Based on the previous article, we have guided you on how to download, upload and preview the document designer template onto the Deskera Books system. In this article, we will delve into more details on how to use Document Designer to customize your documents.
This is the default Document Designer for Invoice Module.
Let's start by customizing the document designer for the Invoice Module. Once you have downloaded the template from Deskera Books, the default template will look like the image as shown above. You can start editing from the default document designer you have downloaded.
On the document designer document, you can see various system fields shown in the document itself. Take note to only use the system fields as reflected. There are certain rules that you'll have to bear in mind when customizing the document designers and they are as follows:
1. Mandatory system fields.
System fields can be identified as text within '<<$' and '>>', such as the field '<<$ShipToAddr>>'. There is no need to manually fill in these fields, as the data will be auto-populated based on the information from the invoices that you've created.
If the system field is requesting for data that does not exist or is not applicable at that point in time for the selected document, it will not populate in the field. For example, the Payment field will be reflected only when you have marked your invoice as paid and the Credit fields are only visible if you apply Credit Notes for your customers.
You can choose to remove the system fields that you find non-applicable to your business, or rearrange existing system fields in the original template to appear in another column or area. However, you should avoid creating your own fields in this document as the system fields require the exact system name of the field/value to be mapped correctly, and it might not be able to recognize any new fields created if it does not adhere to the system requirements.
2. Update your company logo.
The Deskera company logo is a placeholder. To personalize your documents and display your company's branding instead, you can change the default logo to your company's logo. You can also adjust the size and position of the company logo.
3. The font, font's size, font's colors and the size of the box are editable
You can make changes to the font, font size, and font color by using the tools available in the Document. In the scenario where you wish to coordinate the design of the invoice to your company's theme color, you may do so.
You can also choose to edit the sizes of each box in the document. Tap on the box, drag outwards to expand the box and drag inwards to minimize the box. The sequence of the columns can also be rearranged by dragging them accordingly.
Lastly, you can also add text notes in the invoice, such as a Thank you note to the recipient.
One example of a Customized Invoice Document
Another example of a customized Invoice Document.
The images shown above are examples of invoice documents that have been customized. Some changes were made to the company logo, the font sizes, the font colors, the font alignment, the notes, and the size of the boxes. The system fields are untouched as the system fields will help to fetch and display the relevant data from the selected invoice.
Upload the updated invoice document to Deskera Books and the changes made will be reflected when you're printing the invoice, and when you send e-invoices to your customers.