--- title: Document templates order: 6 updated: 2026-07-22 --- # Document templates The *Firm Customisation* tab holds the personalisation entries for every document and email the app sends out — quotations, RFQs, purchase orders, customer/vendor/PO follow-ups, delivery and arrival receipts, order acknowledgments, and the printable sample delivery note and delivery note. Setting these once means every user in the firm sends documents that look and read consistently. Templates are firm-wide, and a change only affects sends made *after* you save it — anything already sent keeps the wording, numbering, and layout it went out with. ## Open the templates 1. Open *Settings* and pick *Firm Customisation*. 2. In the *Communication & Templates* card there are four rows: - *Email Accounts* — the outgoing mail accounts and per-document sending policy (opens the *Email Sending* modal). - *Sales Communication* — customer-facing templates (quotation, customer follow-up, delivery receipt, order acknowledgment, sample delivery note, delivery note). - *Procurement* — supplier-facing templates (RFQ, purchase order, vendor follow-up, PO follow-up, arrival receipt). - *PDF Templates* — pick which **design** (visual style) each document's PDF is printed with (opens the *PDF Templates* modal). 3. *Sales Communication* and *Procurement* open a small chooser modal; pick the document you want to configure from there. Each row and each entry inside it only appears if you hold the matching permission: - *Email Accounts* needs *Manage Email Configuration* (`firm.manageEmailConfig`). - Inside *Sales Communication* and *Procurement*, the *Quotation Personalisation*, *Customer Follow-up*, *Order Acknowledgment*, *Sample Delivery Note*, *Delivery Note*, *RFQ Personalisation*, *Vendor Follow-up*, and *Purchase Order Follow-up* entries need *Manage Quotation Personalisation* (`firm.manageQuotationPersonalisation`). - *Delivery Receipt Personalisation*, *Purchase Order Template*, and *Arrival Receipt Personalisation* are **firm-administrator only**. ## Choosing the PDF design (PDF Templates) The template modals above control the *wording* of a document — its subject, opening and closing lines, and terms. **PDF Templates** is separate: it controls the *look* — which visual design the finished PDF is printed with. Open *Firm Customisation → PDF Templates*. Each customer- and supplier-facing document type has its own row with a design picker beside it: - *Quotation* - *RFQ* - *Purchase Order* - *Delivery Challan* - *Sample Delivery* Pick a design for each one — you can mix and match, e.g. one design for quotations and a different one for purchase orders — then press *Save* once at the bottom. The default design is **Modern Greyscale** (a black header with a light striped table). Choosing a design is a pure style swap: the numbers, products, terms, and wording are unchanged — only the appearance of newly generated PDFs changes. Documents you have already sent or printed keep the design they went out with. The picker only lists designs that are currently installed, so as new designs are added they appear here automatically. Managing PDF Templates needs *Manage Quotation Personalisation* (`firm.manageQuotationPersonalisation`) or firm-administrator rights. ## How every template works The email and PDF templates share a handful of building blocks. Learning them once covers every modal below. ### Subject lines (None / Fixed / Dynamic) Every *PDF subject line* and *Email subject line* has a mode dropdown: - *None* — no subject line is rendered at all. - *Fixed* — plain text: whatever you type is the subject, with no quick-insert buttons. - *Dynamic* — the same input box plus a row of quick-insert token buttons (e.g. `{customerName}`). Behind the scenes *Dynamic* and *Fixed* behave identically — the only difference is the token buttons. A subject can hold up to `300` characters. The default mode for every template is *Dynamic*. ### Tokens Tokens like `{customerName}` or `{poNumber}` are replaced with the real value at send time. Only the tokens listed for that document are substituted; anything else is left as literal text, so a stray `{password}` can never leak data. Two special tokens are **body-only** and are filtered out of subject lines: - `{ProductTable}` — expands to a styled HTML table of the products on that document. - `{followUpList}` — on follow-up emails, expands to a numbered list of the previous follow-up sends (1st, 2nd, …). It is empty on the first follow-up, so keep it on its own line and the body still reads cleanly. ### What `{products}` prints On the two printable notes — the [Delivery note](#delivery-note) and the [Sample delivery note](#sample-delivery-note) — `{products}` expands to a comma-separated list of the product names on that note: - It prints the product head's **external display name** — the branded, customer-facing name you set on the product head — and falls back to the internal head name when no external name has been set. The customer never sees your internal naming. - Names appear in the order the products appear on the note. - The list is **de-duplicated ignoring both case and spaces**, so `Ball Valve`, `ball valve`, and `BallValve` all count as the same product and are printed **once** — in whichever spelling appeared first on the note. - If nothing resolves (no products, or no names on record) the token prints nothing at all — never the word `undefined`. `{products}` also appears on quotation, follow-up, and RFQ templates, where it lists the product heads on the enquiry. ### Recipient modes Most email templates let you choose who the mail is addressed to. The exact labels differ per document, but the shapes are: - *Contact person* — the contact person linked to the record. Customers and suppliers themselves don't carry an email address; their contact persons do. - *Fixed mailbox* — every send is always routed to one address you type in below. - *Hybrid* — either the sender chooses between the contact person and the fixed mailbox at send time, or (on RFQ / follow-up templates) the contact person receives the mail and the fixed mailbox is silently CC'd. *Fixed* and *Hybrid* modes require a fixed mailbox address — the modal blocks saving until you enter a valid one. ### CC & BCC Where a template offers *CC & BCC Lists*, addresses you add are copied on **every** outgoing email of that type. CC is visible to the recipient; BCC is hidden. Each list holds up to `20` addresses. On the send screen the person sending can still override these per message. ### Email body Email bodies are rich text. Tokens are replaced at send time. The body (including any embedded images) is capped at `2 MB` — go over and the modal refuses to save and asks you to shrink or remove images. ## Quotation Personalisation Open *Sales Communication → Quotation Personalisation* to configure the firm's default quotation. The modal scrolls through the following sections. ### Quotation Number Format A *Manage* button that opens the [Quotation number format](#quotation-number-format) modal — the date prefix, padded counter, revision suffix, joiner, and the counter reset all live there. ### Logo Layout A *Manage* button that opens the [Logo layout](#logo-layout) modal to fine-tune the company logo on generated quotation PDFs. ### Default Terms & Conditions A rich-text editor (up to `20000` characters). This is auto-filled onto every new customer, and it is the fallback printed on a quotation when the customer's own *Terms* field is empty at send time. It is **empty by default**. ### Recipient - *Contact person email* (`customer`) — mail goes to the contact person linked to the enquiry. **Default.** - *Fixed mailbox* (`fixed`) — every quotation is always routed to one mailbox you set below. - *Hybrid (sender's choice)* (`hybrid`) — at send time the sender picks between the contact person's email and the fixed mailbox. ### CC & BCC Lists A *Manage* button opens the *CC & BCC Lists* modal (up to `20` addresses each). The section shows a live count of how many CC and BCC addresses are configured. ### PDF Opening Paragraph The line printed after "Dear Sir/Ma'am," in the quotation PDF body (up to `600` characters). Default: `This is in reference to your above said enquiry, we are pleased to submit our techno-commercial offer as under for your kind consideration & expedite your valuable order.` ### PDF Closing Text Printed after the Terms section (up to `600` characters). Default: `Yours Faithfully,` / `For {companyName}` / `Authorized Signatory` — where the firm name is filled in automatically. ### PDF subject line Printed at the top of the quotation PDF. Default (*Dynamic*): `Proposal for supply of {products}`. ### Email subject line The subject used when the quotation is emailed. Default (*Dynamic*): `Quotation for {products}`. ### Email body Rich text with quick-insert token buttons. Default: `Dear {customerName},` … `Please find attached our quotation for your enquiry {enquiryNo} dated {offerDate}.` … `Looking forward to your response.` … `Regards,`. ### Quotation tokens Available in the subject and body quick-insert rows: - `{products}` — the product head names on the enquiry. - `{customerName}` — the customer's name. - `{enquiryNo}` — the enquiry number. - `{offerDate}` — the date the quotation was sent. - `{enquiryDate}` — the date the enquiry was originally received (formatted `dd/mm/yy`; empty if the enquiry has no date on record). - `{contactPerson}` — the contact person's name. - `{offerNo}` — the quotation number. On the *Customer Follow-up* body only, `{followUpList}` is additionally available. (The quotation PDF's own line-item columns — *Sr No.*, *Quantity*, *Unit Price*, *Discount*, *Discounted Price*, *Amount*, *Tax*, *Total*, *Grand Total Row* — are a separate setting. *Firm Customisation* carries only the firm-wide fallback set; each user's own defaults under *Settings → Personalisation → Quotation Columns* take precedence, and whoever generates the quotation can override both for that one document. See [Personalisation](/docs/settings/personalisation) and [Generate a quotation](/docs/enquiry-bank/generate-quotation).) ## Quotation number format The *Manage* button on *Quotation Personalisation → Quotation Number Format* opens the *Quotation Number* modal, which has two tabs: *Format* and *Reset Numbering*. A quotation number is built as `{prefix}{joiner}{paddedCounter}{joiner}{suffix}` — any empty part is dropped before the joiner is applied. A live *Preview (next fresh send)* shows exactly how the next number will read. ### Prefix The date-based lead of the number. Options (default `YYYY`): - `None` — no prefix. - `YYYY` — four-digit year, e.g. `2026`. - `YY` — two-digit year, e.g. `26`. - `MMYY` — month + two-digit year, e.g. `0426`. - `MMYYYY` — month + four-digit year, e.g. `042026`. - `YYYYMM` — year + month, e.g. `202604`. - `DDMMYY` — day + month + two-digit year, e.g. `240426`. - `DDMMYYYY` — day + month + four-digit year, e.g. `24042026`. - `YYYYMMDD` — e.g. `20260424`. - `FY-YY-YY` — Indian financial year, e.g. `FY-26-27`. - `FY-YYYY-YYYY` — Indian financial year in full, e.g. `FY-2026-2027`. - `YYYY-FY` — compact financial year with no `FY-` prefix and no separators: the start year's last two digits followed by the end year's last two, e.g. `2627` for April 2026–March 2027. The financial year runs April 1 → March 31: a date in January–March belongs to the previous April's year. ### Number padding How many digits the counter is zero-padded to. Range `1`–`10`, default `5` (so counter `1` prints as `00001`). ### Revision suffix Appended when a quotation is revised and re-sent. The revision counter starts at `1` on the first send. Options (default `RXX`): - `None` — no suffix. - `RXX` — `R` + a 2-digit padded number: `R01`, `R02`, `R10`, `R100`. - `R0X` — `R` + an unpadded number: `R1`, `R2`, `R10`, `R100`. - `RA` — `R` + a letter: `RA`, `RB`, …, `RZ`, `RAA`, `RBB`. - `A` — a letter only: `A`, `B`, …, `Z`, `AA`, `BB`. Letters roll over by **repeating** the same letter (`Z` → `AA` → `BB`), not in the Excel-column style (`AA`, `AB`, `AC`). With the default `RXX`, the very first send already shows `R01`; a revised re-send of the same enquiry keeps the base number and bumps to `R02`, and so on. ### Joiner The separator placed between the non-empty parts. Options (default `-`): `Dash "-"`, `Slash "/"`, `Space " "`, or `None (no separator)`. > The quotation number has **no free-text suffix** field. The typed suffix described under [Delivery note number format](#delivery-note-number-format) is offered on the delivery note and sample delivery only; the *Revision suffix* above (`R01`, `R02`, …) is a different, unrelated setting that stays on the quotation and purchase order. ### Reset Numbering The *Reset Numbering* tab shows the *Current counter value* and a *Reset counter to* field (range `0`–`999999999`). The next fresh quotation will consume value `+ 1`. This counter is **firm-wide and universal** — one running number shared across all enquiries. Resetting it only changes where *new* sends start; enquiries that already carry a base number keep it. The reset asks for confirmation (*Reset quotation counter?*) before it takes effect. ## Logo layout The *Logo Layout* modal fine-tunes how the company logo appears at the top of every generated quotation PDF. Offsets are measured in PDF points (`1 pt ≈ 0.35 mm`). The company name stays pinned to its default slot — shrinking the logo just leaves more whitespace around it. - *Scale (%)* — range `0`–`100`, step `0.5`, default `100`. `100` is full size; lower values shrink the logo for low-emphasis headers. **`0` hides the logo completely** and the company name then takes the full header width. - *Left offset (pt)* — range `-100`–`100`, default `0`. Positive nudges right, negative nudges left. - *Top offset (pt)* — range `-100`–`100`, default `0`. Positive nudges down, negative nudges up. When *Scale* is `0` the logo is hidden and both offset fields are disabled and ignored. ## Customer follow-up Open *Sales Communication → Customer Follow-up* for the reminder emails sent to a customer after a quotation. ### Recipient - *Contact person email* (`customer`) — the contact person linked to the enquiry. **Default.** - *Fixed mailbox* (`fixed`) — every follow-up is routed to one mailbox you set below. ### Auto-mark as lost Decides whether an enquiry is automatically marked lost after enough unanswered follow-ups: - *Never auto-mark* — enquiries stay in the follow-up list until you mark them won/lost yourself. **Default.** - *After N follow-ups since latest quotation* — counts follow-ups since the most recent quotation send; sending a fresh quotation revision resets the count so you can chase again from zero. - *After N follow-ups in total* — counts every follow-up the enquiry has ever received, regardless of revisions. When a counting mode is chosen, a *Threshold (N)* field appears (range `1`–`50`, default `3`). ### Subject and body - *Email subject line* — default `Following up on Quotation for {products}`. - *Email body* — default reminder text. The body quick-insert row offers the seven quotation tokens **plus** `{followUpList}`. ## Delivery receipt personalisation Open *Sales Communication → Delivery Receipt Personalisation* (firm-administrator only) for the "delivery confirmation" email to the customer. This document is **email-only**. ### Recipient - *Contact person email* (`customer`) — the contact person on the order. **Default.** - *Fixed mailbox* (`fixed`) — always routed to one fixed mailbox. - *Hybrid (sender's choice)* (`hybrid`) — the sender picks between the contact person and the fixed mailbox at send time. In this mode the fixed-mailbox field is labelled *Fixed mailbox (offered as an option at send-time)*. ### CC & BCC Lists A *Manage* button opens the shared *CC & BCC Lists* modal (up to `20` each), copied on every delivery receipt email. ### Subject and body - *Email subject line* — default `Delivery confirmation for PO {poNo}`. - *Email body* — default confirmation text containing `{ProductTable}`. ### Attachments Three switches (the sender can still override per send): - *Attach PO copy* — the PO documents uploaded when the order was marked PO-arrived. **On by default.** - *Attach delivery's own attachments* — the files the dispatcher uploaded with the delivery slip. **On by default.** - *Include additional charges in receipt* — adds a table of any order charges attached to the delivery, with a charge-inclusive total, to the email body. **Off by default.** See [Delivery receipt](/docs/enquiry-bank/delivery-receipt). ### Delivery receipt tokens Subject: `{customer}`, `{contactPerson}`, `{poDate}`, `{poNo}`, `{deliveryDate}`, `{productsCommaSeparated}`. Body adds `{ProductTable}` (products in this delivery, not the whole order). ## Order acknowledgment Open *Sales Communication → Order Acknowledgment* for the one-time "thank you for your order" courtesy note to the customer. Email-only. ### Recipient Two modes only — there is **no hybrid**: - *Contact person email* (`customer`) — the contact person on the order. **Default.** - *Fixed mailbox* (`fixed`) — always routed to one fixed mailbox. ### CC & BCC Lists Shared *CC & BCC Lists* modal, up to `20` each. ### Subject and body - *Email subject line* — default `Thank you for your order, {customer} (Ref: {enquiryNo})`. - *Email body* — default acknowledgment text with `{ProductTable}`. ### Attachments - *Attach PO copy* — includes the customer's PO documents uploaded when the order was marked PO-arrived. **On by default.** This is the only attachable set for an acknowledgment, and it is only attached when the order actually has a PO on record. ### Order acknowledgment tokens Subject: `{customer}`, `{contactPerson}`, `{enquiryNo}`, `{poNo}`, `{poDate}`, `{productsCommaSeparated}`. Body adds `{ProductTable}`. (A sales order carries no order number of its own — it keeps the originating `{enquiryNo}` and the customer's `{poNo}`/`{poDate}`.) ## Sample delivery note Open *Sales Communication → Sample Delivery Note* to customise the printable note handed to a customer with a sample. Unlike every other entry this one is **PDF-only — nothing is emailed**, so there is no recipient, CC/BCC, or attachment control. It is printed from a sample delivery via *Print Sample Delivery Note* — see [Sample Delivery](/docs/inventory/sample-delivery). This one screen holds **every** sample delivery note setting, numbering included. ### Sample Delivery Number A *Configure* button at the top of the screen opens the [Sample delivery number format](#sample-delivery-number-format) modal — the numbering mode (*Automatic* or *Manual*), the format used in *Automatic* mode, and the counter reset. Like the delivery note's numbering card this one is **firm-administrator only**. A user who holds *Manage Quotation Personalisation* but is not an administrator opens the same screen and sees the PDF text fields — just without the *Sample Delivery Number* card. - *PDF subject line* — printed at the top of the note. Default `Sample Delivery Note`. - *Opening paragraph* — default `We are pleased to hand over the following sample(s) for your evaluation. Kindly acknowledge receipt.` Tokens are substituted here as well as in the subject line and closing text, and a row of quick-insert token buttons sits under the field — click one to drop that token in at the cursor. - *Closing text* — default `For {companyName}` / `Authorized Signatory`. It has the same quick-insert token row underneath. - *Default Terms* — a rich-text starter template you can edit or clear: - `1. The sample(s) remain the property of the company and are provided for evaluation only.` - `2. Sample(s) are to be returned in good condition unless otherwise agreed in writing.` - `3. This note is not an invoice and does not constitute a sale.` ### Sample delivery note tokens `{customerName}`, `{contactPerson}`, `{date}`, `{companyName}`, `{sampleDeliveryNo}`, and `{products}` — all six work in the *PDF subject line*, the *Opening paragraph*, **and** the *Closing text*. Each of those three fields carries its own quick-insert row of the same six buttons, so you never have to type a token by hand. See [What `{products}` prints](#what-products-prints). `{sampleDeliveryNo}` is the sample delivery's own number (see [Sample delivery number format](#sample-delivery-number-format)). The number is also printed in the note's header block as a *Sample Delivery No :* row, so the token is only needed if you want it inside your own wording. A sample delivery created before numbering existed has no number, and the token prints nothing for it. The note is quantity-only — money columns are hidden on this document by design. Save with *Save Personalisation*. ## Sample delivery number format The *Configure* button on *Sample Delivery Note → Sample Delivery Number* opens the *Sample Delivery Numbering* modal, which has two tabs: *Format* and *Reset Numbering*. It offers exactly the same options as the [delivery note number format](#delivery-note-number-format). ### Numbering mode - *Automatic — numbered for you on create* — the number is assigned server-side from the firm's running counter when the sample delivery is saved. **Default.** - *Manual — staff type the sample delivery number* — a required number field appears on the create form (up to `100` characters). The format fields below are hidden. Sample delivery numbers are **unique** in either mode: saving or editing one with a number another sample delivery already uses is rejected. ### Format (Automatic mode only) - *Prefix* — the same 12 date options as the [quotation number format](#quotation-number-format). Default `YYYY`. - *Number padding* — range `1`–`10`, default `5`. - *Joiner* — `Dash "-"`, `Slash "/"`, `Space " "`, or `None`. Default `-`. - *Suffix (optional)* — free text glued straight onto the end of the number, described under [Suffix (optional)](#suffix-optional). Empty by default. Sample deliveries have **no revision suffix**, so a typical auto number reads `2026-00042`. A live *Preview (next sample delivery)* shows how the next number will read. ### Reset Numbering The *Reset Numbering* tab shows the *Current counter value* and a *Reset counter to* field (range `0`–`999999999`), behind a confirmation. The next automatic sample delivery consumes value `+ 1`. Sample deliveries that already carry a number keep it — only new ones start from the new value. Resetting does nothing while the firm is in *Manual* mode. ## Delivery note Open *Sales Communication → Delivery Note* (the entry directly below *Sample Delivery Note*) to customise the printable note handed to a customer with goods delivered before the sales order exists. Like the sample note this document is **PDF-only — nothing is emailed**, so there is no recipient, CC/BCC, or attachment control. It is printed from a delivery note via *Print Delivery Note* — see [Delivery Note](/docs/inventory/delivery-challan). This one screen holds **every** delivery-note setting, numbering included. ### Delivery Note Number A *Configure* button at the top of the screen opens the [Delivery note number format](#delivery-note-number-format) modal — the numbering mode (*Automatic* or *Manual*), the prefix, padding, joiner, and suffix used in *Automatic* mode, and the counter reset. This card is **firm-administrator only**. The numbering itself is stored with the firm's other administrator-only settings, so a user who holds *Manage Quotation Personalisation* but is not an administrator opens the same screen and sees the PDF text fields — just without the *Delivery Note Number* card. ### PDF subject line Printed at the top of the delivery note PDF. Default `Delivery Note`. ### Opening paragraph Default: `Please find below the details of the goods delivered vide this delivery note. Kindly acknowledge receipt.` Tokens are substituted here as well as in the subject line and closing text — so an opening line such as `Please find below the details of the goods delivered vide delivery note {deliveryNoteNo}: {products}.` prints with the real values. A row of quick-insert token buttons sits under the field; click one to drop that token in at the cursor. ### Closing text Default: `For {companyName}` / `Authorized Signatory` — the firm name is filled in automatically. It has the same quick-insert token row underneath. ### Default Terms A rich-text starter template you can edit or clear. This is what the delivery note PDF prints: - `1. Goods listed above have been delivered in good condition.` - `2. Any discrepancy must be reported within 48 hours of receipt.` - `3. This delivery note is a delivery document and does not constitute a tax invoice.` ### Delivery note tokens `{customerName}`, `{contactPerson}`, `{date}`, `{companyName}`, `{deliveryNoteNo}`, and `{products}` — all six work in the *PDF subject line*, the *Opening paragraph*, **and** the *Closing text*, and each of those three fields carries its own quick-insert row of the same six buttons. `{deliveryNoteNo}` is the delivery note's own number and is the one token this document has that the sample delivery note does not. See [What `{products}` prints](#what-products-prints). Save with *Save Personalisation*. > There is **no column picker** on this screen. The delivery note PDF decides its own money columns at render time from whether the lines actually carry a price — see [Print the delivery note](/docs/inventory/delivery-challan#print-the-delivery-note). ## Delivery note number format The *Configure* button on *Delivery Note → Delivery Note Number* opens the *Delivery Note Numbering* modal, which has two tabs: *Format* and *Reset Numbering*. ### Numbering mode - *Automatic — numbered for you on create* — the number is assigned server-side from the firm's running counter when the note is saved. **Default.** - *Manual — staff type the delivery note number* — a required number field appears on the create form (up to `100` characters, no uniqueness check). The format fields below are hidden. ### Format (Automatic mode only) - *Prefix* — the same 12 date options as the [quotation number format](#quotation-number-format). Default `YYYY`. - *Number padding* — range `1`–`10`, default `5` (so counter `1` prints as `00042`-style padding). - *Joiner* — `Dash "-"`, `Slash "/"`, `Space " "`, or `None`. Default `-`. - *Suffix (optional)* — free text added at the very end of the number. Empty by default. Delivery notes have **no revision suffix**, so a typical auto number reads `2026-00042`. A live *Preview (next note)* shows how the next number will read. ### Suffix (optional) The *Suffix* field lets you tack your own text onto the end of every automatic number — a GST marker, a branch code, anything short. - It is glued **directly onto the end of the number, with no dash and no joiner**. With prefix `YYYY`, padding `5`, joiner `-`, and suffix `GST`, the next number reads `2026-00042GST`. - Leave it **empty** for no suffix — that is the default, and every number format saved before this field existed keeps printing exactly as it did. - **Spaces are ignored entirely.** A value of only spaces counts as empty, and `A B` is stored and printed as `AB`. - Maximum `12` characters. This typed suffix is **not** the quotation/PO *Revision suffix* (`R01`, `R02`, …) — that one is unrelated, is still only on those two documents, and is not offered here. The typed suffix is currently offered on the delivery note and the [sample delivery](#sample-delivery-number-format) only. ### Reset Numbering The *Reset Numbering* tab shows the *Current counter value* and a *Reset counter to* field (range `0`–`999999999`), behind a confirmation. The next automatic delivery note consumes value `+ 1`. Notes that already carry a number keep it — only new ones start from the new value. Resetting has no effect while the firm is in *Manual* mode. Because the counter can be moved by hand, numbers are not guaranteed unique in *Automatic* mode either — reset it to a value you have not used before. A failed save can also "burn" a number (leaving a gap), which is expected and harmless. ## RFQ personalisation Open *Procurement → RFQ Personalisation* for the vendor-facing RFQ emails. ### RFQ Number Format A *Configure* button opens the [RFQ number format](#rfq-number-format) modal. The trailing per-vendor letter is added automatically at checkout — see that section. ### Recipient - *Contact person email* (`cp`) — the supplier's contact-person email. **Default.** - *Fixed mailbox* (`fixed`) — routed to one mailbox, useful for an internal review pass before forwarding to vendors. - *Hybrid (CP + fixed in CC)* (`hybrid`) — the vendor's contact person receives the RFQ and the fixed mailbox is silently CC'd for record/audit. ### Subject and body - *PDF subject line* — printed at the top of the RFQ PDF. Default `Request for Quotation — {rfqNo}`. - *Email subject line* — default `Enquiry {rfqNo} from {firmName}`. - *Email body* — default HTML with a vendor self-fill link. Two checkboxes sit under the body: - *Append items table to the body* — inline supplier-facing table (`Sr · Product · Make · Qty · Description`). The `Enquiry.pdf` attachment goes either way; turn this off if you only want the PDF. **On by default.** - *Include vendor self-fill link* — when off, the `{fillUrl}` link block is stripped from the body. The vendor token is still issued, so staff can fill on the vendor's behalf inside the app. **On by default.** ### CC & BCC Inline *CC — Carbon Copy* and *BCC — Blind Carbon Copy* fields (add with Enter or the `+` button), up to `20` each. ### Vendor self-fill window - *Token validity (days)* — how long a vendor's emailed link stays valid. Range `1`–`180`, default `30`. - *Follow-up cap* — how many follow-ups are sent before the worker auto-flips an unanswered vendor to "no-bid". Range `1`–`50`, default `4`. ### RFQ tokens Subject: `{vendorName}`, `{contactPersonName}`, `{rfqNo}`, `{products}`, `{firmName}`. Body adds `{fillUrl}`. (A legacy `{eventNo}` token still resolves for old templates, but new templates should use `{rfqNo}`.) ## RFQ number format The *RFQ Number* modal (opened from *RFQ Personalisation → RFQ Number Format → Configure*) has *Format* and *Reset Numbering* tabs, mirroring the quotation number modal — with one key difference: **RFQ has no revision suffix.** Instead, a trailing letter is assigned automatically per (supplier, contact person) combo in cart-add order at checkout. - The cart-level number carries no letter, e.g. `2026-00123`. - The per-vendor number (shown on the vendor detail, emails, and PDFs) adds the letter, e.g. `2026-00123-A` for the first vendor, `-B` for the second, rolling over `Z` → `AA` → `BB`. Fields: - *Prefix* — the same 12 date options as the [quotation number format](#quotation-number-format). Default `YYYY`. - *Number padding* — range `1`–`10`, default `5`. - *Joiner* — `Dash "-"`, `Slash "/"`, `Space " "`, `None`. Default `-`. The *Reset Numbering* tab works exactly like the quotation counter (range `0`–`999999999`): the next cart checkout consumes value `+ 1`, already-released RFQs keep their numbers, and a confirmation is required. ## Purchase order personalisation Open *Procurement → Purchase Order Template* (firm-administrator only). The modal auto-saves an unsaved draft to your browser and offers to restore it next time, and a *Preview — Sample Render* modal shows the subject/body/terms with sample values filled in. ### PO Number A *Configure* button opens the [PO number format](#po-number-format) modal (numbering mode, prefix, padding, suffix, joiner, and the counter reset). ### Email Recipient - *Supplier Contact Person* (`supplierCp`) — the supplier's contact person on the PO. **Default.** - *Fixed mailbox* (`fixed`) — routed to one mailbox, e.g. a procurement/audit inbox. - *Hybrid (sender's choice)* (`hybrid`) — the sender picks between the supplier-CP and the fixed mailbox at send time. ### CC & BCC *Default CC* and *Default BCC* lists (up to `20` each). ### Subject, body, and terms - *PDF subject line* — printed at the top of the PO PDF. Default `Purchase Order — {poNumber}`. - *Email subject line* — default `Purchase Order {poNumber} from {companyName}`. - *Email body* — rich text. Default HTML greeting the supplier contact person and referencing the PO number and date. - *Default Terms* — a rich-text starter template (edit or clear). Defaults to a five-line block (prices firm till delivery; 30-day payment; delivery lead time; specification/brand make; right to return). This is what the PO send screen pre-fills and the PO PDF prints. - *PDF intro line* and *PDF closing* — printed in the PO PDF body. Defaults provided. ### PO tokens Subject and body: `{poNumber}`, `{supplierName}`, `{supplierContactPerson}`, `{poDate}`. (The PO PDF's line-item columns are the same set as the quotation's — *Sr No.*, *Quantity*, *Unit Price*, *Discount*, *Discounted Price*, *Amount*, *Tax*, *Total*, *Grand Total Row*. *Firm Customisation* holds only the firm-wide fallback ticks; your own defaults under *Settings → Personalisation → PO Columns* win over them, and the send screen's column menu wins over both for a single PO.) ## PO number format The *PO Number* modal has *Format* and *Reset Numbering* tabs. ### Numbering mode - *Auto* — the Add-PO form auto-fills the number; the firm counter is consumed when the PO is sent. **Default.** - *Manual* — the user types every PO number. No counter, no auto-fill, and the format fields below are hidden. ### Format (Auto mode only) - *Prefix Mode* — *Dynamic (date-based)* or *Static (custom text)*. - When *Dynamic*, a *Prefix Pattern* dropdown offers the same 12 date options as the [quotation number format](#quotation-number-format). - When *Static*, a *Prefix Text* field takes arbitrary text up to `30` characters (e.g. `RELIENCE`, `PO`). - *Number padding* — range `1`–`10`, default `4`. - *Joiner* — `Dash "-"`, `Slash "/"`, `Space " "`, `None`. Default `-`. - *Revision Suffix* — `None` (default), `RXX`, `R0X`, `RA`, or `A`, using the same rules as the quotation suffix. Appended when a PO is revised and re-sent. A *Preview (next PO)* shows the next number. The default PO format is `YYYY` prefix, padding `4`, no suffix, dash joiner. ### Reset Numbering Shows the current counter and a *Reset counter to* field (range `0`–`999999999`). The next sent PO consumes value `+ 1`; already-issued POs keep their numbers; a confirmation is required. ## Vendor follow-up Open *Procurement → Vendor Follow-up* for reminder emails to a vendor after an RFQ. ### Recipient - *Contact person email* (`cp`) — the supplier's contact-person email. **Default.** - *Fixed mailbox* (`fixed`) — routed to one mailbox for an internal review pass. - *Hybrid (CP + fixed in CC)* (`hybrid`) — the contact person receives the follow-up; the fixed mailbox is silently CC'd. ### Auto-mark as no-bid Only two options (there is no "consecutive" mode — each vendor invitation is a single chase target): - *Never auto-mark* — vendors stay in the follow-up list until you mark them no-bid or they submit a quotation. **Default.** - *After N follow-ups* — once a vendor receives N follow-ups without responding, the invitation auto-flips to no-bid and drops off the chase list. When the counting mode is chosen, a *Threshold (N)* field appears (range `1`–`50`, default `4`). ### Subject and body - *Email subject line* — default `Following up on RFQ {rfqNo}`. - *Email body* — default HTML. Body tokens are the RFQ subject tokens **plus** `{followUpList}`. ## PO follow-up Open *Procurement → Purchase Order Follow-up* for reminder emails to a supplier after a PO. There is no auto-terminal state here — the arrival flow resolves a PO, so reminders just nudge the supplier until then. ### Recipient - *Supplier contact person email* (`supplierCp`) — **default.** - *Fixed mailbox* (`fixed`). - *Hybrid (CP + fixed in CC)* (`hybrid`) — the supplier's contact person receives the follow-up; the fixed mailbox is silently CC'd. ### Subject and body - *Email subject line* — default `Following up on PO {poNumber}`. - *Email body* — default HTML. The original PO PDF and its first-send attachments are **re-attached automatically** on every follow-up; there are no attachment toggles here. Subject tokens are `{poNumber}`, `{supplierName}`, `{supplierContactPerson}`, `{poDate}`; the body adds `{followUpList}`. ## Arrival receipt personalisation Open *Procurement → Arrival Receipt Personalisation* (firm-administrator only) for the "receipt confirmation" email to the supplier when stock arrives. Email-only, and structurally identical to the delivery receipt. ### Recipient - *Supplier contact person email* (`supplier`) — **default.** - *Fixed mailbox* (`fixed`). - *Hybrid (sender's choice)* (`hybrid`) — the sender picks at send time; the fixed field is labelled *Fixed mailbox (offered as an option at send-time)*. ### CC & BCC Lists Shared *CC & BCC Lists* modal, up to `20` each. ### Subject and body - *Email subject line* — default `Receipt confirmation for invoice {invoiceNo}`. - *Email body* — default confirmation text with `{ProductTable}`. ### Attachments - *Attach invoice documents from the arrival* — the invoice files uploaded with the arrival entry. **On by default.** - *Attach PO documents (when linked to a PO)* — PO document files when the arrival is linked to a purchase order. **Off by default.** - *Include additional charges in receipt* — adds a table of any PO charges attached to the arrival, with a charge-inclusive total, to the email body. **Off by default.** See [Add a stock arrival](/docs/inventory/add-stock-arrival). ### Arrival receipt tokens Subject: `{supplier}`, `{contactPerson}`, `{poNo}`, `{poDate}`, `{arrivalDate}`, `{invoiceNo}`, `{invoiceDate}`, `{productsCommaSeparated}`. Body adds `{ProductTable}`. ## Email accounts and sending policy Open *Email Accounts* to manage the firm's outgoing mail. The *Email Sending* modal has three tabs. ### Firm Accounts Lists the accounts owned by the firm. The top-right *Add Account* button starts the add flow. Each row shows the email address, a provider badge (`google` or `smtp`), and a status badge — green *Valid* or amber *Invalid* (there is no "pending" state); an invalid account shows the last verification error. Two per-row actions: - *Re-verify* — re-tests the account's credentials. The result toast is *Account verified* or *Verification failed*. - *Remove* — opens a *Remove email account?* confirmation. Removing an account also clears it from any sending policy that referenced it. There is no per-account "default sender" — the effective sender is decided entirely on the *Policy* tab. #### Add Account The chooser offers two authentication methods: - *Google (OAuth)* — sign in with a Google/Gmail/Workspace account. You can set an optional *From name*, then Google's consent screen opens in a new tab (in the desktop app it opens your browser) and the modal detects completion automatically. Google is only asked for permission to send email on your behalf; no other Gmail data is accessed. The wait times out after two minutes. - *Manual SMTP* — enter host and credentials for any provider (Zoho, Outlook, cPanel, etc.): - *Email address* (required), *From name* (optional). - *SMTP host* (required, e.g. `smtp.zoho.com`). - *Port* — defaults to `587`. Must be `1`–`65535`. - *Use SSL (port 465). Leave off for STARTTLS (587).* — a secure checkbox, off by default. - *Username* and *Password* (both required). For Gmail, use a 16-character App Password — regular passwords are rejected. The password is encrypted at rest. - *Save & Verify* saves and tests the account. If verification fails the account is still saved but stays unusable until a successful *Re-verify*. ### Policy Picks which account sends each kind of mail. There are eight use-cases: *Quotation Send*, *Purchase Order Send*, *Customer Follow-up*, *Supplier Follow-up*, *Delivery Receipt Send*, *Arrival Receipt Send*, *Order Acknowledgment Send*, and *Generic*. Each has a *Mode* dropdown: - *Fixed* — everyone sends from one specific firm account (you pick it below). - *Firm-any* — the sender picks from a checklist of allowed firm accounts. - *User-own* — each user sends from their own personal account (added in their profile). **This is the default for every use-case.** - *Hybrid* — allowed firm accounts plus, optionally, the user's own account. *Fixed* and *Firm-any* need at least one firm account configured first — a banner reminds you if none exist. Save with *Save Policy*. ### Test Send Sends a one-off test from any account you can access; the attempt is recorded in the email log. Pick an *Account* (firm or personal, each prefixed `[Firm]` / `[Personal]`), a *To* address, a *Subject* (defaults to `Test email from Intigra`), and a *Body (HTML allowed)*. *Send Test* validates the recipient and that subject and body are filled before sending. ## Common questions ### Where did the individual template entries go? The *Communication & Templates* card now has just three rows. The per-document templates live inside the *Sales Communication* and *Procurement* chooser modals. Open the group that matches your document, then pick the entry. ### What are the `{tokens}` for? Tokens such as `{customerName}`, `{products}`, and `{poNumber}` are replaced with the real value when the document is generated. Use them in the subject and body so each recipient sees their own details. Only the tokens listed for that document are substituted — anything else stays literal. `{ProductTable}` and `{followUpList}` work in the body only. ### My opening paragraph printed `{customerName}` literally — is that still the case? No. On the *Delivery Note* and *Sample Delivery Note* the opening paragraph used to print tokens as plain text; only the subject line and closing text were substituted. Tokens now work in the opening paragraph too, so re-check the wording you saved earlier — a token you typed there and gave up on will start resolving. ### My quotation went out with the old wording or old number — why? A template, number format, or logo change only applies to sends made after you save it. Anything already sent — and any enquiry that already carries a quotation number — keeps what it had. ### How do I change or reset the quotation number? Open *Quotation Personalisation → Quotation Number Format → Manage*. The *Format* tab sets the prefix, padding, revision suffix, and joiner; the *Reset Numbering* tab sets the firm-wide counter. See [Quotation number format](#quotation-number-format). ### Where is delivery note numbering? It used to be in Misc Settings. It moved. Delivery note numbering is no longer a row in *Misc Settings* — it is now the *Delivery Note Number → Configure* card at the top of *Sales Communication → Delivery Note*, so every delivery-note setting sits behind one entry. See [Delivery note number format](#delivery-note-number-format). ### I can open the Delivery Note screen but there's no numbering card. The PDF text fields need *Manage Quotation Personalisation*, but the numbering is stored with the firm's administrator-only settings. A non-administrator with the personalisation permission gets the subject, opening/closing text, and terms — the *Delivery Note Number* card is hidden. The same is true of the *Sample Delivery Number* card on the *Sample Delivery Note* screen. Ask an administrator to set the numbering. ### How do I add something like `GST` to the end of my numbers? Use the *Suffix (optional)* field on the delivery note or sample delivery numbering *Format* tab. It is appended with no dash and no joiner — `2026-00042` becomes `2026-00042GST` — spaces in it are ignored, and it is capped at `12` characters. See [Suffix (optional)](#suffix-optional). It is not available on the quotation, RFQ, or purchase order number. ### My older sample deliveries have no number. Numbering was added to sample deliveries later, and nothing was renumbered retrospectively — entries created before it simply have no number, and show a dash in the list. Everything created after it is numbered. ### The logo is too big / I want to hide it — what do I set? Use *Quotation Personalisation → Logo Layout*. Lower the *Scale (%)* to shrink it, or set it to `0` to hide the logo entirely (the company name then fills the header). See [Logo layout](#logo-layout). ### Why does the Purchase Order or receipt entry not appear for me? *Purchase Order Template*, *Delivery Receipt Personalisation*, and *Arrival Receipt Personalisation* are firm-administrator only. The other entries need the *Manage Quotation Personalisation* permission, and *Email Accounts* needs *Manage Email Configuration*. ### Can each user have their own template? Templates are firm-wide. Individual users adjust their own column defaults and other preferences under *Personalisation* — see [Personalisation](/docs/settings/personalisation). Users can, however, send from their own email account when a use-case policy is set to *User-own* or *Hybrid*. ### An email account shows "Invalid" — can I still use it? It stays selectable for a *Test Send*, but real sends should go through a *Valid* account. Fix the credentials (or re-authorise Google) and press *Re-verify*. See [Firm customisation](/docs/settings/firm-customisation) for the surrounding company-profile settings.