color: Choose a font color for the total section by entering a hex color code in the field. You can also use the color picker next to the field by placing the cursor over the desired color; or click Swatches, select a color, and then click Apply. Background Color: Choose a background color for the total section by entering a hex color code in the field. You can also use the color picker next to the field by placing the cursor over the desired color; or click Swatches, select a color, 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 Color: Choose a font color for the field by entering a hex color code in the field. You can also use the color picker next to the field by placing the cursor over the desired color; or click Swatches, select a color, and then click Apply. Background Color: Choose a background color for the field by entering a hex color code in the field. You can also use the color picker next to the field by placing the cursor over the desired color; or click Swatches, select a color, 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 organization, 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 | Customize 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 organization, 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 | Check this option if you want to display tax information. |
| Show Retainer Tax Summary (Available only for Invoices) | 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 organization. This will be included at the end of every category. |
Note: Annexure is available as a separate tab for Payment Receipts and Retainer Payment Receipts.