In the business letter templates, you can configure the texts of the e-mails that are sent when documents (order, delivery bill, invoice) and other automated notifications (dunning, shipping confirmation, etc.) are sent.
Business letter templates facilitate the sending of documents by automatically creating a text template as a cover letter or e-mail. The saved template is automatically loaded when a new document is created and can be sent either manually, individually or in combination with a logistics process.
Business letter templates can be created for all documents:
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Offer
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Order
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Credit note / cancellation invoice
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Delivery bill
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Reminders
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Invoice
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Dispatch confirmation
This module is especially relevant if e-mails are sent regularly via Xentral.
The overview contains a list of all created business letter templates. Here you can create new ones as well as edit, delete or copy already existing ones.
With the Copy icon, existing business letter templates can be copied and then 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:
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Type → Type of the document for which the business letter template is to be used. The type must always be exactly unique and must not have a different name than the one preset in the standard templates. The type to be used is e.g. quotation, order, purchase order, delivery bill, invoice, etc.
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Language → Select the language in which the template was created.
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Project → Specify a project if the template is to be used only in a specific project. If the field is left blank, the template can be selected in all projects
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Subject → Subject of the business letter template. Variables can be used here
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Text → Text of the business letter template. Variables can be used here
In the "Type" field, the designation of the respective document is entered.
These are among others:
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Offer → Type designation: Offer
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Order → Type designation: Order
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Order → Type designation: Order
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Price inquiry → type designation: Price inquiry
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Delivery bill → type designation: delivery note
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Invoice → type designation: Invoice
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Credit note → Type designation: Credit note
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Self-collector → type designation: Self-collector
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Dispatch notification → Type designation: Dispatch
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Dispatch by mail → type designation: DispatchMailDocument
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Outstanding payment → type designation: PaymentMiss
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Payment difference → type designation: PaymentDiff
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Receipt of payment → type designation: PaymentOK
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Cancellation → type designation: Cancellation
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Proof of work → type designation: Proof of work
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Correspondence →Type designation: Correspondence.
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 will 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 type designation is then corresponding to the document + _Different. Examples: Invoice_Offered, Order_Offered, Delivery Note_Offered, etc.
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.
For the business letter templates, "German" and "English" are available by default for the document language. As soon as a document is created for a customer who has set the corresponding document language, this 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:
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{DIFFERENTDELIVERYADDRESS} → Different delivery address in one line
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{DELIVERYNAME} → Delivery address name
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{DELIVERDEPARTMENT} → Delivery address department
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{DELIVERDIVISION} → Delivery address subdivision
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{DELIVERADDRESSADDITION} → Delivery address address addition
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{DELIVERADDRESSPARTNER} → contact person from delivery address
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{DELIVERSTREET} → Street from delivery address
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{DELIVERPLZ} → Postal code from delivery address
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{DELIVERYCOUNTRY} → Country from delivery address
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{DELIVERYPLACE} → delivery location
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{TRANSACTIONNUMBER} → transaction number (e.g. for payments; also works for LS,GS,RE)
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{PROJECT} → project
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{PROJEKTNAME} → project name{ADRESSE_NAME} → address name{CUSTOMER NUMBER} → customer number
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{ADDRESS} → address ID
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{INTERNALNAME} → Internal Name
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{YOURORDERNUMBER} → Your order number/commission
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{INTERNET} → Internet order number (e.g. store order number; also works for LS, RE, GS)
Variables for offer, order, delivery bill, invoice, credit bill:
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TOTAL NETTO → Output of the net total
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TARGET → Output of the gross total
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TOTAL ACCOUNT
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ACCOUNT AMOUNT
Variables for offer, order, invoice:
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PAYMENTTARGETDATES
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PAYMENTTARGETDATE
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PAYMENTTARGETDAYS
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PAYMENTTARGETDATE
Variables for Delivery Note:
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INVOICEADDRESS
Variables for quotation, order, delivery bill, invoice, credit bill:
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NETWEIGHT
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PAYMENTSUM
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PAYMENTMETHOD
Variables for offer:
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DELIVERYTERM
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DELIVERYWEEK
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VALIDBIS
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VALIDTOWEEK
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PAYMENTMETHOD
Variables from "Address" for offer, order, delivery bill, invoice, credit bill:
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FREEFIELD1
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FREEFIELD2
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FREEFIELD3
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COVERLETTER
In addition, all fields from the address master:
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ADDRESS_CUSTOMER_NUMBER
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ADDRESS_PHONE
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ADDRESS_EMAIL_LETTER
etc...
Further variables:
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ASSOCIATION NUMBER
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ASSOCIATION
The template can be sent via the action "send" (action in the respective document):
Documents can be sent by printer, fax, e-mail, telephone call or other:
Sending the documents ensures the following things:
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Setting the write protection for the respective document
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Changing the status of the document (e.g. sent) for overviews and filters
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Saving of a log entry → when and in which way the document was sent by which employee
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Activation of further important follow-up processes (e.g. in the document purchase order: 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: {COVERLETTER}
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 {COVERLETTER} 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 order. By default, these are sent along by e-mail, but can also be deselected.
Below are some sample templates for different document types.
Sample template: Dear Mr. {NAME},
Enclosed we are sending you the offer you requested.
We hope that you like our offer and would be pleased to hear from you again.
Sample template: Dear Sir or Madam,
Enclosed please find your order confirmation.
Please do not hesitate to contact me if you have any questions.
Sample template:
Sehr geehrte Damen und Herren,anbei übersenden wir Ihnen unsere Bestellung.Bitte senden Sie uns als Bestätigung für den Empfang eine Auftragsbestätigung per Fax an: +49 XXX XX XX.Vielen Dank
Sample template:
Sehr geehrter Herr/Frau {NAME},anbei finden Sie Ihre Rechnung. Gerne stehen wir Ihnen weiterhin zur Verfügung.Ihre Rechnung ist im PDF-Format erstellt worden.Sehr geehrter Kunde,anbei übersenden wir Ihnen unseren Lieferschein.
Sample template:
Dear Mr/Mrs {NAME},
Please find enclosed your invoice. We will be happy to continue to serve you.
Your invoice has been created in PDF format.
Sample template:
Sehr geehrter Kunde,soeben wurde Ihr Bestellung zusammengestellt. Sie können Ihre Ware jetzt abholen. Sind Sie bereits bei uns gewesen, so sehen Sie diese E-Mail bitte als gegenstandslos an.{VERSAND}Ihr XXX-Team
Sample template:
Sehr geehrter Kunde,Ihr Auftrag Nr. {AUFTRAG} vom {DATUM} wurde soeben aus unserem System storniert.Bereits bezahltes Auftragsguthaben erstatten wir Ihnen in den nächsten Tagen auf dem gleichen Weg (Bank, Paypal, Kreditkarte, etc.) Ihrer Zahlung zurück.Sollten Daten für die Zahlung fehlen, wird ein Sachbearbeiter mit Ihnen Kontakt aufnehmen.Vielen Dank.Ihr XXX Team
Typ: Shipping
Sample templates:
Sehr geehrter Kunde,soeben wurde Ihre Bestellung zusammengestellt und wird in Kürze unserem Versandunternehmen übergeben.{VERSAND}Ihr XXXX Team
Variables:
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{SHIP} → returns tracking number and tracking link
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{SHIPPING TYPE} → returns the type from the shipping type module
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{SHIPPING LABEL} → returns the label from the shipping type module
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{TRACKINGNUMBER} → returns tracking number
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{NAME} → returns the name of the customer
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{ADDRESS} → returns the salutation from the "cover letter off" field
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{DELEGNR}{YOUR ORDER NUMBER} → returns the document number together with the order number
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{INTERNET} → returns the internet order number from the store.
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{ORDER DATE} → returns the date of the order
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{DELIVERADRESS} → returns the address of the customer where the order will be delivered to
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{DELIVERYADDRESSLONG}
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:
Hallo {NAME},es dauert nicht mehr lange,
Deine Bestellung wurde heute versendet und ist` unterwegs!{IF}{VERSANDTYPE}="DHL"{THEN}Das Paket mit der Sendungsnummer {TRACKINGNUMMER}
hat unser Lager heute verlassen und die Daten wurden an DHL elektronisch übermittelt. Bitte beachte, dass sich der Sendungsverlauf erst beim Eingangsscan von DHL aktualisiert. Du kannst Deine Sendung hier direkt verfolgen:https://www.meinefirma.de/tracking/?tracking-code=DE~{TRACKINGNUMMER}~{LIEFERPLZ}{ENDIF}{IF}{VERSANDTYPE}="DPD"{THEN}Das Paket mit der Sendungsnummer {TRACKINGNUMMER} hat unser Lager heute verlassen und die Daten wurden an DPD elektronisch übermittelt.Du kannst Deine Sendung hier direkt verfolgen:https://www.dpd.com/tracking/(lang)/de_DE{ENDIF}{IF}{VERSANDTYPE}="sevensenders"{THEN}Das Paket hat unser Lager heute verlassen und an einen Partner zur Auslieferung übergeben. Sobald Deine Bestellung im Lager unseres Partner eingetroffen ist, erhältst Du eine weitere Email mit einer Trackingnummer. Dies kann je nach Land 5 Werktage dauern.{ENDIF}
Typ: PaymentDiff
Sample template:
Sehr geehrter Kunde,
bezüglich Ihrer Zahlung zum Auftrag Nr. {AUFTRAG} vom {DATUM} in Höhe von {GESAMT} EUR gab es bei der Zuordnung eine Zahlungsdifferenz von {REST} EUR.
Bitte überweisen Sie noch den Fehlbetrag in Höhe von {REST} EUR mit dem angegebenen
Verwendungszweck auf unser Konto:
Verwendungszweck: {AUFTRAG}
XXXXIBAN: DEXXXXBIC: DEUXXXX
Bitte beachten Sie bei der Zahlung: eventuelle Gebühren dürfen nicht zu unseren Lasten gehen.Ihr XXXX Team
Typ: PaymentMiss
Sample template:
Sehr geehrter Kunde,
bezüglich Ihres Auftrags Nr. {AUFTRAG} vom {DATUM} in Höhe von {GESAMT} EUR senden wir Ihnen die Zahlungsinformationen zu.
Sollten Sie zwischenzeitlich den Betrag überwiesen haben, sehen Sie diese E-Mail bitte als gegenstandslos an.
Verwendungszweck: {AUFTRAG} Betrag: {REST}
XXXXX Bank: XXXXXX BIC: XXX IBAN: DEXXXXX
Bitte beachten Sie bei der Zahlung: Eventuelle Gebühren dürfen nicht zu unseren Lasten gehen.
Zwischenverkauf vorbehalten - sollte ein Artikel ausverkauft sein, werden wir Sie so schnell wie möglich mit der neuen Ware beliefern.
Ihr XXXXX Team
Note
The variable {Order} shows the store order number (internet number) for orders that were imported from an online store, if this was imported into Xentral. If an order does not have an internet number, the order number from Xentral will be used.
Important
To send automatic payment reminders, the process starter payment mail is required. The process starter sends the payment reminder to the customer after the set number of days. You can configure this setting under Dunning → Settings. The "Payment mail" checkbox must be activated in the project (see screenshot).
Under Optional conditions only "lager_ok" or "check_ok" may be entered. These conditions refer to the order traffic light. 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 e-mail is sent to the own e-mail address set in the company data, so that the accounting department can cancel the order if necessary.
Typ: PaymentOK
Sample template:
Sehr geehrter Kunde,
Ihre Zahlung zum Auftrag Nr. {AUFTRAG} vom {DATUM} in Höhe von {GESAMT} EUR konnte
zugeordnet werden.
Ihr XXXXX Team
Note
By default, the automatic payment confirmation is sent by a traditional trigger command as soon as the payment is received on your business account. However, the paymentOK mail is sent only when there is an incoming payment on the order. The "Payment mail" option must be enabled in the project. In the business account settings, the "no email" checkmark must not be set then.
Below you can see the variables you can use in the business letter templates.
You can use these variables for the address:
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Variable |
Meaning |
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{ADDRESS} |
Address cover letter field |
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{FREEFIELD1} |
Address-Free field 1 |
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{FREEFIELD2} |
Address-Free field 2 |
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{FREEFIELD3} |
Address-Free field 3 |
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{CUSTOMERNUMBER} |
Customer number of the customer |
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{COUNTRY} |
ISO country code |
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{DELIVERYADDRESS} |
Delivery address: Only if delivery address is specified as different, otherwise "Corresponds to billing address" appears. |
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{VATNR} |
VAT number of the customer |
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{GLN} |
Address-GLN |
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{DELIVERYGLN} |
GLN of the delivery address |
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{ADDRESS_INVOICE_GLN} |
GLN from the different billing address |
You can use these variables for the voucher details:
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Variable |
Meaning |
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{RECEIPTNUMBER} |
Document number of the current document |
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{YOURORDERNUMBER} |
Your order number / commission |
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{INTERNET} |
Store order number for imported orders |
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{DELIVERYCONDITION} |
Delivery conditions e.g. Free house |
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{DELIVERYDATE} |
Draws from "Requested delivery date" field |
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{TRACKINGNUMBER} |
Tracking number if package tag generated and tracking confirmed |
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{SHIPPINGMETHODDESCRIPTION} |
Shipping method designation |
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{DEVIATING DESIGNATION} |
Tick for different designation set. This is important for other text in case of different document description via IF blocks. |