Help and Guides > Settings > New document templates

Switching from old templates to new templates

General

SmartAccounts now includes new-design document templates, which can also be used by existing companies.

Companies created after the update have the new templates active by default. For companies created before the update, the old templates remain active.

We recommend that companies created before the update also review the new templates and start using them if they wish.

Below you will find tips and recommendations on what to keep in mind when switching to the new document templates.

Main differences between the new and old document template

The main difference is that the new default document template offers more configuration options.

For example, if you want to change the color used in a document template, you no longer need to create a new company-specific template. Instead, the settings can be adjusted directly in the new default template.

The differences are shown in the table below.

Option New   Old Note
Show item code Yes Yes If this setting is not active, only the description is shown on the invoice line, not the code.
Show code and description on the same line Yes No If this setting is not active, the code and description appear on separate lines.
Show signature line Yes Yes If this setting is active, the line “Invoice created by” and “Invoice received by” is displayed on sales invoice.
Add user name Yes Yes If this setting is active, the ‘Invoice created by’ field in the signature section is filled with the name of the user who created the invoice.
Show object Yes Yes In the new templates, the object class and name are shown on all documents: quotes, sales orders and sales invoices. In the old templates, this information is shown only on sales invoices.
Show contact person Yes Yes In the new templates, the contact person is shown on sales documents and purchase orders. In the old templates, this information is shown only on sales documents.
Show client balance Yes Yes
Show client’s registration no. Yes No If this setting is active, the client’s registration number is added to the client details on the sales document PDF.
Show period Yes Yes
Show bank accounts No Yes Bank accounts are shown in the header only on the old template. In the new template, bank accounts are displayed in the footer.
Change the design of the template Yes No In the new templates, you can change the following:

  • document column header background color;
  • summary block background color;
  • heading color;
  • document header font color;
  • document column header font color;
  • and summary block font coror

 

Switching to the new template

To switch to the new document template and start using the new-design invoice template, follow these steps:

  • Open Settings – Template settings and go to the My custom templates section.
  • Select All in the filter and click Filter. This will show all active and inactive default templates, as well as custom templates.
Template New  Old
Estonian Estonian Estonian (old)
English English English (old)
Russian Russian Russian (old)

 

  • Tick the templates you want to activate and remove the ticks from the templates you want to make inactive.

NB! Old and new templates can be active at the same time. However, please note that the order of templates on documents is the same as in the document template list.

This means that if a company has two active sales invoice document templates, the template higher in the list will be preferred when creating an invoice. This applies unless a default template has already been selected in the recurring invoice or on the client card.

If you have decided to use the new templates from now on and you do not have default templates saved in:

  • client cards
  • recurring invoice contracts
  • email templates

then you do not need to do anything else.

New documents will be created using the new templates. Documents saved before the update will generally continue using the old templates, regardless of the templates’ current active status.

Updating default templates

If default template preferences have been saved in different places, and you are switching to the new templates and also want to update those default preferences, follow the instructions below.

Default template on the client card

If you deactivate a template that is used as a client’s default template, that client’s default template will no longer be used when creating documents for them, such as sales invoices, quotes or sales orders.

Instead, the documents will be created using the first active template for the relevant document type in the template list.

If you are switching from old default templates to new ones by deactivating the old templates and activating the new ones, and you also want to update the default template links on client cards, follow these steps:

  1. Save the client export file by going to Sales & purchases – Clients – More – Export.
  2. Activate the new document templates and make the old ones inactive by going to Settings – Template settings- My custom templates.
  3. Make the necessary changes in the client export file.
    • In the columns Invoice template, Quote template and Order template, you can enter the new templates for the relevant clients.
    • The names of the new templates are Estonian, English and Russian.
    • If you downloaded the export file before deactivating the old templates, the original file should clearly show which old templates were assigned to which clients. In that case, it is enough to remove (old) from the end of the template name.
  4. Import the updated file by going to Sales & purchases – Clients – More – Import.

Default template and recurring invoice

If you deactivate a template that has been assigned as the default template in a recurring invoice, the deactivated template will no longer be used for invoices created under that contract.

NB! This refers to cases where a specific template has been assigned to the recurring invoice. It does not refer to cases where the default sales invoice template or the client card’s default template is used.

Instead, invoices will be created using the first active sales invoice document template in the template list.

If you are switching from old default templates to new ones and also want to update the default template in recurring invoice, follow these steps:

  1. Activate the new templates and make the old ones inactive by going to Settings – Template settings- My custom templates.
  2. Open the recurring invoice contract by going to Sales & Purchases – Recurring invoices.
  3. Review the template assigned to the contract. If you see that an old template has been selected as the PDF template, replace it with the equivalent new template.

Repeat this process for all active recurring invoices where an old template was in use.

Default template and email templates

If you are switching from old default templates to new ones and also want to update the old template in your email template settings, follow these steps:

  1. Activate the new templates and make the old ones inactive by going to Settings – Template settings – My custom templates.
  2. Open the email template settings by going to Settings – Email.
  3. Open the email template. If you see that an old document template has been assigned to any template, manually replace it with the new template in the corresponding language. Save the changes.

Repeat this process for all email templates where a document template has been assigned.

 

 

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