Document branding themes

This article covers document branding within Stock&Buy.

Introduction

Branding themes are useful to customize how your PDF invoices, quotes, and purchase orders display.

Update the standard theme

Stock&Buy comes with a few options you can use to customize the standard theme to fit your business needs:

  • Upload a logo to be displayed on invoices, purchase documents and packing slips
  • Change the default document titles depending on the sale or purchase order status

The standard theme customization is available for Established and Enterprise users.

The standard branding theme is limited in terms of changing the look and feel of your document printouts. If you want full customization such as custom fonts, font size, color, page layout then please carry on to the next section.

Advanced branding themes

Advanced branding gives you greater control over how your sales, refund and purchase order printout documents look like. In this mode, document printouts are generated from branding templates defined in .docx Microsoft Word documents.

The Advanced branding theme customization is available for Enterprise users only.

You can add multiple themes to use in different situations, such as different payment terms or varying logos. There’s no limit to the number of themes you can add.

Add, Edit, Delete branding themes

To add a theme:

  1. Go to your Account page
  2. Open the Branding and customization page
  3. Under Document Branding, click on the Advanced tab
  4. Click Add a .docx Template
  5. Enter the name of your template
  6. Choose which category the template applies to
  7. Upload your .docx template file

To Edit a theme:

  1. Go to your Account page
  2. Open the Branding and customization page
  3. Under Document Branding, click on the Advanced tab
  4. Find the template you would like to edit and click on it
  5. Change the template details and hit Close
  6. Click on Save & Close

To delete a theme:

  1. Go to your Account page
  2. Open the Branding and customization page
  3. Under Document Branding, click on the Advanced tab
  4. Find the template you would like to edit and click on it
  5. Click Delete this template
  6. Click on Save & Close

Edit a branding template

The advanced branding theme mode relies on templates defined in .docx Microsoft Word documents to generate an invoice or purchase printouts.

Stock&Buy has default templates you can customize to your own needs instead of starting from scratch. These templates can be downloaded on the links appearing in the Document Template Editor dialog.

Insert fields into a template

If a default template doesn’t include all the information you need to show, you can insert additional fields to your template. See a list of the available fields to help decide which ones you can add to your template.

Microsoft Word for Windows

  1. Download and open your template from the Document Template Editor dialog.
  2. On your template, click where you want to insert the field.
  3. Select the Insert tab.
  4. Select Quick Parts, then Field.
  5. In Field names, select MergeField.
  6. In the Field name section, enter the name of the field.
  7. Click OK

Microsoft Word for Mac

  1. Download and open your template from Document Template Editor dialog.
  2. On your template, click where you want to insert the field.
  3. In the Insert tab, click on The Field icon.
  4. In Categories, select Mail Merge.
  5. In the Field names section, select MergeField.
  6. In the MergeField text box, enter the name of the field.
  7. Click OK

Edit a field on a template

If you insert a field in your template by mistake, you can edit it instead of deleting it completely.

Microsoft Word for Windows

  1. Download and open your template from the Document Template Editor dialog.
  2. Right-click the field you want to edit.
  3. Select Edit Field.
  4. In the Field name text box, update the field name.
  5. Click OK.

Microsoft Word for Mac

  1. Download and open your template from Document Template Editor dialog.
  2. Find the field you want to edit and right-click.
  3. Select Toggle Field Codes.
  4. In the expanded field, update the field name.
  5. Right-click the updated field and select Update Field.

Avoid typing over the field name in your template, as the background code will still reflect the original name.

Delete a field from a template

You can delete fields from your template as you would with a standard Word document.

  1. In your template, highlight the field you want to delete.
  2. Press Delete or Backspace on your keyboard.
  3. In the field code view, confirm that the field is deleted correctly.
  4. If you’re using Windows, press Alt + F9 on your keyboard.
  5. If you use a Mac, go to Preferences and click into Authoring and Proofing Tools. Here, select View and click Field Code.
  6. If the field is visible in the field code view, delete the field using Delete or Backspace on your keyboard.
  7. Exit the field code view.

When deleting fields, be careful not to remove the default RangeStart and RangeEnd fields. If these fields are missing, the forms you print or email won’t display correctly.

Fields should also only be deleted using the process above. Using other methods, such as the space bar, may cause fields to remain in the field code view.

Insert static text into a template

If you want to include text that won’t change, such as your bank account details, payment terms, your organization terms, and conditions then add it as static text to your template. You can add static text in the same way as you’d enter text into a Word document.

Adjust the pagination setting for the text so it is correctly displayed on your PDF printouts:

  1. On your template, highlight the static text.
  2. Right-click and select Paragraph.
  3. Click the Line and Page Breaks tab.
  4. Under Pagination, select the Keep lines together checkbox.
  5. Click OK.

Insert images into a template

You can also insert images and pictures into the word template document. This is useful if you want to include your logo in the final printout documents.

To insert an image into the template document:

  1. Copy and paste your image into your template
  2. Change the image layout to “Inline with Text“. This point is very important for the images to correctly render in the final document

Display order line item images

You can configure your template to display product images for each line item.

To display product images for each line item:

  1. Add an Image MergeField as documented in the Fields you can insert into a custom template, under the Order Item Details section
  2. You can customize the image size and shape by inserting a shape into the merge field

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