Output Template Tutorials

• Output refers to the output of data (reports and templates) from QuickEasy BOS. 
• Forms are created and saved as templates, which are then linked to each transaction (e.g. Customer Invoices) or module (e.g. Customer Age Analysis).
• Forms are generated when Output (button) is clicked and an output option is selected.
• Forms / Templates can be customised.
• Every time a template is selected from Output, the latest data is fetched and recalculated which may cause a slight delay. It could also result in the Output not matching what is on your screen (e.g. if someone else changed the transaction directly after you did).
• Lists such as Transaction Lists, Items, Customers or Suppliers can also be exported in Excel format from Output (button).

These tutorials explain how to add templates to transaction types and other modules.

How to Add a Template to a Transaction Type

1. Navigate to the Transaction Types (e.g. Main Menu > Setup > Transaction Types). 
2. Double-click the Transaction Type you want to edit. 
3. Click Output Templates (tab)
4. Click Edit (button) on the top row.
5. Click the top row on the Output Templates tab that shows: Click here to add a new row and fill in the details as follows:
6. Description = Type a description for the form (e.g. Customer Invoice, Quotation).
7. Follower = Select one of these options:
   1. All: Both internal and external followers are sent emails.
   2. Internal: Only internal followers (e.g. staff) are sent emails.
   3. External: Only external followers (e.g. customers) are sent emails.
8. Output = Select one of these output options from the lookup list:
   1. Print only
   2. Email only
   3. Print & Email
9. Allow Status = Select the Status Group for which output is allowed (e.g. Complete).
   • Note: This feature only applies to transactions. When statuses are created, they are allocated to one of four groups namely pending, active, complete, or cancelled. By selecting one of these groups, all the statuses allocated to that group qualify.
   • Warning: Selecting no statuses, allows output to be generated for all the statuses.
10. If you have selected Email, set the email fields as follows:
    1. Right-click the entry and select Edit Email Subject from the context menu.
    2. In the text editor that is opened, type what the email subject should be (e.g. Invoice from XYZ Organisation attached).
    3. Click Save (button).
    4. Right-click the entry again and select Edit Email Body from the context menu.
    5. Use the fields on the right to personalise the email body. For example:
       1. Type any message (e.g. “Thank you for your support”) and press Enter.
       2. Double-click [USERFULLNAME] to add it. Press Enter.
       3. Double-click [USERMOBILE] to add it. Press Enter.
       4. Double-click [USEREMAIL] to add it. Press Enter.
       5. Click Save (button).
          • Note: The fields on the side can also be inserted in the text (e.g. Please contact [USERFIRSTNAME] if you have any queries).
11. Right-click the entry again and select Load Reportbuilder (.rtm) file.
    1. Navigate to your templates folder and select the applicable template (e.g. Customer Invoice, Quotation).
12. Click Save (button).

How to Add a Template using Output Templates Module

1. Navigate to Output Templates (Main Menu > Setup > Output Templates).
2. Click Edit (button) on the top row.
3. Click the top row that shows: Click here to add a new row and fill in the details as follows:
   1. Module =Select a Module from the dropdown list or select All.
   2. Description = Type a description for the form (e.g. Customer Invoice, Quotation).
   3. Follower = Select one of these options:
      1. All: Both internal and external followers are sent emails.
      2. Internal: Only internal followers (e.g. staff) are sent emails.
      3. External: Only external followers (e.g. customers) are sent emails.
   4. Output = Select one of these output options from the lookup list:
      1. Print only
      2. Email only
      3. Print & Email  
   5. Allow Status = Select the Status Group for which output is allowed (e.g. Complete).
      • Note: This feature only applies to transactions. When statuses are created, they are allocated to one of four groups namely pending, active, complete, or cancelled. By selecting one of these groups, all the statuses allocated to that group qualify.
      • Warning: Selecting no statuses, allows output to be generated for all the statuses.
   6. If you have selected Email, set the email fields as follows:
      1. Right-click the entry and select Edit Email Subject from the context menu.
      2. In the text editor that is opened, type what the email subject should be (e.g. Invoice from XYZ Organisation attached).
      3. Click Save (button).
      4. Right-click the entry again and select Edit Email Body from the context menu.
      5. Use the fields on the right to personalise the email body. For example:
         1. Type any message (e.g. “Thank you for your support”) and press Enter.
         2. Double-click [USERFULLNAME] to add it. Press Enter.
         3. Double-click [USERMOBILE] to add it. Press Enter.
         4. Double-click [USEREMAIL] to add it. Press Enter.
         5. Click Save (button).
            • Note: The fields on the right can also be inserted in the text (e.g. Please contact [USERFIRSTNAME] if you have any queries).
4. Right-click the entry again and select Load Reportbuilder (.rtm) file.
   1. Navigate to your templates folder and select the applicable template (e.g. Customer Invoice, Quotation).
5. Click Save (button).