Table of contents

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:

• Offer
• Order
• Credit note / cancellation invoice
• Delivery bill
• Reminders
• Invoice
• Dispatch confirmation

This module is especially relevant if e-mails are sent regularly via xentral.

Overview

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.

Copy Business Letter Templates

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.

Create Buisiness Letter Templates

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:

• 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.
• Language → Select the language in which the template was created.
• 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
• Subject → Subject of the business letter template. Variables can be used here
• Text → Text of the business letter template. Variables can be used here

Type

In the "Type" field, the designation of the respective document is entered.

These are among others:

• Offer → Type designation: Offer
• Order → Type designation: Order
• Order → Type designation: Order
• Price inquiry → type designation: Price inquiry
• Delivery bill → type designation: delivery note
• Invoice → type designation: Invoice
• Credit note → Type designation: Credit note
• Self-collector → type designation: Self-collector
• Dispatch notification → Type designation: Dispatch
• Dispatch by mail → type designation: DispatchMailDocument
• Outstanding payment → type designation: PaymentMiss
• Payment difference → type designation: PaymentDiff
• Receipt of payment → type designation: PaymentOK
• Cancellation → type designation: Cancellation
• Proof of work → type designation: Proof of work
• 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.

Select Languages

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 Available in Business Letter Templates

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:

• {DIFFERENTDELIVERYADDRESS} → Different delivery address in one line
• {DELIVERYNAME} → Delivery address name
• {DELIVERDEPARTMENT} → Delivery address department
• {DELIVERDIVISION} → Delivery address subdivision
• {DELIVERADDRESSADDITION} → Delivery address address addition
• {DELIVERADDRESSPARTNER} → contact person from delivery address
• {DELIVERSTREET} → Street from delivery address
• {DELIVERPLZ} → Postal code from delivery address
• {DELIVERYCOUNTRY} → Country from delivery address
• {DELIVERYPLACE} → delivery location
• {TRANSACTIONNUMBER} → transaction number (e.g. for payments; also works for LS,GS,RE)
• {PROJECT} → project
• {PROJEKTNAME} → project name{ADRESSE_NAME} → address name{CUSTOMER NUMBER} → customer number
• {ADDRESS} → address ID
• {INTERNALNAME} → Internal Name
• {YOURORDERNUMBER} → Your order number/commission
• {INTERNET} → Internet order number (e.g. store order number; also works for LS, RE, GS)

Variables for offer, order, delivery bill, invoice, credit bill:

• TOTAL NETTO → Output of the net total
• TARGET → Output of the gross total
• TOTAL ACCOUNT
• ACCOUNT AMOUNT

Variables for offer, order, invoice:

• PAYMENTTARGETDATES
• PAYMENTTARGETDATE
• PAYMENTTARGETDAYS
• PAYMENTTARGETDATE

Variables for Delivery Note:

• INVOICEADDRESS

Variables for quotation, order, delivery bill, invoice, credit bill:

• NETWEIGHT
• PAYMENTSUM
• PAYMENTMETHOD

Variables for offer:

• DELIVERYTERM
• DELIVERYWEEK
• VALIDBIS
• VALIDTOWEEK
• PAYMENTMETHOD

Variables from "Address" for offer, order, delivery bill, invoice, credit bill:

• FREEFIELD1
• FREEFIELD2
• FREEFIELD3
• COVERLETTER

In addition, all fields from the address master:

• ADDRESS_CUSTOMER_NUMBER
• ADDRESS_PHONE
• ADDRESS_EMAIL_LETTER

etc...

Further variables:

• ASSOCIATION NUMBER
• ASSOCIATION

Business Letter Templates Functions

Submit template manually (single processing)

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:

• 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 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).

Personalized Salutation For Business Letter Templates

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.

Changing the Default Salutation

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.

Attach Files

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.

Business Letter - Sample Templates

Below are some sample templates for different document types.

Offer

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.

Order

Sample template: Dear Sir or Madam,
Enclosed please find your order confirmation.
Please do not hesitate to contact me if you have any questions.

Order

Sample template:

Dear Sir or Madam,
Enclosed we are sending you our order.
As confirmation of receipt, please send us an order confirmation by fax to: +49 XXX XX XX.
Thank you very much

Delivery Note

Sample template:

Dear customer,
enclosed we send you our delivery bill.

Invoice

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.

Self pickup

Sample template:

Dear customer,

your order has just been placed. You can pick up your goods now. 
If you have already been to our store, please consider this e-mail as irrelevant.

{SHIPPING}

Your XXX-Team

Cancellation

Sample template:

Dear Customer,

Your order no. {AUCTION} from {DATE} has just been cancelled from our system.

We will refund any order credit already paid to you in the next few days using the same method (bank, Paypal, credit card, etc.) of your payment.

If any data for the payment is missing, a clerk will contact you.

Thank you very much.

Your XXX Team

Shipping confirmation (tracking mail/shipping mail)

Typ: Shipping

Sample templates:

Dear Customer,

your order has just been put together and will be handed over to our shipping company shortly.

{SHIPPING}

Your XXXX Team

Variables:

• {SHIP} → returns tracking number and tracking link
• {SHIPPING TYPE} → returns the type from the shipping type module
• {SHIPPING LABEL} → returns the label from the shipping type module
• {TRACKINGNUMBER} → returns tracking number
• {NAME} → returns the name of the customer
• {ADDRESS} → returns the salutation from the "cover letter off" field
• {DELEGNR}{YOUR ORDER NUMBER} → returns the document number together with the order number
• {INTERNET} → returns the internet order number from the store.
• {ORDER DATE} → returns the date of the order
• {DELIVERADRESS} → returns the address of the customer where the order will be delivered to
• {DELIVERYADDRESSLONG}

You can find out how to automatically send a tracking mail here.

Shipping confirmation with IF branch

Example of shipping email with IF blocks and multiple shipping providers in one shipping confirmation:

Hello {NAME},

it won't be long now, your order has been shipped today and is on its way!

{IF}{VERSANDTYPE}="DHL"{THEN}The package with the tracking number {TRACKINGNUMBER} has left our left our warehouse today and the data has been electronically transmitted to DHL. Please note, that the shipment history will not be updated until DHL receives the scan. You can track your shipment track your shipment directly here:

https://www.meinefirma.de/tracking/?tracking-code=DE~{TRACKINGNUMBER}~{DELIVERYPLZ}{ENDIF}{IF}{SHIPPING-TYPE}="DPD"

{THEN}

The package with the tracking number {TRACKINGNUMBER} left our warehouse today and the data has been sent electronically to DPD.You can track your shipment directly here:

https://www.dpd.com/tracking/(lang)/en_DE{ENDIF}{IF}{VERSANDTYPE}="sevensenders"

{THEN}

The package has left our warehouse today and has been handed over to a partner for delivery. As soon as your order has arrived at our partner's warehouse, you will receive another email with a tracking number.

This may take 5 business days depending on the country.

{ENDIF}

Payment Difference

Typ: PaymentDiff

Sample template:

Dear Customer,

regarding your payment of {TOTAL} EUR for the order no. {AUCTION} of {DATE} there was a payment difference of {REMAINING} EUR.

Please transfer the shortfall in the amount of {REST} EUR with the specified
to our account with the specified reason for payment:

reason for payment: {AUFTRAG}

XXXXIBAN: DEXXXXBIC: DEUXXXX

Please note when paying: possible fees must not be charged to our account.

Your XXXX Team

Payment missing (prepayment)

Typ: PaymentMiss

Sample template:

Dear Customer,

Regarding your order no. {AUCTION} of {DATE} in the amount of {TOTAL} EUR, we are sending you the payment information. 
If you have transferred the amount in the meantime, please consider this e-mail as invalid.

Please transfer the amount of {RESIDENTIAL} EUR to our account with the specified reason for payment:

Intended purpose: {AUFTRAG} Amount: {REST}

XXXXX Bank: XXXXXX BIC: XXX IBAN: DEXXXXX

Please note when paying: Any fees may not be charged to our account.

Subject to prior sale - should an item be sold out, we will supply you with the new item as soon as possible.

Your 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.

Receipt of payment

Typ: PaymentOK

Sample template:

Dear Customer,

Your payment of {TOTAL} EUR for order no. {AUTHORIZATION} of {DATE} could be could be assigned.

Thank you very much.

Your 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.

Collection Variables Of Business Letter Templates

Below you can see the variables you can use in the business letter templates.

Address

You can use these variables for the address:

Voucher details 

You can use these variables for the voucher details:

Voucher items

You can use these variables for the voucher items: