Zoho Inventory

Help Docs

Templates

We understand that each business has a vision, a unique voice and a perspective of its own. Inorder to become a trailblazer, it is very important for your business to showcase all that it stands for, make its statement to the world and inscribe its signature on everything opportunity that comes your way.

That is why we created the Templates for your sales and purchase transactions so that, you leave your customers with not just an invoice or an order, but an impression that doesn’t fade away easily.

Guide layout:


With templates, you can…


General Information

Sections that can be customized in templates.
1) Template Properties
2) Header & Document Information
3) Item Table
4) Total
5) Footer

To customize templates,

Accessing Templates

Templates page   * You can either customize the pre-loaded templates or add a new template by selecting the +New button on the New Template section inside every template module.

New Template option

Template options


Common-to-All Modules Customization

Here are the common-to-all customization, that can be done in all the above mentioned modules.

You can customize any template by clicking on the Edit button which appears when you hover your cursor over it. Doing this will unlock the customization panel for that template.

The customization panel has five sections:

Customization panel

Let’s take a detailed look at all these sections below.


Template Properties

This section allows you to change the look of the template. You can add a background color, configure font sizes, font colors or even add a background image. The template properties section also allows you to change the way your company address and your customer’s name look like.

Customization Present:

Fields Description
1) Template Name Name of the template that you customize according to your wish.
2) Paper Size This is for printing purposes. Either A4 or Letter sizes can be selected.
3) Margins (in inches) Margins present around the template.
4) PDF Font Font to be used on the PDF. Select from different fonts from the drop down.
Note: On selecting the font, a note appears beneath it briefing about the different languages the particular font supports.

Template Properties

   
5) Show Organization Logo The logo uploaded in organization profile will be placed on the template.
6) Add Attention Content You may want to draw your customer’s attention towards an important message in an invoice. Eg: Your magazine subscription is valid until 12th December.
You can insert placeholders for your content from the placeholder drop down.
7) Background Image Position Add a background image of your company’s logo or any icon and adjust the image positioning from the drop down provided.
8) Background Color Background color of the template.
9) Label Color Color of all the labels provided on the template.
10) Font Color & Size Font color, size for the information and attention content. The font color will be applied to the Terms & Conditions content.
11) Customer Name To adjust font color and size just for the customer’s name on the template.
12) Company Check the box to Show Organization Address. Customize the font color and size with labels for phone and fax.

Template Properties

Sample result of customizing the template properties section

Template Properties preview


Header & Document Information

This section allows you to change the look of the header and the information present in the document. Customize the background image, position and even the header content. If it’s a multi-page document, choose if the header should repeat or not. Also customize the labels and layout for the information present.

Customization Present:

Header

Fields Description
1) Background Image & Position Background image for the header section can be added here and position can be set from the drop down.
2) Background Color This background color is only for the header section.
3) Header Content Content present on top of the document. Customize the content by selecting the Customize your header content option. Customize from font size, color, alignment to inserting placeholders and tables in the content.
4) Multi-Page Header Customization If the document is a multi-pager and if you wish to have different header content for the first page alone, check the Apply to first page only box.
You can also set the header height for the first page alone and customize the header content for other pages.
5) Document Title, Font & Color Customize the title of the document and also customize the font size and color as you wish.
6) Change Label The following field labels in the document can be renamed as you see fit:.
Number Field
Date Field
Due Date (Available in Sales Order, Purchase Order, Invoice)
Reference Field
Sales Person (Available in Invoice, Sales Order)
Bill To
Ship To (Available in Sales Order, Invoice, Purchase Order)

If you wish to hide any of the fields from the template, check the box present next to the field off.

Header & Document Info

Sample result of customizing the header & document information section:

Header & Document Info preview


Item Table

This section allows you to show or hide columns related to the items table and customize those labels. Also you can customize the way item table looks, from table header to item row and description.

Customization Present:

Labels

If you want to hide any of the fields from the template, unmark the box next to the field.

Item Table

Layout
Customize the font color, size and background color of Table Header, Item Row and also the font size and color of Item Description. Also customize the color for Table Header.

Item Table

Sample result of customizing the item table section:

Item Table


Total

This section allows you to show or hide labels related to the Total section and customize those labels. Also you can customize the way Total section looks.

Customization Present:

Labels

The following field labels can be renamed as you see fit:

If you wish to hide any of the fields from the template, check the box present next to the field off. You can also customize the position of currency symbol to be before or after the amount.

At times, you might need to show the number of items on the transaction. Checking the Quantity box will help you in showing the number of items present.

Total

Layout
Customize the font size, color and background color of Sub Total and Total section. Customizing the Sub Total section will also apply to Items in Total section.

Total

Sample result of customizing the total section:

Total


Footer Footer


Module Specific Customization

Apart from the common customization available in different modules, there are specific customization provided for every module.

Sales Order

To access sales order templates:

Sales Orders template

Sales Order Specific


Invoice

To access invoice templates:

Invoice template

What is a Payment Stub?
Let’s say you have sent an invoice to your customer and he decided to pay you by cash or check. This payment stub section will be added in your invoice for your reference of the amount being paid and your customer can return the invoice with the cash or check attached to you.

Invoice Specific - payment stub

Paid, Partially Paid, Void and Draft are the statuses shown. This will be shown only in the PDF and not in the preview.

Invoice Specific - status stamp

Invoice Specific - total

Invoice Specific


Purchase Order

To access purchase order templates:

Purchase Orders template

Purchase Order Specific - properties

Purchase Order Specific - header


Payment Receipts

To access payment receipt templates:

payment receipts template

The Header & Document Information and Item Table tabs have been replaced by Receipt Information and Invoice Details tabs in the Payment Receipts module.

Payment Receipts Specific

The fields for Payment Refund, Amount Received and Currency Symbol have been added. For Payment Refund, you can choose to show/hide the field by checking the box on or off and you can also customize the label name.

Payment Receipts Invoice

You can also choose to Show Invoice Details. This section will have the following fields under it:

You can choose to show/hide the field by checking the box on or off and customize the label name.


Package Slips

To access package slip templates:

package slip template

The Header & Document Information section contains options to hide, display and customize the contents of the following fields:

Package slip header and footer

Creating Templates in Multiple Languages

There might be a case where your customers might prefer to have the invoice delivered to them in their native language. Zoho Inventory allows you to create invoice templates in multiple languages. You can associate the template to a contact of your choice.

To create a template in a different language:

New Template

Choosing Template

Choosing Language for Template

The next step is associating your newly created template to a contact.


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