Documents are used to relay information to the customer regarding various transactions such as Estimates, Orders, and Invoices. These are based on preset Document Templates in your system.
Table of Contents:
Available Documents
Documents in your system are all based on pre-created Templates that are organized by Document types.
Estimate
a. Detailed Estimate - This Estimate will display order and line item data with an option to turn on component details in hierarchal order. In the Total Footer, taxes have been broken out based on individual Tax Items.
Note: This Document is available in English Canadian, French Canadian, Spanish and US.
b. Standard Estimate - This Estimate will display order and line item data with an option to display the assembly details in hierarchal order.
Note: This Document is available in English Canadian, French Canadian, Spanish and US.
c. Standard Estimate with Proof - This Estimate will display order and line item data with an option to display the assembly details in hierarchal order with the additional option to add a proof.
Note: This Document is available in the US.
Work Order
a. Detailed Work Order with Condensed Header - This Work Order will display each line item and component details with basic order information in hierarchal order. It has a page break between each new line item and contains CoreBridge's condensed order summary header.
b. Detailed Work Order with Standard Header - This Work Order will display each line item and component details with basic order information in hierarchal order. It has a page bread between each new line item and contains CoreBridge's standard order summary header.
c. Simple Work Order - This Work Order will display by order with options to display the assembly details.
d. Simple Work Order with Proof - This Work Order will display by order with options to display the assembly details. It will include the Line Item Approval Image and Production Notes.
e. Standard Work Order with Condensed Header - This Work Order will display each line item with basic order information in hierarchal order. There are options to display the assembly details and bill of materials per line item. It has a page break between each new line item and contains CoreBridge's condensed order summary header.
f. Standard Work Order with Standard Header - This Work Order will display each line item with basic order information in hierarchal order. There are options to display the assembly details and bill of materials per line item. It has a page break between each new line item and contains CoreBridge's standard order summary header.
Invoice
a. Detailed Invoice - This Invoice sill display order and line item data with an option to turn on component details in hierarchal order.
Note: This Document is available in English Canadian, French Canadian, Spanish and US.
b. Standard Invoice - This invoice will display order and line item data with an option to display the asembly details in hierarchal order.
Note: This Document is available in English Canadian, French Canadian, Spanish and US.
c. Standard Invoice with Proof - This Invoice will display order and line item data with an option to display the assembly details in hierarchal order with the additional option to add a proof.
Note: This Document is available in the US.
Packing Slip
a. Standard Packing Slip - This Packing Slip contains basic information such as order information, shipping address and contact information.
Statement
a. Standard Statement - This Statement includes basic information such as payment terms, available in-store credit, and a total balance on any invoices.
Purchase Order
a. Standard Purchase Order - This Purchase Order includes basic information such as items ordered, estimated delivery date, and payment information.
Credit Memo
a. Standard Credit Memo - This Credit Memo includes basic information such as items being credited, amount credited, and the reason for the credit issued.
Receipt
a. Standard 2.25 inch Receipt - This Receipt includes basic information such as date of purchase, items purchased, and amount paid in a 2.25 inch size.
b. Standard 3.125 inch Receipt - This Receipt includes basic information such as date of purchase, items purchased, and amount paid in a 3.125 inch size.
Reconciliation
a. Standard Reconciliation - This Reconciliation includes basic information such as the beginning balance on the account, a list of transactions, and the ending balance.
Adding a Document
To add a new Document navigate to Settings / Reports & Documents / Documents.
1. Select the appropriate tab.
Note: This will become the Template Type and the section of the system where your Document will appear.
2. Click the Green Plus button.
3. Provide the necessary Details for the new Document. Fields marked with a red asterisk are required.
Note: All Documents added to the system are based off of preset Document Templates.
a. Document Name - Give your Document a name that will make it easily identifiable to your employees.
Note: This name is for internal use.
b. Document Description - This field is automatically populated based on the Document Template selected below. You can edit the text at any time.
c. Template Type - The Template Type will automatically populate based on the tab you chose in step one. This can be changed by selecting a different Template Type from the dropdown menu.
d. Document Template - Choose the appropriate Template from the dropdown menu.
4. Use the dropdown menu to select the Location you would like to limit this Document to.
Note: To discuss the option of adding more Locations to your system, please contact [email protected].
a. To use this Document for all Locations, click on the X to set Location to All.
5. Use these fields to create Custom Text on your document.
a. Custom Text 1 - This text will be displayed to the left of the totals.
Note: There is a 5000 character maximum for this text field. There is a counter under the bottom right corner of the text field that displays the characters remaining.
b. Custom Text 2 - This text will be displayed just underneath the totals.
Note: There is a 5000 character maximum for this text field. There is a counter under the bottom right corner of the text field that displays the characters remaining.
c. Footer Text - This text will be displayed at the bottom of each page of the document.
Note: There is a 100 character maximum for this text field. There is a counter under the bottom right corner of the text field that displays the characters remaining.
6. Click Save and Continue.
Note: You may come back to your Document to edit at anytime. Changes made will be automatically saved by the system.
Note: The Custom Text as it would appear on an Estimate.
Using Documents
Documents can be viewed and sent from Estimates and Orders.
Begin by navigating to Sales / Orders or Estimates and selecting the appropriate Order or Estimate.
1. Click on the PDF icon at the top right of the Order or Estimate you have selected.
2. Select the appropriate Document from the list. Click Manage Documents if you do not see the necessary Document on the list.
Note: Clicking on one of the Documents listed will open that Document in a new tab with several options.
a. Document Details - These details include the type of Document you have selected as well as the Order or Estimate this Document is based on.
Note: The Selected Document cannot be changed from this screen, however, you may use the second dropdown to move to another Order or Estimate from this screen.
b. Options - Specific options will vary depending on the Document selected.
Note: Changes made here will immediately reflect on the preview to the right.
c. Refresh - Click here to quickly reload your screen.
d. Options - Clicking this will either expand or hide the Options bar on the left of the preview.
e. Print - Click here to print this Document.
f. Email - Click here to email this Document.
g. Download - Click here to download this Document.
h. Close - You may close this tab by clicking here.
Note: Closing the tab does not exit out of the Order or Estimate.
