Make a custom print template available for use

A custom print template cannot be used for printing documents until you make it available for use.

Before you begin

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

• Choose a print template to work with - get a template to customise or use unmodified
• Customise a print template - modify the branding, layout and content, as required

The template must be listed on the Templates tab

To make a template available for use, you need to first ensure that the template is listed on the > Settings > Features > Custom Print Templates > Templates tab.

This requirement applies to both:

• sample templates (that you are using unmodified), and to
• custom print templates that are based on sample templates, or have been developed from scratch.

Once a template is shown on the Templates tab (the template must also be flagged as Active - see below), it becomes available in the Template drop-down list on the print options screen. You can then select it to use when you print invoices, quotes or estimates, purchase orders, job briefs, and statements.

Invoice templates are available only on the Print Invoice screen, purchase order templates on the Print Purchase Order screen, and so on.

Make a custom template available

To make a custom template available for use:

1. On the toolbar click the Settings icon.
2. On the Features tab, make sure that the Custom Print Templates section is selected.
3. On the Templates tab, click + Create New Template.
4. On the New Custom Print Templates screen, provide the following information, as required.

   Field	Description
   Template Type	Select the template type that matches the sample template you have been working with.
   Name	The name that you wish to use for the new template. This name will appear in the list of available templates in the Template drop-down list on the print screen for each of the corresponding template types (but see Active below).
   Description	Descriptive notes about the template. These notes are displayed only on the edit template page ( > Features > Custom Print Templates > Templates, drill down on template name).
   Active	If the Active checkbox is selected, the template name appears in the list of available templates shown on the print screen.
   Date Format	The date format (including dd/mm/yy and mm/dd/yy) to display in the printed document.

5. Select one or more of the following options, as required (template types that support each option are shown in brackets: Quote/Estimate, Purchase Order, Job Brief, INVoice):
   • Remove heading row from empty tables (Q/E, PO, JB, INV) – Select this option if you do not wish the Heading, Description, Quantity, Rate and Amount heading to appear when there aren't any costs or tasks.
   • Group similar tasks into a single line item (Q/E, PO, INV) – Select this option if you have tasks with labels In tasks, a label allows you to use the same task multiple times. The label is automatically appended to the task name. For example, in a specific job, designs are required for a brochure, flyer and a handbook. So, a label can be used to identify the Design task for each item: "Design - Brochure", "Design - Flyer" and "Design - Handbook". on your quote/invoice, but only wish the client to see the grouped value. For example, you might have Design - Business Cards and Design - Logo as two separate items, but when you print the quote/invoice you want these grouped together so that it just displays Design with the overall total cost.

     Tasks cannot be grouped when printing time sheet items.

   • Group similar costs into a single line item (PO, INV) – Select this option if you have several of the same cost items added to a purchase order or invoice, but only wish the client to see the grouped value. For example, you have costs for 10 couriers on a job in one month, but on the invoice you only want to show a single Courier line item with the overall total cost.
   • Only print Billable Costs (JB only) – Select this option to prevent unbillable costs being included in a job brief.
   • Print 'TBC' for zero value task, cost and option line items (Q/E only) – Select this option to have zero cost values replaced by TBC. Useful when you don't know a cost and have simply entered a zero amount.
   • Timesheets (INV only) – Select the amount and type of timesheet information to print with an invoice. The options are:
     • None – no timesheets are printed on the invoice (this is the default)
     • All – all individual timesheets are printed
     • Task/Staff – timesheets are summarised by task, then staff
     • Task/Date/Staff – timesheets are summarised by task, date then staff.
6. Click to upload or drag and drop to select the custom .docx template file that you wish to upload to .
7. Save your changes. The selected template file is uploaded with the chosen options applied.

Error messages during upload

If you get the error message 'Something went wrong...' or 'The page you requested is not available.' when uploading a custom print template, you should contact support and invite them into your account:

1. Click the Contact us icon (at right of screen), and select Contact support.
2. Complete the form to provide details of the problem you are having.
   • Let them know the name of the custom print template you are getting the error message for.
   • Suggest a suitable quote or invoice number for support to use for testing the template.
   • Select the Permission... checkbox to confirm that the support team can access your account.
3. Click Submit enquiry to raise a support ticket.

Related tasks

• Deactivate or reactivate a custom print template
• Delete a custom print template
• Use a custom print template