Purchase Order Template

Overview

Surf Accounts provides dynamic interface to help you design Purchase Order Templates for your business to be used for generating printed purchase order outputs or in PDF format. Once designed, you are ready to email these PDF as attachment to the respective customer.

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How to access the Setup of Purchase Order Template

From the template section of Surf Accounts you can generate a purchase order template. To access the purchase order templates select Settings »Templates» Purchase Order Template the following screen will appear.

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Detail Illustration of Purchase Order Template

The Purchase Order Template has two sections. They are
  • The Toolbar
  • The Design Area

Toolbar

Purchase Order Template toolbar contains Edit, Preview and Save as PDF.

Select Edit option, to design the purchase order template according to your business need. For example edit will allow you to use your choice of font style and size. You can select paper size and set margins to it. You can select the fields that will appear within the purchase order.

 

To preview and download the template as PDF select Preview and Download as PDF. By selecting the Save as PDF two options will appear. If you wish to view the template in the browser or you can save in your local computer as PDF file. The following screen will appear.

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The browser view of the purchase order template appears as follows.

 

 

General Settings

General settings of the purchase order template will provide the   generic information about the templates. For e.g. Document Title, Paper size,   Measurement selection, Top Margin, Bottom Margin and the Right Margin.

Font Settings

Font settings of the template will provide the generic information   about the type and size of the fonts of the purchase order template. For e.g.   Header Font, Header Font Size, Body Font, Body Font Size, Term font, Term   Font Size; Footer and Footer Font Size.

Show columns

Show columns will show the details of the columns in the purchase   order template. For e.g. Business Details; Delivery Address; Due Date; Credit   Terms; Payment Terms etc.

Logo Upload

In the template you can upload the logo from your local computer.   The maximum size of the logo is 450 pixel * 160 pixel. To upload the logo,   select the choose file option and click on “upload” to upload the logo.

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Design your Purchase Order Template

Surf Accounts allows you to design your quotation template with business logo, font styles, header, footer and selective values of transaction according to your business requirements. To edit the template through Surf Accounts select the “Edit” option from the browse; the following options will appear.

Document Title

The document title displays “Purchase Order” as the default prefix to be used for generating purchase order. For e.g: To Change the prefix “Purchase Order” with your desired name, type the name here. For example Purchase Order1234 will have a template Document Title “Purchase Order”.

Paper Size

By default the paper size will be A4. If you wish to change it from A4 to “letter” user the dropdown.

Measurement Selection

Select the metric of the measurement here. Default selection is in centimeters. You can select between inches or centimeters.

Top Margin

Default Top margin is set to 1.50 cm. However if you want to reduce or increase it you can change it from the Top Margin of the template to accommodate more/ less field.

Bottom Margin

Default bottom margin is set to 1.50 cm. However if you want to reduce or increase it you can change it from the Bottom Margin of the template to accommodate more/ less field.

Left Margin

Default left margin is set to 1.20 cm. However if you want to reduce or increase it you can change it from the Left Margin of the template to accommodate more/ less field.

Right Margin

Default right margin is set to 1.20 cm. However if you want to reduce or increase it you can change it from the Right Margin of the template to accommodate more/ less field.

Header Font

Header contains the Business address, Delivery Address, Customer Address and other fixed information. Default font is set to “Calibri”. You can change it from the drop down.

Header Font Size

Type the header font size here. The default font size is 18px.

Body Font

Type the font style to print the body of the purchase order. The order body prints the columns selected from the section ‘Show Columns’. The default is set to ‘Calibri’. If you wish to change the font select the drop down menu.

Body Font Size

Type the font size of the body. Default is set to 16 pixel.

Terms Font

You may select a different font to print the Terms and Condition of your business in the purchase order. Default font is ‘Calibri’.

Terms Font Size

You may select a different font size to print the Terms and Conditions of your business in the purchase order. Default font size is set to 14 pixel.

Footer Font

The purchase order footer displays ‘optional footer’ if any, designed in the template. To add an optional footer, type a suitable text in Edit» Optional Footer. Select from the drop down the font style of the footer of the template. Default font is set to ‘Calibri’.

Footer Font Size

Select from the drop down the font size of the footer of the template. Default is set to 14 pixel.

Show Optional Terms & Conditions

Surf Accounts provides standard note as Optional Terms & Condition to be used within the purchase order template. To print the same, select the check box. You can customise the terms and condition as per the business requirement.

Logo position

Surf Accounts allows you to print the business logo within any transaction template. After uploading the logo select the logo position. The logo can be either left or right hand side of the template along with the document title.

Show business details

Select the business details to print the details of the Business address in the template header.

Show delivery address

Select this check box, to print the delivery address in the template header.

Show Due Date

To print the due date in the order template, select “Show Due Date” check box.

Show Credit Terms

Select the check box, to print the credit terms decided between business and customer. The credit terms are defined in Customer »Credit Terms.

Show Ref no.

Select the check box, to print the reference number within the template.

Show other information

Select the check box, to print ‘Other Information’ defined within customer. The other information of customer appears within the header of the Purchase Order template.

Show VAT split

Select the check box, to print VAT.

Show quantity column

Select the check box, to print Quantity Column.

Show Totals

Select the check box, to show the total amount.

Show Document Title & No

Select the check box, to print “Show Document Title & No”. For e.g. the document title appears under the general setting of the template.

Show Supplier VAT Number

Select the check box to show the supplier VAT number.

Show Product Code Column

Select the check box to show the product code on the purchase order.

Show Discount Column

Select the check box, to print discount if discount is provided in the order.

Show Discounted Column

Select the check box, to print discounted amount column.

Show Price Column

Select the check box, to print the price of the product.

Show VAT % Column

VAT percentage depends on the individual order based on the product or location of the business. Select the check box, to print VAT percentage.

Show Product Image

Select the check box, to print show product image. Note, you may upload the product image from Settings» look ups »Product List select record to update product.

Show Notes

Select the check box, to print “Show Notes”.

Show Printed On

Select the check box, to print “Show Printed On”.

Show VAT Total

Select the check box, to print “Show VAT Total”.

Show Discount Total

Select the check box, to print “Show Discount Total”.

Show Total Column

Select the check box, to print “Show Total Column”.

Show Supplier Phone

Select the check box, to print “Show Supplier Phone”.

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Preview of Your Purchase Order

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