Document templates

Available for: Lite Classic Pro

Document templates determine what information should be shown on your documents, and how it should be displayed. Using a document template saves time, and is useful to keep the same look and content across multiple documents of the same type. In this article, we explain how to create a document template in Rentman.-

Document types

You can create a template for the following documents:

  • Quotation, contract, invoice
  • Packing slip, subhire slip, equipment slip, repair slip, vehicle slip
  • Reminder, crew member note

The document type you choose determines what information you can add to the template. For example, if you choose Contract, you can add a button for digital signing. If you choose Packing slip, you can add a list of equipment items with a column that shows their location in your warehouse.

Templates overview

  1. Go to the Configuration module > Customer communication > Document templates.


Overview.png

In this overview, you will find:

  • System templates
  • Templates that you've created yourself

Add a column to the overview

By default, the overview includes the columns Name, Country, Language, Hidden and System template with information about each template. Read the section Template settings to learn what these columns mean.

You can also add other columns to the overview. For instructions, read our article about Columns.

System templates

Rentman offers useful and ready-to-use templates for each document type. These templates are designed for everyone to use, and can be found in the overview.

System templates are updated and maintained by Rentman. Therefore, it's not possible to edit their content directly. However, you can always duplicate a system template and edit that copy as desired. Read the section Create a template for instructions.

In the column System template, you can check whether a template is a system template.

Add template from template library

In the template library, you will find even more system templates that you can use. They are available in a range of languages, and can be added to your overview.

  1. In the overview, click the Template library button Template_library.png.
  2. Select the template(s) you want to add.
  3. Choose Add.

If you delete a system template from your overview, you can always get it back later by searching the library.

Create a template

If you want to create your own template, we recommend duplicating a system template and then editing it. This can save a lot of time, because you won't have to build your template from scratch.

You can, however, also choose to add a new (empty) template.

Duplicate an existing template

  1. Go to the Configuration module > Customer communication > Document templates.
  2. Select the template Select.png, and click the Duplicate button Duplicate_item.PNG.
  3. Enter a new name for this template.

    Naam.png

  4. Configure your Template settings, and add Blocks, modules or variables to your template.
  5. Save your template.

Add a new (empty) template

  1. Go to the Configuration module > Customer communication > Document templates.
  2. Click Add.
  3. Choose the right type of document for this template.

    Type.png
  4. Configure your Template settings, and add Blocks, modules or variables to your template.
  5. Save your template.

Edit a template

  1. Go to the Configuration module > Customer communication > Document templates.
  2. Double-click a template to edit it.

You cannot edit a system template, because they are being updated and maintained by Rentman. To edit a system template, you first need to duplicate it.

Template settings

When editing a template, you can configure its settings in the Widget sidebar on the right.

  1. Click on the Open widget button Widget.png to open the sidebar.

Sidebar.png

For each template, you can configure the following:

Name
The name of this template.

Type
The type of document. This determines what information you can add to the template. Read the section Document types for all available options.

Hidden
"Yes" means that you cannot choose this template for a new document.
"No" means this template is available when generating a new document.

Thin lines
Determines whether all lines should be 0,5 pixel or 1 pixel. Thinner lines can be chosen because it looks better, but these are not displayed in certain PDF viewers (including the default PDF viewer of Safari). Thicker lines of 1 pixel are displayed in all PDF viewers.

Language
The language of this template.

Country
The country settings of this template. This determines, for example, how dates are shown. In The Netherlands, dates are shown as 23-06-2018, and in Germany as 23.06.2018. 

Example template

At the top of the screen, you can choose an existing document to display as an example. This is useful to see what your template will look like with example information.

Example.png

Letterhead

At the top of the screen, you can choose a default letterhead for this template.

Letterhead.png

The letterhead is the background of your documents, and can contain your logo, company (mailing) information and any other (visual) elements your company uses in its communication.

Read our article about Letterheads for more information.

You can always choose a different letterhead than the default one when generating a document.

Add blocks, modules and variables

Each template consists of different blocks, modules and variables. You can add these sections to a template, and then configure each of them separately.

The document type determines which blocks, modules and variables you can add.

  1. When editing a template, click on the Open widget button Widget.pngto open the sidebar.
  2. To add a section to your template, drag it from the sidebar on the right and drop it into your template.

    Add_module.gif

You will see a preview of your template when you select an example template at the top of the screen.

Blocks

  • Section with 2, 3, 4 or 6 columns
  • Text block
  • Page break

Modules

The available modules in a template are different for each document type. For a quotation, you can add modules such as:

  • Equipment
  • Crew functions
  • Summation
  • Conditions
  • Image

For an equipment slip, you can add a serial numbers module and for a crew member note you can add a crew planning and vehicle planning module.

Once you've added a module, you can edit it to customize and add more information. Read the section Edit a module for more information.

Variables

You can quickly add custom information to your template with variables. You can choose a main variable, and then a subvariable.

For example:

  • Company details
    • Bank account number
    • Country
    • Email address of contact person
  • Quotation details
    • Price excl. VAT
    • Price incl. VAT
    • Total weight
  1. Drag and drop a new text block in your template.
  2. Hover your mouse cursor over a module until you see the following icons Module_options.png.
  3. Click the Edit button Edit_module.png.
  4. In the sidebar on the right, scroll down to Variable.
  5. Choose a main variable (and subvariable).

    Variable.png
  6. Click Variable_add.png to add the variable to the text block.

Edit module settings

After you've added a module to your template, you can change its default (display) settings and the columns shown in the module.

Edit default settings

  1. Hover your mouse cursor over a module until you see the following icons Module_options.png.
  2. Click the Edit button Edit_module.png.
  3. In the Data tab of the pop-up window, you will find a list of display options.
    For example, you can edit the name (header) of the module, choose which equipment groups are displayed, choose how kits should be displayed, how information should be grouped, and choose to display the total sum of all equipment.
  4. Click save after you've configured your settings.

Add, edit, delete or sort columns

  1. Hover your mouse cursor over a module until you see the following icons Module_options.png.
  2. Click the Edit button Edit_module.png.
  3. In the Columns tab of the pop-up window, you can add or delete columns to a module.

    To add a column, choose a variable and then click _.png.

    Add_column_to_module.png

    To edit a column, click on the column in the overview.

    Edit_a_column.png

    To delete a column, find it in the overview and click Delete.png.
    To sort a column, find it in the overview and click Sort_column.png.

    Delete_column.png

Digital signing module

The digital signing module adds a button to your template, which allows your customer to digitally sign an invoice. When the customer clicks this button, they will be led to a web page where they can provide a signature.

Additional settings for digital signing are configured in the Configuration module > Customer communication > Communication.

  1. Drag and drop the digital signing module into your template.
  2. Click on the digital signing button to select it.

    Digital_payments_module.png

  3. In the sidebar on the right, scroll down to button digital signing / paying online.

    You can edit the text colour, background colour and size of the button here.

    Digital_payments_colour.png
  4. To edit the text in the button, hover your mouse cursor over the button until you see the following icons Module_options.png.
  5. Click the Edit button Edit_module.png, and change the button text.

Display optional equipment in a separate module

When planning your equipment, you can mark items, kits and cases as optional for a project.

In your quotation template, you can choose how optional equipment should be displayed. By default, optional equipment will be listed between all other equipment. However, you can also list optional equipment in a seperate section.

  1. In your quotation template, make sure you have two Equipment modules in total.
    If there already is an Equipment module in your template, you need to add one extra.
  2. Select one of the Equipment modules in your template, and click the Edit button Edit__template_editor_.png
  3. For Show equipment in option, choose No.

    No.png

    Remember to save your changes.
  4. Select the second Equipment module, and click the Edit button Edit__template_editor_.png
  5. For Show equipment in option, choose Only optional items.

    Only_optional_items.png

    Your quotation will now have a separate section with optional equipment.
    We recommend changing the title of this section to Optional. You can do this by editing the module, and filling in your title in the Header text field.

Choose your default template

A project type contains pre-determined settings for the same type of projects, such as the default document template for quotations, contracts and invoices. You can choose your default template for these documents by adding or editing a project type. Afterwards, you must apply this project type to your project.

When creating your document, you can always choose a different template than the default one.

Read our article about project types for more information.

Support

If you need additional help, you can contact our Support team directly.

Rentman also offers to create a document template for your company against an hourly rate. Contact our Support for more information.

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