Purchase Order Templates
Purchase Order templates in EquiBillBook allow you to create professional, consistent purchase order documents with your branding and preferred layout. This guide explains how to use and customize Purchase Order templates.
What are Purchase Order Templates?
Purchase Order templates are pre-designed layouts that determine how your Purchase Orders appear when printed, emailed, or downloaded as PDF. Templates include:
- Company logo and branding
- Document layout and formatting
- Field placement and organization
- Color schemes and styling
- Terms and conditions sections
- Footer information
Accessing Purchase Order Templates
To access Purchase Order templates:
- Navigate to Settings → Purchase Settings → Purchase Order Templates
- Or go to Settings → Invoice Template Settings → Purchase Order Templates
- You'll see a list of available templates
- Select a template to view or edit
Default Templates
EquiBillBook typically includes default templates:
- Standard Template: Basic professional layout
- Modern Template: Contemporary design with enhanced styling
- Classic Template: Traditional business document style
- Minimal Template: Clean, simple design
Template Components
Header Section
The header typically includes:
- Company Logo: Your business logo
- Company Name: Your organization name
- Company Address: Business address
- Contact Information: Phone, email, website
- GST/Tax Information: Tax registration details
Document Title
Template includes:
- Clear "PURCHASE ORDER" title
- Order number display
- Order date
- Expected delivery date
Supplier Information
Supplier details section:
- Supplier name and address
- Contact information
- GST/Tax details
- Payment terms
Items Table
Items section includes:
- Item description
- Quantity
- Unit price
- Discount (if applicable)
- Tax amount
- Line total
Totals Section
Summary section shows:
- Subtotal
- Tax breakdown (CGST, SGST, IGST, etc.)
- Additional charges
- Discounts
- Grand total
Footer Section
Footer typically includes:
- Terms and conditions
- Notes or special instructions
- Authorized signature area
- Page numbers
- Company footer information
Selecting a Template
To select a template for Purchase Orders:
- Go to Purchase Order template settings
- View available templates
- Preview each template to see the layout
- Select the template that best fits your needs
- Save the selection
- The selected template will be used for all Purchase Orders
Customizing Templates
Basic Customization
You can customize:
- Logo: Upload your company logo
- Colors: Change color scheme to match branding
- Fonts: Select font family and sizes
- Layout: Adjust field positions
- Fields: Show or hide specific fields
Advanced Customization
For advanced customization:
- Edit HTML/CSS if template editor supports it
- Modify field labels
- Add custom fields
- Rearrange sections
- Add images or graphics
- Customize terms and conditions
Template Settings
Display Options
Configure what to display:
- Show or hide company logo
- Display tax breakdown
- Show item images (if applicable)
- Include barcode or QR code
- Display payment terms
- Show delivery address
Formatting Options
Set formatting preferences:
- Date format
- Number format
- Currency symbol position
- Decimal places
- Page size (A4, Letter, etc.)
- Orientation (Portrait/Landscape)
Using Templates
When Creating Purchase Orders
Templates are automatically applied:
- When you create a new Purchase Order
- When you print a Purchase Order
- When you email a Purchase Order
- When you download as PDF
Preview Before Printing
Always preview before printing:
- Click "Preview" to see how the order will look
- Check all information is displayed correctly
- Verify logo and branding appear properly
- Ensure layout is professional
Multiple Templates
If your plan supports multiple templates:
- Create different templates for different purposes
- Use one template for domestic suppliers
- Use another for international suppliers
- Select template per order if option available
Template Best Practices
- Choose a template that reflects your brand identity
- Ensure logo is high quality and properly sized
- Keep layout clean and professional
- Include all necessary information
- Make sure text is readable
- Test template with sample orders
- Preview on different devices if possible
- Keep terms and conditions clear and concise
- Update template periodically to keep it fresh
- Ensure template complies with legal requirements
Template Maintenance
Regular Updates
Keep templates updated:
- Update logo if company rebrands
- Refresh contact information when it changes
- Update terms and conditions as needed
- Review template periodically for improvements
Testing
Test templates regularly:
- Create test Purchase Orders
- Print and review output
- Check PDF generation
- Verify email formatting
- Test on different browsers
Troubleshooting
Template not applying correctly?
- Verify template is selected in settings
- Clear browser cache and refresh
- Check if template file is corrupted
- Try selecting a different template and back
- Contact support if issue persists
Logo not appearing?
- Verify logo is uploaded correctly
- Check logo file format (PNG, JPG supported)
- Ensure logo size is within limits
- Re-upload logo if needed
Layout issues in print/PDF?
- Check page size settings
- Verify margins are set correctly
- Test with different browsers
- Adjust template if customization is available
Fields missing in template?
- Check template display settings
- Verify fields are enabled in template configuration
- Review template customization options
- Contact support for template modifications
Related Features
Purchase Order templates work with:
- Email Templates: For sending orders via email
- Print Settings: For configuring print options
- PDF Generation: For downloading orders as PDF
- Branding Settings: For company logo and colors
Using well-designed Purchase Order templates creates a professional image, improves brand consistency, and enhances communication with suppliers!