Suppliers: Customising document templates

Use Avasam to adapt your delivery notes and make sure your business is properly represented in every order

This help article is written for our suppliers and may not be relevant if you are an Avasam seller. To access seller-specific articles, please follow this link.
The delivery note that is included when you dispatch orders for sellers can be customised to meet your needs. You can access the document templates design feature from the settings menu.

You can use the tools in this section to create new document templates for the documents or delivery note that will be included in the orders you dispatch.

 

The relevant column headings are:

Field Description
Template name The template name describes the content and purpose of the template
Created on This column tells you when the template was created in Avasam
Default Only one template can be the default. When one entry has this toggled to ‘yes’, the other templates will toggle to ‘no’. The default template is used unless you specify another when printing.

Adding a new template

  1. Click on the add template button to bring up the add template scheme.
  2. Under ‘template details’, you can specify the template name.
  3. You will need to specify the paper size that the document will be printed on. Select a standard paper size, or select ‘custom paper size’ to set your own dimensions.
  4. Click ‘save’ to save these settings to the template.
  5. Choose a default font and default font size to be used in the template.

  6. Use the elements section to define other elements of the document. This process is detailed below.
  • Fields marked with an asterisk (*) are compulsory and must be completed.
     

Elements

These controls allow you add information to the blank document. Some of these will be fixed items, like your logo.

Static field

A static field contains text. This can either be fixed text, such as  for a delivery note, or it can contain text from a field in the order, such as the order status.

To create a static text field:

  1. Click on the static field button to the left of the page. This will add a new element into the document.
  2. Click and drag this to the right place on the document.
  3. Resize the element by clicking on the bottom-right corner and dragging it out.
  4. Click on the element. An ‘edit’ option is shown which opens up controls for the field.
Field Description
Field This is the name/reference for the control. It is not editable
Display text Add any text you want the field to show 
Items data This is a drop down list of fields available from the order. The contents of that field in the order will be used
Save button Will apply your changes to the current element and return you to the document template

Logo

The logo control allows you to use an image as part of the document.

To add a logo:

  1. Click on the logo button to the left.
  2. Click and drag the element to the right place on the document.
  3. Resize the element by clicking on the bottom-right corner and dragging it out.
  4. If you click on the element, an ‘edit’ option is shown. This opens the ‘upload logo’ window.

    a. Click ‘select file’ to find and upload a supported image file.
    b. The logo element will be replaced by a preview of the image.
    c. The save button applies the change and returns you to the document template.

Customer address

The customer address  element allows you to add the customer’s details from the order to your document.

  1. Click on the customer address button to the left-hand side of the screen. This will add a new element into the document.
  2. Click and drag this element to the right place on the document.
  3. Resize the element by clicking on the bottom right corner and dragging it.
  4. Left-click on the element to bring up the edit option. This opens up the customer address table configuration window, as shown below.
  5. When you have completed the configuration of the address table, click ‘save’ to finish and return to the template design.

Field Description
Up and down arrows Allow you to change the order of the fields
Visible box Controls if the selected field will be shown in the address. Untick it to hide that field
Header title Tells you the content of that field
Sample value Gives you an example of a typical entry in that field
Width Allows you to set (in pixels) how much room is allowed for the information in that field. If the text is too long, it will only show partially
Alignment control Sets whereabouts in the box information will be placed
Border field Toggles whether lines will show between the address fields
 
Label

The label element contains the order's shipping label. When you print a document, it will request a label for the shipping service used for that order, and print it as part of the document.

This is referred to as an ‘embedded label’. It is usually used with special paper that has an appropriately sized peel-off section. It reduces the complexity of dispatch, involves less printers and consumables, and saves you having to pair up the label and the document with the correct order during dispatch.

To create an embedded label:

  1. Click on the label button.
  2. Click and drag it to the right place on the document.
  3. Resize the element by clicking on the bottom-right corner and dragging it to the right size.
  • The contents of the label cannot be edited in the template
     

Order items

This control provides a table showing what products are being sent as part of the order.

To add an order summary element:

  1. Click on the label button to the left.
  2. Click and drag the label to the right place on the document.
  3. Resize the element by clicking on the bottom right corner and dragging it to size.
  4. Click on the element to show the edit option. Click this to open up the items data table configuration window, as shown below.
  5. When you have completed the configuration of the address table, click 'save' to finish and return to the template design.


Field Description
Up and down arrows Allow you to change the order the fields will be shown
Visible box Controls if the selected field will be shown in the address. Untick it to hide the field
Header title Tells you what the contents of that field is
Sample value Gives you an example of a typical entry in that field
Width Allows you to set how much room is allowed for the information in that field. If the text is too long, it will be partially shown
Alignment control Lets you choose where the information will be placed
Border field Lets you toggle whether lines will show between the address fields
Sort entry Allows you to choose if the field is sorted in ascending order (red arrow) or descending order (green arrow)

 

  • Orders will be sorted based on the content of the top field first.
  • In the sort field, where more than one order contains the same value, they will be sorted based on the next field.
 

Order total

This allows you to display financial details for the order.

To edit the order total parameters:

  1. Click on the order total button to the left-hand side of the screen. This will add a new element into the document.
  2. Click and drag this element to the right place on the document.
  3. Resize the element by clicking on the bottom right corner and dragging it to size.
  4. Click on the element to bring up an edit option.
  5. This opens up the items total table configuration window, as shown below.
  6. When you have completed the configuration of the address table, click ‘save’ to finish and return to the template design.
Field Description
‘Up’ and ‘down’ arrows Allow you to change the order the fields will be shown in
Visible’ box Controls if the selected field will be shown in the address. Untick it to hide the field
Header title Tells you what the contents of that field is
Sample value Gives you an example of a typical entry in that field
Width Allows you to set (in pixels) how much room is allowed for the information in that field. If the text is too long, it will be partially shown
Alignment control Lets you choose where the information will be placed
Border field Lets you toggle whether lines will show between the address fields
Sort entry Allows you to choose if the field is sorted in ascending order (red arrow) or descending order (green arrow)

  • The orders will be sorted based on the content of the top field first.
  • In the sort field, where more than one order contains the same value, they will then be sorted based on the next field.

Changes and updates

If you click on the element, an edit option is shown. This opens up the configuration window, if available -  the label element has no edit option.

If you make a change, it will show that there are 'unsaved changes’ which need to be saved to apply them to the document.

 

  • You can return to the main page at any time without updating the system by clicking on the documents template design link on the top left, or the cancel button.

    Deleting document templates

    To delete a document template:

    1. Choose the template you want to delete and click on the ‘x’ to the right of the entry.
    2. Confirm deletion by clicking ‘OK’ in the pop-up window.

    Print document templates

    To print a PDF of the list of document templates, click the print button.

    Export document templates

    You can export and download a list of the document templates using the export option. Select from three file formats:

    1. CSV file
    2. Acrobat PDF file
    3. Excel XLS file