Choosing and customizing the purchase order print template

Your purchase order print template controls how the document looks when printed or saved as PDF. Usystems comes with a default template, but you can customize it—change the logo, adjust the footer, add your company's bank details, or modify the layout. This is typically an admin-level task.

Before you start

• You have admin or settings permissions (this is usually an administrator-only task)
• You understand your company branding requirements (logo, colors, contact information)
• You have a purchase order ready to test your customization (optional, but helpful)

Where to customize the purchase order template

1. Go to Settings (usually a gear icon in the top navigation). Open in Usystems

2. Look for a section called Print Templates, Document Templates, or Templates. Open in Usystems

3. Find the Purchase Order template in the list and click it to open.

Common customizations

Logo and header:

• Upload your company logo at the top of the template
• Add your company name and contact information (address, phone, email)
• Adjust the header color or styling to match your brand

Footer:

• Add your bank account details (for supplier payment instructions)
• Add a company registration number or tax ID
• Include a footer message (e.g., "Thank you for doing business with us")

Layout:

• Adjust column widths to fit your product details (e.g., wider description field)
• Change the font size for readability
• Show or hide optional fields (e.g., SKU, unit of measure, tax details)

Terms and conditions:

• Add your payment terms (e.g., "Payment due upon receipt" or "Net 30 days")
• Add delivery terms (e.g., "FOB origin" or "Delivery to be arranged")
• Include any standard clauses (e.g., warranty, dispute resolution)

How to edit the template

Depending on your system setup, template editing may work in one of two ways:

Option 1: Visual template editor

• The system provides an interactive editor where you can drag, drop, and modify fields
• Click on text, fields, or sections to edit them directly
• Save your changes, and the next purchase order print will reflect them

Option 2: HTML or code editor

• If you have more technical knowledge, you may have access to the raw HTML or template code
• Edit the code to adjust layout, styling, and content
• Save and test with a purchase order print

Testing your template

1. Create or open a purchase order in draft or confirmed status.

2. Go to the purchase order and click Print.

3. Review the print preview to see how your customized template looks.

4. Check for:

   • Logo and header are positioned and sized correctly
   • All line items display with proper spacing
   • Footer information is visible and accurate
   • Font sizes and colors are readable

5. If something needs adjustment, return to the template settings, make changes, and test again.

Tips & common mistakes

• Test before rolling out. Print a test purchase order after customizing the template to catch any layout issues.
• Keep a backup. If you can, save a copy of the original template before making major changes, in case you need to revert.
• Logo size matters. A logo that is too large can push content off the page. Keep logos compact (usually 2-3 cm wide).
• Multi-language templates. If your system supports multiple languages, check that the template displays correctly in both English and Dari.
• Mobile printing. The template is optimized for standard paper sizes (A4, Letter). Test on the actual printer or PDF viewer you plan to use.