This article contains the procedures for handling the Voucher document templates application. More information on the Voucher document templates application, including also descriptions of fields and buttons, can be found in article Voucher document templates.

How to create a new voucher document template

1. 1. Open the Voucher document templates application.
   2. Select the button [New] → [New].
   3. Define a name in the Voucher document template field and an additional description in the Description field.
   4. In the Report field, select a report to be assigned to a voucher document template.
   Hint
   Selection of a relevant report to be assigned in the application is an important matter. The selected report is not verified by the system, hence, it is possible to generate a voucher document template for a sales order using a report for a supplier invoice.
   5. In the Output medium field under the Output settings grouping, select the default medium for exporting the voucher document.
   6. Verify the default settings in the Export for electronic data exchange and Storage in Document management groupings under the Storage tab. Change the default values, if necessary.
   7. In the File name fields of the Export for electronic data exchange and Storage in Document management groupings, specify the variables of file name structure.
   Hint
   No sequence is required when specifying a file name. Enter the variables in curly brackets without commas.
   8. If necessary, assign a different voucher document template to one or several persons in the table under the Substitute voucher document template tab.
   9. If necessary, define additional voucher document templates under the Supplemental voucher document templates tab.
   10. Save the new voucher document template.
   Hint

   Do not use spaces and diacritical marks in file and folder names saved in the file systems and Knowledge Store. Otherwise, it will not be possible to access such objects in the case of an English operating system or English Office system.

   How to duplicate a voucher document template

   1. Open the Voucher document templates application.
   2. Select a template you want to duplicate.
   3. Select the [Validate] button in the standard toolbar.
      The selected template details will open.
   4. Select the [Duplicate] button in the standard toolbar.
      A mouse cursor for typing a new template identification will move into the Voucher document template field in the query pane.
   5. Enter the new template identification in this field.
   6. Check the settings of individual groupings and change them if necessary.
   7. Save the new voucher document template.

   How to delete a voucher document template

   1. Open the Voucher document templates application.
   2. Select a template you want to delete.
   3. Select the [Validate] button in the standard toolbar.
      In individual groupings, you will see the settings of the selected template.
   4. Select the [Delete] button in the standard toolbar.
      Data in individual groupings of the selected template will be deleted and the fields will become insensitive. The mouse cursor will move into the Voucher document template field in the query pane.
   Note

   Voucher document template is not deleted if used by other applications.

   How to assign a substitute voucher document template

   [alertThis option is useful when one employee is supposed to print voucher documents and another one should send them by e-mail[/alert]

   1. Open the Voucher document templates application.
   2. Select a template you want to adapt especially for the two employees.
   3. Select the [Validate] button in the standard toolbar.
      The selected template details will open.
   4. Go to the Substitute voucher document template tab.
   5. Select the [Add] button in the table toolbar.
      Type the duplicated substitute voucher document template for the first employee into the added table line.
   6. Repeat this operation for each of the selected employees.
   7. Save the modified voucher document template.

   How to create and assign a supplemental voucher document template

   This option is useful in a situation when a user wants to use additional templates when printing voucher documents via a different output medium or a report.

   1. Open the Voucher document templates application.
   2. Select a template to which you want to assign supplemental templates.
   3. Select the [Validate] button in the standard toolbar.
      The selected template details will open.
   4. Go to the Supplemental voucher document template tab.
   5. Select the [Add] button in the table toolbar.
      Type the sort order and the supplement voucher document template into the added table line.
   6. Repeat step 5, if necessary.
   7. Save the modified voucher document template.
   Hint

   Upon saving, the sort order values will be renumbered automatically for supplemental templates, starting from 10 incremented by 10.

   [Validate all] button

   1. Open the Voucher document templates application.
   2. Save the open template settings, if necessary.
   3. Select the [Validate all] button in the standard toolbar.
      The system will verify whether all existing voucher document templates are complete.  If all the settings are correct and complete, a relevant message will be displayed. Any missing template settings will be communicated in the window.
   4. Complete the missing template settings.
   5. Save the entered changes in the voucher document template.