Editing purchase order template properties

SECURITY  Security level with Admin permission to configure Products, Services, & Inventory. Refer to Admin security settings.

NAVIGATION   > Admin > Features & Settings > Products, Services, & Inventory > Purchase Order Templates > New

NAVIGATION   > Admin > Features & Settings > Products, Services, & Inventory > Purchase Order Templates > context menu > Edit Template Properties

To configure the basic settings for a purchase order template and its PDF output, complete the following steps:

  1. To open the page, use the path(s) in the Security and navigation section above..
  2. To create a new template from scratch, click New. To copy a template, hover over its context menu and select Copy. The copy is automatically added to the table with Copy (#) preceding the name of the copied template. This will open the New Purchase Order Template page, allowing you to modify the template properties.
  3. To open the Purchase Order Template Properties page on an existing template, click Edit Template Properties from the context menu or from the menu bar of the Design Purchase Order Template page. Refer to Designing a purchase order template.
  1. Complete or edit the following fields:
Field Description
General Information
Name Enter a unique name for the purchase order template.
Description Enter a description for the new template. This will appear on the Purchase Order Templates page and will help others understand the purpose of the template.
Active This check box will be automatically selected so that the new template is active. Clear the box to inactivate the template.
The default purchase order template cannot be inactivated. To inactivate it, first set another purchase order template as the default.
Data Formatting
Date Select a date format to be applied to the purchase order template.

NOTE   The default format is the setting specified for your local organization's default internal location in Autotask.

Number Select a number format to be applied to the purchase order template.

NOTE   The default format is the setting specified for your local organization's default internal location in Autotask.
Tax/Total Display Text

Sale Amount

Freight

Total Tax

Order Total

 Customize the text that displays next to the tax and cost totals at the bottom of the purchase order.
Additional Settings
Page Size/Layout Select the option that matches your printed purchase order dimensions.
Display Page Numbers Specify whether the purchase order should display page numbers and, if so, where on the page they should appear.
Currency Positive Format
 Specify the placement of the currency symbol for positive numbers.
For format options, refer to Positive Format.
Currency Negative Format
 Specify the placement of the currency symbol and formatting for negative numbers.
For format options, refer to Negative Format.
PDF Name Format

File Name Format

 

This setting determines the naming convention for purchase orders using this template that are output to a PDF file. The default format is PO_[Purchase order: Vendor Name]_[Purchase Order: Purchase Order Number]. You may customize the file naming convention of the purchase order's PDF output to include up to 30 characters of static text and 5 variables.

To add a variable, do the following:

  1. Click the insertion icon to the right of the field. The Variables dialog box opens.
  2. Select the entity to display the variables for (or leave the default Show All Variables setting).
  3. Double-click a variable to insert it at the end of the file name.
  4. Rearrange the text strings and variables as needed.
  1. Click Save to save the Purchase Order Template Properties and open the Design Purchase Order Template page. Refer to Designing a purchase order template.