Order and quote export templates: default, custom and shortcuts ★

Where to find it

In your account menu, under Catalog and exports, on the Quotes and orders tab, in the Quote and order templates card.

Templates belong to the organization: what you save here applies to all of its stores.

Default templates: one per format, and they always exist

The card has a single list, Templates, and the defaults come first. At the top is the Sent estimate row, with the Used by default badge, which is the template of the quote sent to the customer (explained further below). Right after it come the three format Default templates (CSV and TXT, Excel and PDF), each with the Default badge. Last comes Extras, with the templates the team created. Each format Default template holds the rules for that format, and its row shows a summary of the columns (for example, "5 columns · Code, Description…").

The default template is what comes out when someone downloads the order without choosing a template: the PDF, Excel and CSV items in the order's Export menu, and the Default template options of each format in the Choose template… window. Changing a default template changes the everyday download for the whole team.

The TXT file has no settings of its own: it uses the rules of the CSV and TXT Default template.

How to edit a default template

1. Click the row of the format you want to change, CSV and TXT, Excel or PDF, or its pencil. The template screen opens: the list disappears, and the arrow at the top (or the browser's Back button) takes you back to the list.
2. Adjust the rules in the editor's blocks: columns, formatting, unit, branch.

There is no save button: each change is saved on its own right after you stop editing, and the card's footer says Saved automatically. Until the save goes through, the row shows the Not saved badge. If the server rejects the change, the footer says Not saved: check the warning and Discard appears, which goes back to what was saved. Leaving the screen midway saves what was pending; closing the tab during that interval makes the browser ask first.

⚠️ The default template has no One file per branch (.zip) option. It only appears in custom templates.

The default PDF with no columns is automatic

In the PDF Default template, leaving no column chosen is a real option: the PDF adapts to the document and shows image, taxes and discount when they exist. Choosing columns fixes the layout; to go back to automatic, remove all the columns.

Custom templates: variations for specific cases

In the same list, after the defaults, come the custom templates, created by the team: a layout that only one customer asks for, the file another system imports, a version with the branches added up. They are optional: if the defaults do the job, you don't need to create any.

A custom template has a Format, chosen in the editor: it is the format it downloads in, through the Export menu shortcut and through the Choose template… window, which shows the format next to the name and doesn't ask for another. For the same content in another format, duplicate the template and change the copy's format.

How to create a custom template

1. Click New template, at the end of the list.
2. Fill in the Name (for example, "Casa Modelo: ERP"). The name can't repeat that of another order template in the organization.
3. Under Format, choose which format the template downloads in through the shortcut: Excel, CSV, Text (.txt) or PDF.
4. Under Highlight in the Export menu, leave Yes for the template to become a shortcut in the order's Export menu (that's what comes selected), or choose No if it will only be used through the Choose template… window.
5. Build the rules: columns, formatting, unit and By branch.
6. Click Create template.

To edit it later, click the row's pencil (Edit template). The editor opens on the template screen: the list disappears, the arrow at the top (or the browser's Back button) takes you back to the list, and Remove is also at the top. The editor is divided into blocks that open and close, each with a summary when closed. Each change is saved on its own, and the footer says Saved automatically. Close or leaving the screen midway saves what was pending; only when the server rejects the change does the screen ask before discarding.

Duplicate and remove a template

• Duplicate the Default template (copy icon, on a Default template's row) opens a new template with that format's rules. Nothing is saved until you click Create template, and the default stays as it is.
• Duplicate template (copy icon) creates a copy with "(copy)" at the end of the name. It's the quick way to make a variation of a template that already works.
• Remove template (trash can) deletes the template after a confirmation. There is no undo. If it was a shortcut, it leaves the Export menu too.

The template of the quote sent to the customer

The quote sent to the customer and the order copy come out of the template in the Sent estimate row of the Templates list, at the top, before the format Default templates, with the Used by default badge: it's the paper the customer receives when the quote is sent. The company can have several quote templates (one with IPI and another without, for example) and chooses which of them goes out.

• With no customization, the row says "System default: the system's default quote goes out". The pencil (Customize the sent estimate) creates a template identical to the one that already goes out and opens the template screen, where the PDF section decides what goes beyond the table: the header, the totals and the page orientation.
• Once the template is created, the pencil opens the template for editing, and clicking the row does the same.
• The eye (View the preview) draws the quote over the most recent quote you can reach, with what it already has (without querying the ERP). Nothing is saved or sent. With no customized quote, the preview is the system's default quote.
• The copy icon (Duplicate) creates a copy of the quote in Extras, not in use, and opens the copy. To make it go out, use Change.
• Change (arrows icon) shows the company's quote templates. Use as default quote makes one of them go out, and the order templates appear separately, with the same button, which creates a quote from them; New estimate creates another one identical to the system default and already makes it go out; Duplicate the current one copies the one going out today, so you change only what you need.
• Revert to the system default is inside the open quote, at the top of its screen. It takes the template out of use after a confirmation, without deleting it: it stays in Extras, with the Quote badge, and Change uses it again.

The Default templates of each format and the templates in Extras also have the preview eye, drawn over the same quote.

Quote templates that aren't going out stay in Extras with the Estimate badge: that's where they are edited, duplicated and removed.

Every template that already exists saves itself, the quote included: the screen has no Save button, and the footer says Saved automatically for every change saved. Only creating a new template requires clicking Create template.

The quote's Format is PDF or Excel, chosen in its editor, in the copy in Extras too. In PDF it downloads the paper the customer receives, and the editor opens the PDF section, with the document title, the header, the totals and the page orientation; in Excel, the spreadsheet with the template's columns, and the section disappears, because none of it goes into the spreadsheet. The quote templates also appear in the quote's Choose template…, each in its own format. The quote sent to the customer is still a PDF: the format applies to the download. On the quote screen, the first item in the Export menu is already the Default estimate: it downloads the quote with the template in use, in its format, highlighted or not. Highlight in the Export menu set to Yes applies in the purchase's Export menu and in Dri's export menu, where the template becomes a shortcut and downloads the same paper. The company's first quote template is born with the highlight on. On a document that is already an order, neither the Default quote nor the shortcut appears: the quote is the paper of the quote stage.

★ shortcuts in the order's Export menu

The ★ turns a custom template into a one-click shortcut in the Export menu of the order and the quote, already in the chosen format. In the editor, the ★ is the Highlight in the Export menu field, and a new template is born with it set to Yes. To mark a template that has no ★ directly in the list:

1. On the template's row, click the ★.
2. Under Download in which format?, choose Excel, CSV, Text (.txt) or PDF.

The template moves to the top of Extras, with a format badge. You can have as many shortcuts as you want. The Move up in the Export menu and Move down in the Export menu arrows set the order in which they appear in the order's menu. To remove the shortcut, click the filled ★ again.

⚠️ The ★ turns no template into the default. Each format's default is still the row with the Default badge, at the start of the list; the ★ only creates the shortcut.

Use a template without a shortcut

Every custom template, with or without ★, appears in the Template field of the order's Choose template… window, with its format on the right. Those with a shortcut have a ★ before the name. The window doesn't adjust the template on the spot: to change the columns of a download, change the template here.

When it goes wrong

• "A template with that name already exists": two order templates can't have the same name. Change the name or use Duplicate template, which already generates a free name.
• The shortcut disappeared from the menu: check that the ★ is still marked on the template. If the menu shows No permission for the shortcut, the user has no access to the export templates.
• The shortcut downloaded a .zip: the template has One file per branch (.zip) and the order is allocated. That's the expected behavior.
• I changed the default template and nothing changed in the file: check that the card's footer says Saved automatically (Not saved: check the warning means the server rejected the change) and that the download really went through the default, and not through a ★ shortcut of another template.
• The quote shortcut doesn't appear in the Export menu: the document is already an order, and the quote is the paper of the quote stage; or the quote has Highlight in the Export menu set to No.