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Document templates

Change the layout of the invoices, orders, quotes, packing slips and labels AimRack prints, with a live preview of each change.

Document templates decide what the documents AimRack produces look like: which parts appear on a sales invoice or a packing slip, in what order, in which fonts and colours, and what extra text they carry, such as payment terms. Each kind of document has one template for the whole company, and every document of that kind follows it from the next time it is produced. Open it from Settings → Document Templates.

How to pick the document to change when the templates page opens

The Document Templates page lists every document AimRack can lay out, grouped by area:

  • Sales: Quote, Sales Order, Sales Invoice and RMA (a customer return).
  • Purchasing: Purchase Order and Supplier Return.
  • Inventory: Packing Slip and Stock Transfer.
  • Quality: Issue.
  • Labels: Tracking Label.

Click a document to open its editor. Shared Sections at the top opens the text blocks that several documents share, described further down.

How to change a document's layout when parts are missing, unwanted or out of order

The editor has three columns: the list of the document's parts on the left, a live preview in the middle, and the settings of the selected part on the right.

  1. In the left column, drag a part by its handle (Drag to reorder) to move it, click its eye (Hide block or Show block) to hide or show it, or use Remove block to take out a part you added. Line Items and Summary are always shown; Addresses & Details, Notes, Terms & Conditions and Watermark can be hidden. Header stays pinned at the top and Footer at the bottom, each with its own eye.
  2. Click a part to change its settings in the right column, for example Striped rows on the line items, or the Opacity (%) and Size (% of width) of the watermark.
  3. Watch the preview update as you go. Use Refresh preview if it falls behind.
  4. Click Save layout. Discard throws away every change since the last save.

Only someone who may update Settings sees Save layout; everyone else can look but not change anything.

How to add your own text when a document needs extra wording

  1. Click Add block above the list of parts.
  2. Choose what to add:
    • Text field: a label and a value.
    • Rich Text: a paragraph of formatted text, such as payment terms.
    • Key-Value List: several labels and values in a list.
    • Spacer / Divider: empty space, a divider line or a page break.
    • A section from Shared sections, or a field from Custom fields that the company added to this kind of record in Settings.
  3. In the part's settings, use Insert field to drop in a value that fills itself from the document, such as the customer's name or the document number.
  4. Click Save layout.

How to change fonts and colours when documents should match your brand

In the left column, below the parts, the Style tab sets the fonts and the Colors tab sets the document's colours. Colours apply to documents that use them; labels and the Issue document use a fixed or reduced set. Logos come from Settings → Logos.

How to check a layout against a real document when sample data is not enough

At the top of the editor, Preview data starts on Sample data. Pick one of your company's own documents from the same list, such as a recent sales invoice, to see the layout filled with its real lines and amounts. For a Tracking Label, Preview size switches between label stocks; the label itself scales to any size.

The page header and page footer belong to the company and are shared by every document: the same logo, company details and banner everywhere.

  1. Open any document's editor and click Header or Footer in the left column.
  2. Click Edit header section or Edit footer section. The header can Show company address, Show document title and Show document number; the footer can carry a Registration line. Save the dialog, and every document picks up the change.
  3. The Logo row under Header sets how the logo shows, and its eye hides the logo. Page numbers, under Footer, is set per document.

How to reuse the same text on several documents when it must stay identical

A shared section is a block of text kept once and placed in many documents, such as standard terms that must read the same on quotes and invoices.

  1. Open Document Templates → Shared Sections and click New section.
  2. Enter a Name, choose Body section as the Placement, write the content, and save it.
  3. In each document's editor, add it from Add block → Shared sections, then click Save layout.

Changing a shared section changes every document that uses it. Edit section and Delete section are on each section in the list; a deleted section is simply left out of the documents that used it.

How to handle someone else's change when two people edit the same template

If someone else saves the template you have open, a notice says so: "Someone else just saved this template." Refresh to load their version, or choose Keep mine to go on editing, in which case your Save layout replaces their version.

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