Document Settings

Document settings configure templates, numbering sequences, print layouts, and storage options for all system documents including invoices, quotes, purchase orders, and reports. This guide covers document configuration.

Overview

Document settings enable you to:

Design document templates
Configure numbering sequences
Set print layouts
Manage storage
Control access
Enable e-signatures

Accessing Document Settings

Navigate to Settings → Documents to configure document options.

Understanding Documents

Document Types

Type	Purpose
Invoice	Customer billing
Quote	Price proposals
Sales Order	Order confirmation
Purchase Order	Vendor orders
Packing Slip	Shipping documents
Receipt	Payment confirmation

Document Status

Status	Description
Draft	In progress
Pending	Awaiting action
Approved	Ready to use
Sent	Delivered
Archived	Stored

Storage Options

Option	Description
Database	System storage
Cloud	External storage
Hybrid	Both options

How-To Guides

How to Configure Document Templates

Template Designer

Go to Settings → Documents → Templates
Select document type
Click Edit Template
Design layout:
- Header section
- Body content
- Footer section
Save template

Template Structure

Invoice Template Structure

Header:
├─ Company Logo (left)
├─ Company Name and Address
├─ Document Title: "INVOICE"
├─ Invoice Number: INV-2026-0001
├─ Invoice Date: January 23, 2026
└─ Due Date: February 22, 2026

Customer Info:
├─ Bill To: Customer Name
│          Customer Address
│          City, State ZIP
└─ Ship To: (if different)

Line Items:
┌─────────────────────────────────────────────────────┐
│ Item      | Description    | Qty | Price  | Total  │
├─────────────────────────────────────────────────────┤
│ PROD-001  | Widget Pro     | 10  | $25.00 | $250   │
│ PROD-002  | Gadget Plus    | 5   | $45.00 | $225   │
└─────────────────────────────────────────────────────┘

Totals:
├─ Subtotal: $475.00
├─ Tax (8%): $38.00
├─ Shipping: $15.00
└─ Total: $528.00

Footer:
├─ Payment Terms: Net 30
├─ Payment Methods: Check, Wire, Card
├─ Bank Details: (if applicable)
└─ Thank you message

Available Fields

Category	Fields
Company	Logo, name, address, contact
Customer	Name, address, contact, ID
Document	Number, date, due date, terms
Lines	Item, description, qty, price
Totals	Subtotal, tax, discount, total

How to Set Numbering Sequences

Sequence Configuration

Go to Settings → Documents → Numbering
Select document type
Configure format:
- Prefix
- Sequence number
- Suffix
Set starting number
Save sequence

Numbering Formats

Document Numbering Configuration

Invoices:
├─ Format: INV-{YYYY}-{####}
├─ Example: INV-2026-0001
├─ Reset: Annually
└─ Current: INV-2026-0547

Quotes:
├─ Format: QT-{YYYY}{MM}-{####}
├─ Example: QT-202601-0001
├─ Reset: Monthly
└─ Current: QT-202601-0089

Purchase Orders:
├─ Format: PO-{####}
├─ Example: PO-0001
├─ Reset: Never
└─ Current: PO-2341

Sales Orders:
├─ Format: SO-{LOCATION}-{####}
├─ Example: SO-CHI-0001
├─ Reset: Never
└─ Current: SO-CHI-1823

Number Variables

Variable	Output
`{YYYY}`	4-digit year
`{YY}`	2-digit year
`{MM}`	Month
`{DD}`	Day
`{####}`	Sequence (padded)
`{LOCATION}`	Location code

How to Configure Print Settings

Print Layout

Go to Settings → Documents → Print
Configure:
- Paper size
- Margins
- Orientation
- Quality
Set defaults
Test print

Print Configuration

Print Settings

Paper:
├─ Size: Letter (8.5" x 11")
├─ Orientation: Portrait
├─ Margins: 0.5" all sides
└─ Color: Color for logos, B&W option

Quality:
├─ Resolution: 300 DPI
├─ Font Embedding: Yes
└─ Compression: Medium

Copies:
├─ Invoice: 2 (original + copy)
├─ Packing Slip: 3
├─ Quote: 1
└─ PO: 2

Print Options

Option	Description
Watermark	Draft, Copy, Confidential
Background	Color background
Borders	Line borders
Grid Lines	Table lines

How to Set Up Email Templates

Email Configuration

Go to Settings → Documents → Email
Select document type
Configure:
- Subject line
- Body template
- Attachments
Set sender info
Save template

Email Template

Invoice Email Template

Subject: Invoice {{invoice_number}} from {{company_name}}

Body:
Dear {{customer_name}},

Please find attached invoice {{invoice_number}}
dated {{invoice_date}} for {{total_amount}}.

Invoice Details:
- Invoice Number: {{invoice_number}}
- Date: {{invoice_date}}
- Due Date: {{due_date}}
- Amount Due: {{total_amount}}

Payment Options:
{{payment_instructions}}

If you have any questions about this invoice,
please contact us at {{company_email}}.

Thank you for your business!

{{company_name}}
{{company_address}}
{{company_phone}}

Attachments:
├─ {{invoice_number}}.pdf
└─ Terms and Conditions.pdf (optional)

How to Configure Storage

Storage Settings

Go to Settings → Documents → Storage
Configure:
- Storage location
- Retention period
- Archive rules
Set access controls
Save settings

Storage Configuration

Document Storage Settings

Primary Storage:
├─ Type: Cloud (Amazon S3)
├─ Bucket: acme-documents
├─ Region: us-east-1
└─ Encryption: AES-256

Retention:
├─ Active Documents: Indefinite
├─ Archived: 7 years
├─ Deleted: 90 days recovery
└─ Compliance: Tax records 7 years

Organization:
├─ Structure: /year/month/type/
├─ Example: /2026/01/invoices/INV-2026-0001.pdf
└─ Naming: {document_number}.pdf

Backup:
├─ Frequency: Daily
├─ Location: Secondary region
└─ Retention: 30 days

How to Enable E-Signatures

E-Signature Setup

Go to Settings → Documents → E-Signatures
Enable e-signatures
Configure provider:
- Integration settings
- Signing workflow
- Notifications
Test integration

E-Signature Configuration

E-Signature Settings

Provider: DocuSign
Status: Connected

Documents Enabled:
├─ Quotes: Yes
├─ Contracts: Yes
├─ Purchase Orders: Yes
└─ Invoices: No

Workflow:
├─ Request Signature: Manual/Auto
├─ Reminder: After 3 days
├─ Expiration: 30 days
└─ Authentication: Email + SMS

Notifications:
├─ Sent for Signature: Yes
├─ Viewed: Yes
├─ Signed: Yes
├─ Declined: Yes
└─ Expired: Yes

How to Create Custom Fields

Adding Custom Fields

Go to Settings → Documents → Custom Fields
Select document type
Click Add Field
Configure:
- Field name
- Field type
- Position
Save field

Custom Field Types

Type	Description
Text	Single line text
Text Area	Multi-line text
Number	Numeric value
Date	Date picker
Dropdown	Select list
Checkbox	Yes/No

How to Set Document Permissions

Permission Configuration

Document Permissions

Invoices:
├─ Create: Sales, Finance
├─ View: All
├─ Edit: Sales, Finance
├─ Delete: Finance Manager
├─ Void: Finance Manager
└─ Export: Finance

Quotes:
├─ Create: Sales
├─ View: Sales, Management
├─ Edit: Sales
├─ Delete: Sales Manager
├─ Approve: Sales Manager
└─ Convert: Sales

Purchase Orders:
├─ Create: Purchasing
├─ View: Purchasing, Finance
├─ Edit: Purchasing
├─ Approve: Based on amount
├─ Delete: Purchasing Manager
└─ Receive: Warehouse

Advanced Features

Document Workflows

Approval processes:

Multi-level approval
Conditional routing
Deadline tracking
Escalation rules

Version Control

Track changes:

Version history
Change tracking
Compare versions
Restore previous

Document Linking

Batch Processing

Bulk operations:

Batch printing
Batch emailing
Bulk export
Mass updates

Best Practices

Template Design

Professional layout
Clear information
Consistent branding
Mobile-friendly

Numbering

Meaningful format
No gaps
Easy tracking
Audit compliance

Storage

Organized structure
Regular backup
Access control
Retention policy

Security

Role-based access
Audit trails
Encryption
Compliance

Configuration

Template Settings

Navigate to Settings → Documents → Templates:

Design - Template editor
Fields - Available fields
Preview - Test preview
Publish - Activate template

Numbering Settings

Sequences - Number formats
Prefixes - Document prefixes
Resets - Reset periods
Starting - Initial numbers

Storage Settings

Location - Storage provider
Retention - Keep periods
Archive - Archive rules
Backup - Backup config

Troubleshooting

Common Issues

Template not rendering

Check field mappings
Verify data available
Review syntax
Test with sample

Numbers skipping

Check sequence config
Review recent activity
Verify no duplicates
Reset if needed

Documents not saving

Check storage connection
Verify permissions
Review file size
Check storage quota

Email not sending

Verify email config
Check SMTP settings
Review recipient
Test connection

Document Settings ​

Overview ​

Accessing Document Settings ​

Understanding Documents ​

Document Types ​

Document Status ​

Storage Options ​

How-To Guides ​

How to Configure Document Templates ​

Template Designer ​

Template Structure ​

Available Fields ​

How to Set Numbering Sequences ​

Sequence Configuration ​

Numbering Formats ​

Number Variables ​

How to Configure Print Settings ​

Print Layout ​

Print Configuration ​

Print Options ​

How to Set Up Email Templates ​

Email Configuration ​

Email Template ​

How to Configure Storage ​

Storage Settings ​

Storage Configuration ​

How to Enable E-Signatures ​

E-Signature Setup ​

E-Signature Configuration ​

How to Create Custom Fields ​

Adding Custom Fields ​

Custom Field Types ​

How to Set Document Permissions ​

Permission Configuration ​

Advanced Features ​

Document Workflows ​

Version Control ​

Document Linking ​

Batch Processing ​

Best Practices ​

Template Design ​

Numbering ​

Storage ​

Security ​

Configuration ​

Template Settings ​

Numbering Settings ​

Storage Settings ​

Troubleshooting ​

Common Issues ​

Document Settings

Overview

Accessing Document Settings

Understanding Documents

Document Types

Document Status

Storage Options

How-To Guides

How to Configure Document Templates

Template Designer

Template Structure

Available Fields

How to Set Numbering Sequences

Sequence Configuration

Numbering Formats

Number Variables

How to Configure Print Settings

Print Layout

Print Configuration

Print Options

How to Set Up Email Templates

Email Configuration

Email Template

How to Configure Storage

Storage Settings

Storage Configuration

How to Enable E-Signatures

E-Signature Setup

E-Signature Configuration

How to Create Custom Fields

Adding Custom Fields

Custom Field Types

How to Set Document Permissions

Permission Configuration

Advanced Features

Document Workflows

Version Control

Document Linking

Batch Processing

Best Practices

Template Design

Numbering

Storage

Security

Configuration

Template Settings

Numbering Settings

Storage Settings

Troubleshooting

Common Issues