Other Actions - PDF Templates

Apart from the customisations available in individual tabs, you can also customise the overall template for the selected module or feature. On this page, learn how overall template customisation works in Zoho ERP.

Configure Export File Name

Prerequisite: Available for Quotes, Invoices, and Custom Modules.

Zoho ERP allows you to customise the file names of the PDFs you create through this option. You can do this by using the pre-defined names or by inserting placeholders. To configure the export file name:

Go to Settings.
Navigate to Organisation Settings and select PDF Templates under Customisation.
In the Templates pane, select the module or feature for which you want to configure the export file name and click Configure Export File Name in the top-right corner.
In the pop-up that opens, enter a suitable File Name. You can preview how the file name will appear below the field.
Other Options:
1. To use a predefined file name, click Select From Pre-Defined Names, choose an option from the list, and click Use This.
2. To create a custom file name, click Insert Placeholders and select the required placeholders to add them to the File Name field.
Once you’ve configured the file name, click Save.

The configured file name is applied when you export or download PDFs for that module or feature.

Select Colour Theme

Note: Available in Standard, Premium and Universal styles.

You can personalise the colours in your document templates by selecting from a variety of available colour themes. To choose a colour theme for your template:

Go to Settings.
Navigate to Organisation Settings and select PDF Templates under Customisation.
In the Templates pane, select the category you want to customise.
Click + New in the top-right corner to create a new template, or hover over an existing template and click Edit to customise the template.
In the Edit page, click the Select Colour Theme dropdown at the top of the page, and select the colour theme for your template.
Click Save.

The selected colour theme is applied to the template immediately.

Preview Templates

The Preview option lets you see how your templates will appear before you send them to your customers or vendors. To preview a template:

Go to Settings.
Navigate to Organisation Settings and select PDF Templates under Customisation.
In the Templates pane, select the category.
Hover over the template you want to preview and click the Settings icon to view more options.
Click Preview.

Pro tip: You can print the previewed PDF template by clicking the Print icon in the top-right corner.

Set As Default

Default templates under each module or feature will have the Star icon in the bottom-left corner of the template. If you’ve customised and created a new template, you can set that as the default template for that module or feature’s PDFs. To change the default template:

Go to Settings.
Navigate to Organisation Settings and select PDF Templates under Customisation.
In the Templates pane, select the module or feature.
Hover over the template for which you want to change the default template and click the Settings icon to view more options.
Click Set As Default.

The selected template is used by default for new PDFs in that module or feature.

Use This Template For

If you have a preferred template in one module or feature, this option allows you to reuse the same template for other modules or features instead of creating or editing a new one from scratch. This helps maintain a consistent look and format across different documents. To do this:

Go to Settings.
Navigate to Organisation Settings and select PDF Templates under Customisation.
In the Templates pane, select the module or feature that contains the template you want to reuse.
Hover over the template and click the Settings icon to view more options.
Click Use This Template For and then select the module or feature that you want to apply this to.

The template layout is applied to the selected module or feature.

Clone Templates

Note: This option is not available for custom modules or for templates that use the Basic style in the Universal category.

Cloning templates helps you create a new template based on an existing one, carrying over basic customisations to the new template. In Zoho ERP, if you’ve customised a template for one module or feature, you can clone that template and use it in another module or feature. To do this:

Go to Settings.
Navigate to Organisation Settings and select PDF Templates under Customisation.
In the Templates pane, select the module or feature that contains the template you want to clone.
Hover over the template and click the Settings icon to view more options.
Click Clone and the Edit Template page will open.
Enter Template Name for the cloned template in the General tab.
Make the required changes and click Save.

Mark as Inactive

Prerequisite: You cannot mark a default template as inactive. Set another template as the default before proceeding.

If a template is no longer required or has been discontinued, you can mark it as inactive. Inactive templates cannot be used for transactions, but they can be reactivated later if needed. To mark a template as inactive:

Go to Settings.
Navigate to Organisation Settings and select PDF Templates under Customisation.
In the Templates pane, select the module or feature that contains the template you want to mark as inactive.
Hover over the template and click the Settings icon.
Click Mark as Inactive.

The template is marked as inactive and you can mark it as active if needed.

Mark as Active

Templates that were previously marked as inactive can be reactivated when you want to use them again. To mark a template as active:

Go to Settings.
Navigate to Organisation Settings and select PDF Templates under Customisation.
In the Templates pane, select the module or feature that contains the template you want to mark as active.
Hover over the template and click the Settings icon to view more options.
Click Mark as Active.

Delete Templates

If a template is no longer required in your organisation, you can delete it permanently.

Warning: Deleting a template permanently removes it. This action cannot be undone.

Prerequisites:

You cannot delete a default template. Set another template as the default before deleting it.
You cannot delete a template that is associated with any customer, vendor, or transaction. Assign a different template before proceeding.

To delete a template:

Go to Settings.
Navigate to Organisation Settings and select PDF Templates under Customisation.
In the Templates pane, select the category that contains the template you want to delete.
Hover over the template and click the Settings icon to view more options.
Click Delete and click OK in the pop-up that appears to confirm the action.

The template will be deleted from your organisation permanently.