With business letter templates, you can configure the email texts that are automatically sent when dispatching documents such as quotes, orders, invoices, or dunning notices. Automated notifications, such as shipping confirmations, can also be defined here.
Using business letter templates simplifies document dispatch: Xentral automatically loads the stored template as a cover letter or email text, allowing you to send it directly or integrate it into a logistics process.
You can create business letter templates for all documents: Offer, Order, Credit Note/Cancellation Invoice, Proforma Invoice, Delivery Note, Reminders, Invoice, and Shipping Confirmation.
Note
This module is particularly relevant if you frequently send emails from Xentral.
The PDF engine used by Xentral does not support HTML tables in PDF documents. Avoid using tables in your business letter templates.
The overview displays all created business letter templates. Here, you can create new templates, edit, copy, or delete existing ones.
Note
In the default delivery, you receive templates with variables that you can customize for your company.
With the Copy icon existing business letter templates can be copied and adapted. This is particularly useful if several templates are to be created quickly and their contents are similar.
A new business letter template can be created via the "+NEW" button and edited via the edit icon. In both cases the following dialog box opens:
|
Field |
Description |
|---|---|
|
Type |
Defines the document type for which the business letter template is used. The type must exactly match the standard designation, e.g., Angebot, Auftrag, Rechnung etc. Deviations are not allowed. |
|
Language |
Specifies the language of the template. |
|
Project |
If the template should only be used for a specific project, the corresponding project can be specified here. If left blank, the template will be available for all projects. |
|
Subject |
Defines the subject of the business letter template. Variables can be used. |
|
Text |
Contains the main content of the business letter template. Variables can also be used here. |
In the "Type" field, the designation of the respective document is entered.
These include, among others:
|
Document Type |
Type designation for the business letter template. The exact type designation is essential for functionality and must be entered correctly in the 'Type' field. |
|---|---|
|
Offer |
Type designation: Angebot |
|
Sales Order |
Type designation: Auftrag |
|
Purchase Order |
Type designation: Angebot |
|
Price inquiry |
Type designation: Preisanfrage |
|
Delivery bill |
Type designation: Lieferschein |
|
Invoice |
Type designation: Rechnung |
|
Credit note |
Type designation: Gutschrift |
|
Self-collector |
Type designation: Selbstabholer |
|
Dispatch notification |
Type designation: Versand |
|
Dispatch by mail |
Type designation: VersandMailDokument |
|
Outstanding payment |
Type designation: ZahlungMiss |
|
Payment difference |
Type designation: ZahlungDiff |
|
Receipt of payment |
Type designation: ZahlungOK |
|
Cancellation |
Type designation: Stornierung |
|
Proof of work |
Type designation: Arbeitsnachweis |
|
Correspondence |
Type designation: Korrespondenz |
Note
It is imperative that this designation (type) is selected exactly as it exists in the standard system, e.g. only "Shipping". The type designations can also be used multiple times for several templates, but must not be extended by numbers, designations, etc. Otherwise the business letter template is not be automatically retrievable by the system and will therefore not work.
For documents that allow different designations (e.g. "Proforma invoice" or "Receipt" for invoice), a separate business letter template can also be set.
The checkbox "Alternative labeling" when creating or editing documents can then be used to specify in the document that it should be given the different labeling that has been created. This is then also visible in the document preview.
"German" and "English" are available by default as document language for business letter templates. As soon as a document is created for a customer who has set the corresponding document language, the template is used. All document languages that are set to active under Administration → System → Language list are available for selection.
Variables can be used in both the subject and the text.
Note
You can also use variables in the letterhead. You can set the letterhead under Administration > System > Basic settings > Letterhead.
Variables for order:
|
Variable |
Description |
|---|---|
|
{ABWEICHENDELIEFERADRESSE} |
Different delivery address in one line |
|
{LIEFERNAME} |
Delivery address name |
|
{LIEFERABTEILUNG} |
Delivery address department |
|
{LIEFERUNTERABTEILUNG} |
Delivery address subdivision |
|
{LIEFERADRESSZUSATZ} |
Delivery address address addition |
|
{LIEFERANSPRECHPARTNER} |
Contact person from delivery address |
|
{LIEFERSTRASSE} |
Street from delivery address |
|
{LIEFERPLZ} |
Postal code from delivery address |
|
{LIEFERLAND} |
Country from delivery address |
|
{LIEFERORT} |
Delivery location |
|
{TRANSAKTIONSNUMMER} |
Transaction number (e.g. for payments, also works for Delivery Note, Credit Note, Invoice) |
|
{PROJEKT} |
Project |
|
{PROJEKTNAME} |
Project name |
|
{ADRESSE_NAME} |
Address name |
|
{CUSTOMER NUMBER} |
Customer number |
|
{ADRESSE} |
Address ID |
|
{INTERNEBEZEICHNUNG} |
Internal Name |
|
{IHREBESTELLNUMMER} |
Your order number/commission |
|
{INTERNET} |
Internet order number (e.g. store order number, also works for Delivery Note, Credit Note, Invoice) |
Variables for offer, order, delivery note, invoice, credit note:
|
Variable |
Description |
|---|---|
|
{GESAMTNETTO} |
Total net amount: The total sum of the document |
|
{SOLL} |
Debit amount (gross amount) |
|
{SOLLMITSKONTO} |
Debit with discount deduction .The discount amount if a payment method with a discount is selected |
|
{SKONTOBETRAG} |
Discount amount. The discount amount if a payment method with a discount is selected |
Variables for offer, order, invoice:
|
Variable |
Description |
|---|---|
|
{ZAHLUNGSZIELTAGE} |
Payment target in days. Payment term days indicate the number of days from the invoice date until the payment is due |
|
{ZAHLUNGBISDATUM} |
Payment target date. Payment due date specifies the exact date by which the invoice must be paid |
Variables for Delivery Note:
|
Variable |
Description |
|---|---|
|
{RECHNUNGSADRESSE} |
Invoice address. Billing address refers to the address where the customer's invoice is issued. |
Variables for quotation, order, delivery note, invoice, credit note:
|
Variable |
Description |
|---|---|
|
{NETTOGEWICHT} |
Net weight |
|
{BELEGNR} |
Document number |
|
{ZAHLUNGSWEISE} |
Payment method. The payment method specifies how an invoice is settled, such as via bank transfer, credit card, or PayPal. |
Variables for offer:
|
Variable |
Description |
|---|---|
|
{LIEFERTERMIN} |
Date of delivery |
|
{LIEFERWOCHE} |
Week of delivery |
|
{GUELTIGBIS} |
Valid to date |
|
{GUELTIGBISWOCHE} |
Valid to week |
|
{ZAHLUNGSWEISE} |
Payment method. The payment method specifies how an invoice is settled, such as via bank transfer, credit card, or PayPal. |
Variables from address for offer, order, delivery note, invoice, credit note:
|
Variable |
Description |
|---|---|
|
{FREIFELD1} |
Free field 1 |
|
{FREIFELD2} |
Free field 2 |
|
{FREIFELD3} |
Free field 3 |
|
{ANSCHREIBEN} |
Cover letter |
In addition all fields from the address master:
|
Variable |
Description |
|---|---|
|
{ADRESSE_KUNDENNUMMER} |
Address customer number |
|
{ADRESSE_TELEFON} |
Address phone number |
|
{ADRESSE_EMAILANSCHREIBEN} |
Address salutation letter |
|
etc. |
In addition to all fields from the address master, you can select them using the format {ADRESSE_FELDBEZEICHNUNG}. |
Other variables:
|
Variable |
Description |
|---|---|
|
{VERBANDSNUMMER} |
Association number. (Special Function for the "Association in Group" Module) |
|
{VERBAND} |
Association. (Special Function for the "Association in Group" Module) |
The template can be sent via the action "send" (action in the respective document):
Documents can be sent by printer, fax, email, telephone call or other:
Sending the documents ensures the following things:
-
Setting the write protection for the respective document
-
Changing the status of the document (e.g. sent) for overviews and filters
-
Saving of a log entry → when and in which way the document was sent by which employee
-
Activation of further important follow-up processes (e.g. in the purchase order document: activation of the ordered articles for the goods receipt)
To reload templates if they have been changed while a document is being sent, there is a button in the send dialog. This is useful, for example, if the document has already been sent once and an updated business letter template or a business letter template for a different name should be loaded (e.g. first sent the order, then create a pro forma invoice).
A personalized salutation can be entered in the master data of an address.
This salutation is inserted with the variable: {ANSCHREIBEN}
If the cover letter field is not filled in the address and the variable is used anyway, then "Dear Sir or Madam" is inserted as default.
Under Administration → System → Translations this default value "Dear Sir or Madam" can also be translated or changed with the variable document_coverletter. This translation variable translates the {ANSCHREIBEN} variable of the business letter template and text templates.
Files can also be attached to a specific business letter template. To do this, click on the corresponding template and then on the Files button to upload and select the file. The type of the file must be attachment.
The attachments are then automatically listed in the Files tab of the sales order. It is possibly to send the attachments automatically via email, but you can also attach them manually.
Note
Do you want to send all emails that are generated for receipts during auto-shipping automatically to your customers, including the respective attachment? Start by opening the desired project in the Projects module. Then, open the Settings tab and click on Logistics/Shipping. Depending on the logistics process that you are using (one or multiple stages), the option PDF attachment needs to be activated in the Stage 1 (picking / order picking) or Stage 2 (pack) at dispatch station section. Don't forget to click on Save afterwards.
Below are some sample templates for different document types.
Type: Angebot
Sample Template:
Note
Hello {NAME},
Thank you for your interest in our products/services. We are pleased to send you our personalized offer with the offer number {BELEGNR} from {DATUM}.
You will find all relevant details in the attached file. If you have any questions or require adjustments, please feel free to reach out at any time.
For our business customers: If you need a different billing address or additional information, simply reply to this email or contact your dedicated representative.
If you decide to accept our offer, please let us know by the specified validity date. We look forward to welcoming you as a customer and are happy to assist with any inquiries.
Feel free to contact us via email at SUPPORT EMAIL ADDRESS or by phone at PHONE NUMBER.
Best regards, COMPANY
COMPANY WEBSITE | SUPPORT EMAIL ADDRESS
Sample Template:
Note
Dear {NAME},
Please find attached the requested offer.
We hope our offer meets your expectations and look forward to hearing from you again.
Type: Auftrag
Sample Template:
Note
Hello {NAME},
Thank you for your order with COMPANY! We have received your order and are now processing it with the utmost care. Your order number is {BELEGNR}, and the order date is {DATUM}.
Once your order has been shipped, you will receive a shipping confirmation with a tracking number. If you need to make any changes to your order, please contact us as soon as possible at SUPPORT EMAIL ADDRESS.
For our business customers: If you require a different billing address or additional information regarding your order, you can simply reply to this email or contact your designated representative directly.
If you have any questions, we are always here for you. Our customer service team is available via email at SUPPORT EMAIL ADDRESS or by phone at PHONE NUMBER. We look forward to working with you!
Best regards, COMPANY
COMPANY WEBSITE | SUPPORT EMAIL ADDRESS
Sample Template:
Note
Dear Sir or Madam,
Please find attached your order confirmation.
If you have any questions, I am happy to assist you.
Type: Bestellung
Sample Template:
Note
Hello {NAME},
Attached you will find our order with the order number {BELEGNR} dated {DATUM}. Please confirm the acceptance of the order as well as the estimated delivery date as soon as possible.
All order details can be found in the attached document. If you have any questions or require adjustments, we are happy to assist you.
Important Information:
The delivery should be sent to our warehouse address.
If any items are unavailable, please provide feedback with possible alternatives or a partial delivery option.
For any questions regarding the order, you can reach us at PURCHASE EMAIL ADDRESS or by phone at PHONE NUMBER.
We look forward to a smooth transaction and appreciate your support.
Best regards, COMPANY
COMPANY WEBSITE | SUPPORT EMAIL ADDRESS
Sample Template:
Note
Dear Sir or Madam,
Please find attached our order.
To confirm receipt, kindly send us an order confirmation via fax to: FAX NUMBER.
Thank you!
Type: Lieferschein
Sample Template:
Note
Hello {NAME},
Attached you will find the delivery note {BELEGNR} for your shipment dated {DATUM}. The goods have been shipped to the registered delivery address and should arrive shortly.
Important Information: Delivery Note Number: {BELEGNR}
Please check the address in the attachment
Tracking Number: Will be provided separately if available
Please check the delivery upon receipt for completeness and possible transport damage. If there are any discrepancies, please contact us immediately at SUPPORT EMAIL ADDRESS or by phone at PHONE NUMBER.
Thank you for your trust. We are happy to assist you with any further inquiries.
Best regards, COMPANY
COMPANY WEBSITE | SUPPORT EMAIL ADDRESS
Sample Template:
Note
Dear Customer,
Attached you will find our delivery note.
Type: Rechnung
Sample Template:
Note
Hello {NAME},
Attached you will find your invoice {BELEGNR} dated {DATUM} for the goods/services you ordered. Please review the details and keep the invoice for your records.
Invoice Details:
Invoice Number: {BELEGNR}, Invoice Date: {DATUM}, Due Date: Please refer to the payment terms stated on the invoice, Payment Method: According to your chosen payment option, Total Amount: Please check the attached invoice.
Please ensure that the outstanding amount is transferred on time to the specified account. If you have any questions regarding the invoice or require a correction, feel free to contact us at ACCOUNTING EMAIL ADDRESS or by phone at PHONE NUMBER.
Thank you for your trust!
Best regards, COMPANY
COMPANY WEBSITE | SUPPORT EMAIL ADDRESS
Sample Template:
Note
Dear Mr./Ms. {NAME},
Attached you will find your invoice.
We remain at your disposal for any further assistance.
Your invoice has been created in PDF format.
With the Self-Collection shipping method, you can process orders for pickup directly on site. This option is suitable for store pickup or click & collect processes. You can use a corresponding template to automatically inform customers about the pickup option and the pickup address.
Type: Selbstabholer
Sample Template:
Note
You can find the example template and the setup instructions for Store Pickup (Click & Collect) in the article: Customer Pickup configuration (Self-Collector).
The cancellation template is used to automatically inform customers that an order has been canceled in the system. This email ensures that the customer is promptly informed about the current order status and also receives important information regarding the refund.
You can also include information in the text that any amounts already paid will be automatically refunded. If payments have been received for the canceled order, the customer will be informed that the amount will be refunded within a few days using the same payment method (e.g., bank transfer, PayPal, or credit card). If necessary payment details are missing or incomplete, a staff member will contact the customer directly to complete the refund.
Type: Stornierung
:Sample Template:
Note
Dear Customer,
Your order No. {AUFTRAG} from {DATUM} has just been canceled in our system.
Any payments already made will be refunded to you within the next few days via the same payment method (bank transfer, PayPal, credit card, etc.).
If any payment details are missing, a representative will contact you.
Best regards, COMPANY
The shipping confirmation is used whenever you want to automatically inform your customers that their order has left the warehouse and is on its way. This email not only serves as a service notification but also increases transparency and customer satisfaction, as recipients are immediately informed about the shipping status and the tracking number of their package.
Typically, the shipping confirmation is triggered right after the packing process is completed and can be filled with relevant variables such as tracking number, shipping provider, or delivery address. This makes it possible to efficiently automate the shipping process and tailor it individually to your customers.
Typ: Versand
Sample Template:
Note
Dear Customer,
Your order has just been prepared and will soon be handed over to our shipping provider: {VERSAND}.
Best regards, COMPANY
Variables:
|
Variable |
Description |
|---|---|
|
{VERSAND} |
Returns the tracking number and tracking link. |
|
{VERSANDTYPE} |
Returns the type from the shipping methods module. |
|
{VERSANDBEZEICHNUNG} |
Returns the name from the shipping methods module. |
|
{TRACKINGNUMMER} |
Returns the tracking number. |
|
{NAME} |
Returns the customer's name. |
|
{ADRESSE} |
Returns the salutation from the "Salutation from" field. |
|
{ANSCHREIBEN} |
Returns the salutation field from the address. |
|
{BELEGNR}{IHREBESTELLNUMMER} |
Returns the document number along with the order number. |
|
{INTERNET} |
Returns the internet order number from the shop. |
|
{AUFTRAGDATUM} |
Returns the order date. |
|
{LIEFERADRESSE} |
Returns the customer's delivery address. |
|
{LIEFERADRESSELANG} |
Returns the full customer's delivery address. |
You can find out how to automatically send a tracking mail here.
Example of shipping email with IF blocks and multiple shipping providers in one shipping confirmation:
Note
Hello {NAME},
Your order has been shipped today and is on its way!
{IF}{VERSANDTYPE}="DHL"{THEN}Your package with tracking number {TRACKINGNUMMER} has left our warehouse today, and the data has been electronically transmitted to DHL. Please note that the tracking information will only be updated once DHL scans the package at their facility. You can track your shipment here: https://www.meinefirma.de/tracking/?tracking-code=DE~{TRACKINGNUMMER}~{LIEFERPLZ}{ENDIF}
{IF}{VERSANDTYPE}="DPD"{THEN}Your package with tracking number {TRACKINGNUMMER} has left our warehouse today, and the data has been electronically transmitted to DPD. You can track your shipment here: https://www.dpd.com/tracking/(lang)/de_DE{ENDIF}
{IF}{VERSANDTYPE}="sevensenders"{THEN}Your package has left our warehouse today and has been handed over to a partner for delivery. As soon as your order arrives at our partner's warehouse, you will receive another email with a tracking number. This process may take up to 5 business days, depending on the destination country.{ENDIF}
Typ: ZahlungDiff
Sample Template:
Note
Dear Customer,
Regarding your payment for order no. {AUFTRAG} dated {DATUM} in the amount of {GESAMT} EUR, there was a payment discrepancy of {REST} EUR.
Please transfer the outstanding amount of {REST} EUR using the following payment details:
Reference: {AUFTRAG}
Bank: BANK
BIC: BIC12345
Important: Please ensure that any transaction fees are not deducted from the transferred amount.
Best regards, COMPANY
Typ: ZahlungMiss
Sample Template:
Note
Dear Customer,
Regarding your order no. {AUFTRAG} dated {DATUM} in the amount of {GESAMT} EUR, we are providing you with the payment details. If you have already made the payment, please disregard this email.
Payment Details: Reference: {AUFTRAG}, Amount: {REST} EUR
Bank: BANK
BIC: BIC12345
IBAN: DE1234567890123456
Important: Please ensure that any transaction fees are not deducted from the transferred amount. Stock Availability Notice: If an item is out of stock due to prior sales, we will notify you as soon as possible and arrange for a replacement.
Best regards, COMPANY
Note
The variable {AUFTRAG} displays the shop order number (internet number) for orders imported from an online shop, provided this number has been imported into Xentral. If no internet number exists, the Xentral order number will be used instead.
Important
For the automatic dispatch of payment reminders, the zahlungsmail process starter is required. This process starter sends the reminder after the configured number of days. You can adjust these settings under Dunning > Settings. Additionally, the payment reminder option must be enabled in the project settings.
Under Optional conditions only "lager_ok" or "check_ok" may be entered. These conditions refer to the order status indicator. With "lager_ok" the payment mail will only be sent if the article is in stock, i.e. the stock light is green. For "check_ok" the customer check must be passed. Otherwise the field is to be left empty.
The process starter sends the first mail with the payment reminder to the customer after 6 days (default setting). After 11 days, an email is sent to the own email address set in the company data, so that the accounting department can cancel the order if necessary.
Typ: ZahlungOK
Sample Template:
Note
Dear Customer,
We have successfully allocated your payment for order no. {AUFTRAG} dated {DATUM} in the amount of {GESAMT} EUR.
Best regards, COMPANY
Note
The automatic payment confirmation is sent by a standard trigger command as soon as the payment is received in your business account. However, the ZahlungsOK email is only sent if a payment has been assigned to the order. In the project settings, the "Zahlungsmail" option must be enabled. Additionally, in the business account settings, the "no email" option must not be checked.
Below is a list of variables that you can use in the business letter templates:
You can use these variables for the address:
|
Variable |
Description |
|
{ANSCHREIBEN} |
Address cover letter field |
|
{FREIFELD1} |
Address-Free field 1 |
|
{FREIFELD2} |
Address-Free field 2 |
|
{FREIFELD3} |
Address-Free field 3 |
|
{KUNDENNUMMER} |
Customer number of the customer |
|
{LAND} |
ISO country code |
|
{LIEFERADRESSE} |
Delivery address: Only if delivery address is specified as different, otherwise "Corresponds to billing address" appears. |
|
{USTID} |
VAT number of the customer |
|
{GLN} |
Address-GLN |
|
{LIEFERGLN} |
GLN of the delivery address |
|
{ADRESSE_RECHNUNG_GLN} |
GLN from the deviating billing address |
You can use these variables for the document details:
|
Variable |
Description |
|
{BELEGNUMMER} |
Document number of the current document |
|
{IHREBESTELLNUMMER} |
Your order number / commission |
|
{INTERNET} |
Store order number for imported orders |
|
{LIEFERBEDINGUNG} |
Delivery terms e.g. Delivered free of charge |
|
{LIEFERTERMIN} |
Draws from "Requested delivery date" field |
|
{TRACKINGNUMMER} |
Tracking number if shipping label was generated and tracking confirmed |
|
{VERSANDARTBEZEICHNUNG} |
Shipping method designation |
|
{ABWEICHENDEBEZEICHNUNG} |
Tick for different designation set. This is important for other text in case of different document description via IF blocks. |