Customise a print template

This article covers:

• the steps required to modify a custom print template based on a Microsoft Word .docx file, and
• any related restrictions, features and tips.

To create a custom print template you need to be familiar with using fields (especially merge fields) in Microsoft Word. Some experience of using the mail merge features in Word would be helpful. 

Before you begin

Before using this article, you should have followed the instructions in either of the two previous articles:

• If you are creating a new template, see Choose a print template to work with.
• If you are modifying an existing template, see Edit a custom print template.

Restrictions when customising .docx templates

Before you make any changes to the template, please be aware of the following restrictions.

• Mandatory TableStart and TableEnd merge fields

  Don't delete the TableStart and TableEnd fields in the templates. These fields are used to build statement lines and tax fields when you generate PDF files from the template. won't stop you from uploading a .docx file without these fields, but you won't be able to generate PDFs without them. TableStart and TableEnd fields are always in pairs and may contain further TableStart and TableEnd fields, as in the following example of Todo items within a Task. 

  

• Text (adding new)

  If you enter new text into your template, you should do one of the following.

  • add it to a table already in the template or a table you've inserted yourself, or
  • select your new text, then right-click on it. In the context menu, select Paragraph... > Line and Page Breaks tab and select Keep lines together.

  If you don't use one of these methods, your text may be hidden when you generate your printed output.

• Images

  To avoid problems when converting your printed output to PDF:

  • Don't use WordArt or ClipArt.
  • Don't embed Excel or Powerpoint files.
  • Don't use interlaced .png files.
  • Don't use animated .gif files.

• Custom fields in custom print templates

  Custom fieldsYou can use custom fields to extend the range of standard data fields in the database. These custom fields can then be used in custom reports - ensuring that you get maximum value from your reports. Custom fields can be added to any of the following data tables: Clients, Contacts, Jobs, Job Costs, Tasks, Leads, Suppliers and Timesheets. can be used in custom print templates, but the number of fields is limited. For details see Merge field reference.

• Hyperlinks

  Active Hyperlinks can be be used in most places in custom print templates.

  However - DO NOT use active hyperlinks inside text boxes - the template will not work at all. Text boxes should be avoided in general (see below)

• Template file size

  Each uploaded .docx file must be 2MB or less, or up to 5MB for Quotes (only).

• Text boxes

  Avoid using text boxes - always insert Word tables wherever specific formatting or positioning is required.

Features you can customise in a template

When you edit a template to create a custom print template, you will be able to:

• change the size, colour or font used for headings and body text

  With .docx documents, you can change to any of the standard web-supported fonts.

  If you use an unsupported font, will still produce the PDF but will automatically choose an alternative font, which may not be what you want.

• insert new merge fields

  You can add new merge fields into the template to display additional information.

  You might like to print the Merge field reference topic for convenient access to a list of the merge fields that you can insert into your templates. Alternatively, you can copy/paste merge field names from the reference topic to ensure they are correct when adding or changing merge fields in the template.

  To add a new merge field (PC):

  1. Click in the template at the location you want to add the new merge field. If necessary, add text, blank lines or create a table to position the merge field exactly where you want it on the page.
  2. In the Insert > Quick Parts menu, select Field....
  3. In the Field dialog, select MergeField from the Field names list.
  4. In the Field name box, type the merge field name, PreferenceInformation, for example. The merge field name you type must match the merge field name exactly from the Merge field reference list.
  5. Click OK. The <<PreferenceInformation>> merge field is inserted into the template.

  To add a new merge field (Mac):

  1. Click in the template at the location you want to add the new merge field. If necessary, add text, blank lines or create a table to position the merge field exactly where you want it on the page.
  2. On the Insert tab, select Field (at top-right of the menu).
  3. In the Field dialog, Categories list, select MailMerge.
  4. In the Field names list, select MergeField.
  5. In the text box, type the merge field name, PreferenceInformation, for example. The merge field name you type must match the merge field name exactly from the Merge field reference list. The text should look like this:

     MERGEFIELD PreferenceInformation

  6. Click OK. The <<PreferenceInformation>> merge field is inserted into the template.

• merge field currency prefix

  If you want to include a specific currency symbol as a prefix to a merge field that shows a currency value (such as €1000), you can do this in two ways in Word:

  • Simply insert the required currency symbol into the .docx file immediately in front of the merge field itself. This option allows you to format the currency symbol in a different colour or size if required.
  • Copy the required currency symbol into the clipboard, edit the merge field and paste the symbol into the Text to be inserted before field options text box. This option may provide more reliable and convenient positioning of the symbol, immediately before the merge field.

    

• rename existing merge fields

  You can rename existing merge fields in the template to display different information (but don't change the TableStart and TableEnd fields, of course). This option may be more convenient than adding a new merge field then deleting the old one.

  Simply over-typing the displayed field name will not change/update the actual/functional field name.

  You might like to print the Merge field reference topic for convenient access to a list of the merge fields that you can insert into your templates. Alternatively, you can copy/paste merge field names from the reference topic to ensure they are correct when adding or changing merge fields in the template.

  Be sure to use the correct capitalisation as shown in the reference topic. For example: ContactName is correct but Contactname is not.

  To rename an existing merge field (PC):

  1. Right-click on the merge field you want to rename.
  2. In the context menu, select Edit field....
  3. In the Field dialog, Field name: text box, type the new name for the merge field.
  4. OK

  To rename an existing merge field (Mac or PC):

  1. Right-click on the merge field you want to rename.
  2. In the context menu, select Toggle Field Codes. The merge field will look similar to this:

     {MERGEFIELD currentfieldname \* MERGEFORMAT}

  3. Replace the current field name with the new name for the merge field. For example:

     {MERGEFIELD newfieldname \* MERGEFORMAT}

     Make sure there is a space before and after the newfieldname.

  4. Right-click on the merge field again and select Update Field.

• delete existing merge fields

  You can delete any of the default merge fields in the template (but don't delete the TableStart and TableEnd fields, of course).

  To delete a merge field (PC and Mac):

  1. Select the merge field that you want to delete. Take care not to include any other text in the selection, unless you want to delete that too.
  2. Press Delete. The selected merge field is deleted.

• add terms and conditions to quotes/estimates and invoices

  If you have your own terms and conditions, which could potentially be pages long, it's best to add a page break to your .docx template and include your terms and conditions on an additional page. You can paste them in from another document or format them in a table format that you are comfortable with.

• change document layout and content

  You can update the .docx template file to include new text, tables, images and pages in much the same way that you would edit a regular Word document (but taking care with existing tables and merge fields).

Tips to help you customise your print template

Use the following tips to help you customise your sample templates.

You might find it easier to view the tables in the template layout by enabling View Gridlines in Word.

• Top and bottom margins
  • If your margins are large, the invoice details and payment advice (remittance advice) may not fit on one page, so the invoice will display across two pages.
  • If you use letterhead for invoices and statements you might adjust the top margin to push the start of the document down a little. The top margin determines how far down the heading and logo (if you use one) or invoice date will be from the top of the page.

• Font type and font size

  Use font sizes between about 8-12 point for body text and 12-18 point for headings. If you use larger font sizes than this, you may have problems with text not fitting into tables or onto pages as expected.

• Set up your terms and payment advice for invoices and quotes/estimates

  The «PreferenceTerms» merge field provides the details that you want to appear on all print-version invoices and quotes/estimates that you send or email to your customers. The text is extracted from the Invoice / Purchase Order / Quote / Estimate Footer field in the > Organisation Settings screen.

  You can use this merge field to display things like terms of payment or a message of thanks to your customers.

• Set up your contact details for invoices, quotes/estimates, purchase orders and statements

  The <<PreferenceInformation>> merge field provides details about your organisation that you want to appear on your outgoing invoices, quotes, estimates or purchase orders – the details that tell your customers/suppliers who the document is from. The text is extracted from the Account section, Information field in  > Organisation Settings screen.

  You can change your organisation's postal address in the Information field and this change will appear at the top of PDFs you print or send.

  If you are trading two different companies under one account then you will need to hardcode your second company's address in place, rather than using the <<PreferenceInformation>> merge field.

• Keep data tables separate

  For example, the data tables:

  <<TableStart:Task>> ...<<TableEnd:Task>>

  and

  <<TableStart:Cost>> ... <<TableEnd:Cost>>

  These two data tables must be in separate Word tables to work correctly.

Customising the print template

To customise the print template:

1. Use Microsoft Word to open the template document that you downloaded from .
2. Make the changes you require, subject to the restrictions and other information provided above.

   You might like to print the Merge field reference topic for convenient access to a list of the merge fields that you can insert into your templates. Alternatively, you can copy/paste merge field names from the reference topic to ensure they are correct when adding or changing merge fields in the template.

3. Save your changes to the customised template.

Where to next?

• If you're creating a new custom print template, the next stage is to Make a custom print template available for use in .
• If you're editing an existing custom print template, you need to complete the upload instructions in the article: Edit a custom print template.

Need help on using Microsoft Word itself? You might consider getting some suitable Word training.