# Catalog and exports: how your rep agency's file comes out

> For the rep agency: choose the template in use for each list, build the Excel and PDF ones, inherit or customize the organization's and show templates to the team.

Source: https://vendria.com/en/ajuda/modelos-de-lista-da-representacao

## Where to find it

In your account menu, under **Catalog and exports**, the same name as the supplier's
equivalent screen.
The item shows for members of a rep agency company. The page has
three tabs:

- **Taxes**, the first: whether the rep agency shows tax separately, and which. The
  choice applies on quotes, lists and the catalog;
- **Estimates and orders**: the PDF/Excel of quotes and orders credited to your
  rep agency and the **Identity on documents** (the logo and the contact);
- **Lists**: the catalog **list** file and, in **General settings**, the
  **New arrivals window**.

At the end of the page, in the **Estimates and orders** and **Lists** tabs, is **Your
templates**.

The top of the page says which rep agency and which organization the configuration
on screen belongs to: *"From <rep agency> in the organization <organization>. Whatever you
don't customize keeps coming from the organization."*. Whoever belongs to more than one
rep agency chooses which in the selector next to the title.

## Who sees and who changes the list templates

**Every rep agency member sees the page; the Partner or the
Administrative changes it.** For the others, the card shows with the **Read only** badge and
the sentence *"Only the rep agency's Partner or Administrative can change these templates."*: the
fields are locked.

The page stays open to the Seller on purpose: it's how they understand why
the list file comes out with those columns, before sending it to the customer.

The organization reads your rep agency's configuration, but doesn't change it: the team
decides about its own file.

## The configuration applies only to this organization

This is the point that causes the most confusion: the template applies to your rep agency
**in that organization**, not in all of them. A rep agency that serves three brands
configures three times.

The reason is the catalog. The attribute columns the editor offers come from the
organization's catalog; a template built for one brand with a column the other doesn't have
would lose that column at the other, without warning.

## Each list's defaults: what the team gets

In the list section, the **Templates** list starts with the defaults: one row for
each list type: the **Standard list**, with the **Used by default** badge (it's what
comes out when someone asks for a list without saying which), and the **ABC curve**, the **Product
registry** and the **Stock**, with the **Default** badge. Right below come the
**Excel** and **PDF** Default templates (see below). Dri picks the type from the seller's request
(*"what sells the most"* is the ABC curve, for example); with no type stated, it's the Standard
list.

Each row shows the template the team gets for that type and where it comes from:

- **Supplier default**: the rep agency didn't choose, and the organization's choice
  applies;
- **Supplier template, chosen by the rep agency**: the rep agency
  chose an organization template, without copying it;
- **Rep agency template**: a template from your team;
- when not even the supplier chose, the row says the format's Default template comes out
  (Excel or PDF).

If the template in use lacks columns that list type usually has (for
example, the stock column on the Stock list), the row warns you. It's just a
warning: the template works anyway.

For the Partner and the Administrative, each row has buttons. The other members
can also click the row: the template in use opens locked, view-only.

- the pencil edits that type's default, and clicking the row does the same. When the
  template in use is the rep agency's, it opens the template. When it's the supplier's,
  it opens theirs with a warning: the first change creates your
  team's copy, already in use in its place, with the change, and the supplier's doesn't change.
  With no template at all, it creates a template that goes into use for that type right away;
- the copy icon (**Duplicate**), on the supplier's template: creates a copy in the
  **Extras**, not in use, and opens the copy;
- the eye (**View the preview**) shows how that row's template comes out.

**Revert to the supplier's** is inside the open template, at the top of its screen,
when the rep agency chose another one: it deletes the team's choice, and the row
goes back to following the organization's.

For the other members, the row shows **Team default**, with a padlock.

When the list type has a template in use, Dri already sends the new list as a
file, in that template. Right after she offers the **Other template** menu, with the
other format, other templates of the same type (the team's only with ★) and the other
list types, in each one's template in use or its default. Tapping an option
resends the same products
in the chosen template. See [List file templates: whose layout is it](/en/ajuda/modelos-de-arquivo-da-lista).

## The default templates: one per format

Right below the rows for each list type, the **Templates** list has the two
format Default templates, **Excel** and **PDF**, with the **Base** badge. They always exist and are what comes out when someone on the
team taps **📊 Excel** or **📄 PDF** in Dri's answer, or downloads directly from the
Export menu on the products screen. They are also the base for list types without their own
template, and the row says which (for example, *"Used for ABC curve and Stock, which don't
have their own template."*). Each row shows a summary of the columns, and the PDF one already
shows its layout: *"Layout: Table"* or *"Layout: Grid · 3 per row"*.

Clicking a Default template's row, or its pencil, opens the template screen: the
list disappears, and the arrow at the top (or the browser's Back) returns to the list. The
editor is split into blocks that open and close, each with a summary when
closed. You can adjust:

- **Columns**, the first block, already open: which columns go in, with what title and in
  what order;
- **Formatting**: **Decimal places**, **Decimal separator**, **Thousands
  separator** and **Text case** (uppercase or not). In Excel the cell stores a number, and the program
  of whoever opens it draws the comma; there only the decimal places and the thousands separator
  on or off apply;
- in the template with **Format** set to **PDF**, in the **PDF page** block, the **Page
  orientation**: **Automatic (recommended)**, **Always portrait** or **Always
  landscape**, and the **Layout**: **Table — one row per product** or **Grid —
  cards with a large photo**, with the grid's **Items per row**. The grid only
  exists in the PDF.

**Preview PDF** and **Preview Excel**, at the top of the template screen, show the result of what's
on screen, before saving.

## A change to a Default template saves on its own

There is no save button: each change is written right after you stop
editing, and the card's footer says **Saved automatically**. From then on it applies
to the team. If the server refuses the change, the footer warns and
**Discard** shows, which goes back to what was saved.

## Inheritance is per format, not per column

Each Default template inherits from the organization as long as nobody in the rep agency touches it, and
carries the **Inherited from the organization** badge. Opened, it warns: *"These are the
organization's rules. When you change any of them, they become your rep agency's and
stop following theirs."*

⚠️ **Changing anything inside a Default template takes the whole format.** Once saved,
that format becomes your rep agency's and stops following the
organization's; the other formats keep inheriting.

To return a format to inheritance, use the **Revert to the organization's** icon, on
that format's row. It deletes your rep agency's configuration for that format instead of
copying the organization's, so a future change by the organization reaches
your team again.

## The PDF and Excel of quotes

The **Estimates and orders** tab decides how the PDF and Excel of every document
credited to your rep agency come out, including when the one who opens and exports it is the
supplier. Inheritance is the same as the list's Default templates: a format you didn't
touch keeps coming from the organization.

**CSV and TXT don't show here, on purpose.** These two formats feed the
supplier's ERP, so they stay on its template on any document.

On your rep agency's quotes, the estimate that goes to the customer and the order
copy come from the template on the **Sent estimate** row, the first in that tab's
**Templates** list, before the format Default templates, with the **Used by
default** badge. By default the supplier's comes out; the rep agency can have its own
estimate templates and choose which comes out.

- If the supplier hasn't customized theirs, the pencil (**Customize the sent
  estimate**) starts from the system's default estimate.
- If the supplier customized it, the pencil (or clicking the row) opens their
  template with a warning, and the first change creates your rep agency's copy, already
  in use, without changing the supplier's.
- With the rep agency's template, the pencil opens the template for editing, and clicking the
  row does the same. The copy icon (**Duplicate**) creates a copy in the
  **Extras**, not in use.
- The eye (**View the preview**) draws the estimate over the most recent quote
  credited to the rep agency (for someone who is neither Partner nor Administrative, the most
  recent one where you are the seller). Nothing is saved or sent.
- **Change** (arrows icon) shows the rep agency's estimate templates.
  **Use as default estimate** puts one of them into use; **New estimate** creates another one equal to the
  system default; **Duplicate the current one** copies what comes out today. The supplier's
  templates don't show there: to start from one of them, duplicate the current one.
- **Revert to the supplier's** is inside the open estimate, at the top of its
  screen. It takes the rep agency's template out of use after a confirmation,
  **without deleting it**: it stays in the **Extras**, with the **Estimate** badge, and
  **Change** puts it back into use.

The estimate **saves on its own**: its screen has no **Save**, and the footer says
**Saved automatically**. Its format is **PDF** (the paper the customer gets)
or **Excel** (the spreadsheet with its columns); the estimate sent to the customer
stays in PDF. On the quote screen the first item in the **Export** menu is already the
**Default estimate**, which downloads the template in use in its format; **Highlight in the
Export menu** set to **Yes** applies to the purchase menu and Dri's. The shortcut disappears when the
document is already an order.

## Named templates and the visibility star

In the same list, after the defaults, come the named templates, in **Extras**: variations for specific cases (a catalog with photos, a spreadsheet with just
code and price). **New template**, at the end of the list, opens the template screen, with
**Name**, **Format** (Excel or PDF), **Visible to the team** (**Yes** or
**No**; a new template already comes with **Yes**), the same column and
formatting rules and the **Filter and order** block.

**The star is what gives visibility.** A visible template gets the
**Visible · Excel** (or PDF) badge and starts showing to the team in Dri's menu,
next to the list, and in the Export menu on the products screen. Without the mark, it carries the
**Not visible to the team** badge and exists only on this screen. When there is a template without the
star, a warning at the top of the section counts how many.

In Dri's menu, your rep agency's visible templates come first and the
organization's after: the rep agency adds options, it doesn't remove the organization's.

Each template also has the duplicate, edit and remove buttons; edit opens the
template screen, with **Remove** also at the top. The Default template rows have
the same icons: the duplicate one opens a new template with that
format's rules, and nothing is saved until **Create template**.

## Your templates: each member's personal template

The Partner can allow own templates for the team (the Administrative too, if
the **Permissions by Administrative** switch allows), in the **Own
templates** switch on the **Permissions** screen (see [Permissions: what the rep agency's team can do](/en/ajuda/permissoes-da-equipe-de-representacao)). The switch comes turned off.

With it on, the **Your templates** section, at the end of this page, has the same
rows for each list type, only personal: each member chooses the template they
get for each list type, edits the team's (the first change creates the personal
copy, already in use) and goes back to the team's with **Revert to the team default**. The personal choice beats
the team default; without it, the team default applies. Each person's templates
are theirs alone: colleagues don't see them.

Each person can also have their **own estimate**, on the **Sent
estimate** row of **Your templates**: it comes out on quotes where they are the seller. With no
own estimate, the team's comes out, the one on this page's **Sent estimate** row.

With the switch off, the section shows *"The rep agency turned off own
templates; you get the team default."* The templates each person already had
stay stored and apply again if the switch is turned back on.

## The rep agency's new arrivals window

On the same page is the **New arrivals window** card: for how many days a newly
registered product keeps counting as new when someone on the team asks for *"the
new arrivals list"*. If the seller states the period in the message itself (*"what
came in over the last 20 days"*), the stated period applies, not this number.

An empty **Days counted as new** field **doesn't mean turned off**: it
means your rep agency follows the organization, and the inherited value shows in
gray inside the field, with the sentence *"No own configuration: the organization's N days
apply."*. Typing a number and tapping **Save window** makes it apply only
to your team; clearing the number and saving returns the inheritance.

## When it goes wrong

- **I switched rep agencies in the selector and what I typed disappeared.** The page
  restarts editing on each switch, on purpose, so as not to carry one
  rep agency's adjustment to the other. Save before switching.
- **I created a template and it doesn't show in Dri.** The star is missing: in the
  template editor, set **Visible to the team** to **Yes**, or check the ★ on its row.
- **"Only the rep agency's Partner or Administrative can change its list
  templates." showed up.** Your role in the rep agency is Seller; ask a Partner or
  Administrative.
- **The file changed without anyone on the team touching it.** The format was still inheriting,
  and the organization changed its own. Or that list type's row is set to
  **Supplier default**, and the organization switched its template.
- **One seller gets the list in a different layout from the rest of the team.** They
  may have a template in use in **Your templates**, if the **Own templates** switch,
  in **Permissions**, is on.
- **The tax column isn't offered, or shows struck through as having no effect.** On
  your rep agency's list, the tax is decided by its choice, in the
  **Taxes** tab, the same as for quotes credited to it
  (see [Taxes, Commercial Rules and the rep agency's identity](/en/ajuda/impostos-condicoes-e-timbre-da-representacao)). A
  tax the rep agency turned off doesn't become a column; with no choice of its own,
  the store's **Lists** switch applies, in **Catalog and exports**.

For what each seller can adjust in their own conversation, see [List file templates: whose layout is it](/en/ajuda/modelos-de-arquivo-da-lista).