Documents and templates
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An easySales record holds the business data. A generated PDF is a printable copy made from that data and a document design.
Why it works this way
Section titled “Why it works this way”Separating data from appearance lets Lim & Co keep one authoritative invoice while producing a customer-facing document. Changing a design does not turn the PDF into the underlying sales record.
A document template controls the arrangement and presentation of information. The record supplies the customer, dates, line items, tax, totals and status that appear in that arrangement.
A letterhead provides shared organisation branding such as a logo and footer. A Word template can provide its own document structure, header and footer when that design needs more control.
Document templates are distinct from Standard Templates. Standard Templates provide reusable text for fields, while document templates determine the layout of generated documents.
How it relates
Section titled “How it relates”Lim & Co can use a consistent design across quotations and invoices while each generated document shows the data from its own record. A payment receipt is tied to one payment rather than replacing the invoice.
Draft and issued states also affect the output. A draft invoice PDF is presented as a proforma document with a draft mark.
An invoice’s amount payable can differ from its printed total by a rounding of at most one cent. The built-in and form designs print that difference as a Rounding row under the total, but a Word invoice template prints it only if the template has the row — a table row with {{#Totals.Rounding}}Rounding in its first cell and {{Totals.Rounding}}{{/Totals.Rounding}} in its last, as in the sample Word file. easySales tells you when a Word invoice template you upload, restore or use has no such row, and still lets you use it.
- Record: The authoritative data kept in easySales.
- PDF: A generated, printable representation of a record.
- Document template: A design that controls document layout and appearance.
- Letterhead: Shared organisation branding used in document output.
- Word template: A Word-based document design with its own structure.
- Rounding row: The line under an invoice total that shows the difference between the printed total and the amount payable.
- Standard Template: Reusable text that can be inserted into record fields.
Common misunderstandings
Section titled “Common misunderstandings”- Editing or storing a PDF does not edit the easySales record.
- A template controls presentation; it does not supply missing or incorrect record data.
- A Standard Template is not a PDF or Word layout.
Where to find it
Section titled “Where to find it”Document output reflects the distinction between draft and issued invoices. Tax details in the data remain subject to the GST and tax-invoice requirements.