Many documents in TOM (offers, invoices etc.) can be printed in MS-Word using a *.dotx or *.dot template. The template layout can be widely customized.
Concept
TOM writes field values from its database into bookmarks and tables in the Word templates. TOM will first open the template, transfer the text and save the file (e.g. "Inv_1331.docx") to a certain folder automatically. At the same time it opens it for you to check and edit if necessary.
Invoice creation through WORD has its own method. Here the template does not bring the Word document onto the screen where it could be edited, but works only in the background, creating a PDF copy and NOT saving the Word document at all. The invoice PDF will be saved to "\Documents\Invoices".
The file names that are created (pdf or docx) can be given custom prefixes which are defined, e.g. in Program settings >Forms >Invoice etc.).
The templates are standard Word template files (*.dotx).
Applying MS Word print
When printing quotes, letters, order confirmations you can select on a case-by-case basis whether to use the TOM print layout or the WORD template for printing.
Exception Invoicing: you need to define the print-to-word feature as a permanent setting in Program Settings >Forms >Invoices (since TOM v13).
Requirements
The WORD printing feature depends on two valid file paths:
Templates folder: contains the *.dot templates for invoices, offers etc. (see above) The templates need to be stored in a folder that is registered in TOM. By default it is the sub-folder in the
Documents folder /__Templates.
Documents folder: contains sub-folders, in which invoices, quotes etc. are saved by default. For the Word docs or PDF files this is the target folder.
Customizing the MS-Word templates
The templates can be modified quite freely. However, there are some issues to be considered.
| • | Font, font size and style can be edited freely |
| • | Layout elements (logos, graphics etc.) are optional |
| • | table characteristics (frame, background, column width and text alignment) can be changed, but not the number and order of columns! |
| • | table size (i.e. the number of rows) should ideally correspond to the maximum possible size of invoices or other forms. E.g., if your invoices are never longer than one page it will be unnecessary to maintain a three-page table in the template. This will cause no harm, but it takes some extra time each time you print (see below). |
| • | When you shift bookmarks in Word, make sure you are shifting the ENTIRE boolmark |
| • | MS-Word displays bookmarks in brackets []. Use Word's Extras menu ( >Extras >Options >View) to make them visible or to hide them. |
| • | If you do NOT want a certain value in TOM to appear on your Word form simple delete the corresponding bookmark in the respective Word template. |
| • | Always make backups of your Word templates, especially in the beginning -- working with bookmarks is rather tricky |
| • | Whatever changes you make to your templates -- do not rename them! The file names in the template folder may not be changed. |
Multiple templates for invoices and quotes
You can use several different invoice and quote templates to account for differing needs with regard to language, layout design, length of invoices etc.
| • | Create new templates as needed. Each non-standard template name will receive a prefix such as "L2_" or "P5_" etc. Thereby, e.g., the standard template Offer.dot will become L2_Offer.dot. Adding a prefix to the template name is mandatory. Do not change the original name string. |
| • | These prefixes are to be stored in TOM (UserSettings >Forms > Templates, see below). |
| • | You can now assign any non-standard template to clients in their profiles. This will cover both offers as well as invoices. |
| • | However, the option Does not apply to offer template" (in client profile) will cause a special template to be used only for invoicing. |
| • | In addition, in any project or offer a template can be freely chosen, thereby combining the automatism of client-related settings and flexibility. |
| • | The order of priorities is as follows: |
1. Selection made in project/quote. Assign any template available to an invoice/quote.
This selection supersedes possible client settings (if any).
2. Selection made in the client profile, if no setting has been made in a project/quote.
3. If in special cases you want to use the standard template where you have defined a Special template for a particular customer you should use the Standard option in a project or quote.