NavigateERP for African business

Document layouts: design how your documents look

Choose what your quotations, invoices, purchase orders, receipts and other documents show, in what order, with your branding - without changing how they are processed.

Steps

  1. Go to Settings → Document layouts. Every document you can print is listed - Sales (quotation, sales order, down payment invoice, invoice, credit note, delivery note, customer return), Purchasing (requisition, purchase order, goods received note, supplier invoice, goods return, supplier credit note) and Receipts & payments (customer receipt, supplier payment voucher).
  2. Next to a document, click + New template. Give it a name (e.g. *Standard quotation*), and start from the standard layout or a copy of a template you already have. Click Create and design.
  3. The designer opens: settings on the left, a live preview on the right. Every change shows in the preview within a second.
  4. Under Page & style, choose the page (A4, A5, Letter, Legal or an 80 mm receipt roll), orientation, margins, font, text size, item-table style, and the main and accent colours (tick branding to use the colours from Settings → Branding). Optionally add a coloured band behind the title.
  5. Under Sections, tick the sections to show and untick the ones to hide. Drag a section (⋮⋮) to move it up or down. Use ◧ / ◨ to put two sections side by side (a left one followed by a right one), or ▭ for full width.
  6. Click a section's name to open it: change its heading, choose its fields in order (↑ ↓ to move, ✕ to remove, + Add field to add), tick its options, or type its wording.
  7. Use Add section at the bottom for anything missing - for example Payment terms, Free text (a warranty statement, delivery instructions) or another Document details box.
  8. Click Save draft as you go. When it looks right, click Publish…, add a note of what changed, tick the confirmation and Publish.

Good to know

  • The sections: company details, document title & number, customer / supplier, document details, item table, totals & taxes (with amount in words), payment terms, bank & payment details, notes, terms & conditions, signatures, tax authority block (e.g. KRA eTIMS), free text and footer.
  • Layouts only change how a document is presented. Numbers, prices, taxes, totals and postings always come from the document itself.
  • Your layouts are your organisation's only - no other business sees or uses them.
  • Until you publish a template of your own, documents print with Navigate's standard layout.
  • Only people with Settings - edit permission can create, change, publish or set the default; those with Settings - view can look and preview.