To open template management page click on ‘Document & e-Mail Templates’ under Settings module.
Here you will see a collection of document and email templates, fully customisable in MS Word, for use in DEAR System’s Purchase, Sale and Inventory/Production modules.
The templates are organised under three main areas. There's Purchase, Sale, and Inventory. You can easily add a new template by clicking the blank template which appears in each of the sections. And you can also edit an existing template by selecting that template from the list.
When you select a template, you're given the option to download the Word template to be able to edit it on your computer as well as reset the template to the original. You will then need to select the relevant template type which will determine where that template can be used as well as its position in the template dropdown when you try to generate a document.
You can give the template a unique name. For example, if you have variations of purchase orders or sale orders which go out to different suppliers and customers, you're able to name these templates respectively and can easily find them in the dropdown when trying to create a document.
You also have the option to browse for a previously saved document on your computer as well as browse for a previously saved template to be used as an email template.
Let's open an existing template in Microsoft Word - it will display the structure of the template including all tables as well as mail merge fields which will be populated when this document is generated.
You'll find that every template will begin with TableStart and end with a TableEnd mail merge field. These mail merge fields determine the section of DEAR Inventory where information to populate this template will be sourced from.
You will need to make sure that you preserve the structure. If the structure is not preserved, your template will not work.
You can find all the various mail merge fields that belong to that particular section within the Master mail merge fields document and also can be found within the Manage Document and eMail Templates module. (You will need to follow the available mail merge fields link. The document will open in Microsoft Word and will contain all the mail merge fields available to be extracted over to DEAR Inventory. You're also provided with samples on how the mail merge fields should be structured as well as the tables. Tables which may have multiple lines generated in them, for example Purchase Order Line, Sale Order Line, or Additional Charges, will have TableStart and TableEnd tags within the table itself. And these relate to the specific table where the information will be sourced from.)
If you wanted to change or add any of the information for the supplier. For example, if you wanted to add a supplier fax number to the purchase order, you will need to copy an existing field, paste it back in, right-click on the field to toggle field codes, which will essentially show the contents of the field.
You then need to return to the Master template and in the purchase table, you will need to find the supplier fax.
You will need to copy the supplier fax field, return to the document, and then replace supplier email with supplier fax.
We can then right-click and update the field which would update the contents of the field and reflect them in the field name.
You have another option for displaying mail merge fields for Windows users. You can press ALT and F9 together which will display all mail merge fields available in the document including any IF functions as well as tables within the IF functions.
For Mac users, those buttons are OPTION and F9.
Let’s also take a look at how changes can be made within tables especially those hidden within IF functions.
By pressing ALT and F9 together, we can reveal all the mail merge fields. To make a change within the table, for example, if we want to get rid of a particular column, we'll need to select that column and then delete it.
To reflect that change in the mail merge field, we'll press ALT+F9 again, right-click on the field and update it. That will get rid of the particular column we deleted within the IF function.
Take care when deleting columns or making any changes in the tables. Make sure that you press ALT+F9 if you're making any changes. For example, if you were to make a change to this table without exposing the IF function that change will not take place.
For example, if I delete this Price column, if I was to update the field, the Price column will come back. This is due to the fact that the mail merge field simply displays the table. It doesn’t actually allow you to make any changes to the table without exposing the IF function first. If I delete the Price column out of the table within the IF function, when I press ALT+F9 to hide the mail merge fields then update the field that will get rid of the Price column for me.
The same works in reverse when adding columns. You will need to press ALT+F9 to reveal the table and insert a column. For example, if I wanted to populate Additional Attribute 1, I then need to copy the existing field, paste it in then paste the field. I will need to find the PO Lines table which will be used to populate the information in this table.
We need to return to the Master mail merge fields document, find the PO Lines table and then copy AdditionalAttribute1, return to the template and then replace Unit with Description, press ALT+F9 to hide the field, and then update it. This table will now be included in the extra column which will be used to complete the item’s description.
To insert your company logo into the template, you can use the Word Insert Pictures function where you can simply copy-paste the image into the template.
Once you've inserted the image, you may have to change the text wrapping for the image. In Front of Text option allows you to position the image anywhere you like. You may choose the text wrapping facility depending on the situation.
When you're finished editing the template, you will need to save it and then return to DEAR Inventory Manage Templates area, select the template you wish to replace, give it a name then browse your computer for that template, insert it and then save it. And this template will now be ready to be used in the relevant module.
For Large subscription plans, adding new templates is permitted (say Invoice/Order headers in various languages).
Please have a look at the full list of available mail merge fields and this video demonstrating customisation process.