Xentral offers two ways to set up your stationery: You can either create customized stationery directly in Xentral by defining logos and footers. Alternatively, an externally designed PDF is uploaded as a background. In many cases, the second option allows for a more precise layout and better print quality.
In addition to the graphic design, you can use document templates to customize specific content and formatting. This includes, among other things, the font, page numbering, barcodes, or the representation of the item table. The integrated document template preview helps you to check and, if necessary, adjust the settings.
This article guides you through the various setting options and shows you step-by-step how to set up document templates and stationery in Xentral.
Tip
Video-Tutorial: Your quick start to stationery
Would you like to get an overview of how to use stationery in Xentral within a few minutes? Then our video tutorial is just right for you. Watch it now!
In Xentral, you can customize your stationery by placing your company logo and defining the letter footer. Alternatively, it is possible to upload an externally created stationery as a PDF background, which often offers higher display quality.
In Xentral, you can design simple stationery by inserting and placing your company logo and defining the letter footer.
The easiest way to define a letterhead with a logo and a footer is to upload a PDF as a background.
Steps:
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Create a blank document in Microsoft Word or another program of your choice.
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Insert your company logo and the footer into the document.
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Export the document as a PDF.
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Upload it as a PDF background in Xentral.
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Check the preview to see if you are satisfied.
Further information about the PDF background can be found in the chapter PDF as background.
In Xentral, you can customize numerous elements in document templates to suit your requirements. The system provides a predefined document template with fully set up stationery that can be adopted directly in most cases. However, extensive setting options are available to make adjustments if necessary. These include embedding a logo, defining the sender, automatic adoption of recipient data, and specific settings for displaying information in the info box. Furthermore, item tables can be configured in detail and text templates can be inserted both before and after the item table to optimize communication and documentation.
You can define and place many different elements in the document template (see illustration below).
Tip
Stationery preview option: Use the preview option in the settings to check how your stationery will look after saving. The preview is reloaded every time you save changes.
Note
If you want to check each document individually and have different requirements, proceed as follows:
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Customer data: You need at least one customer with a full address in the master data.
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Item data: One or two items should have been created in the master data, which you can later insert into the item table of your document template.
Creating and checking a document draft (Example: Sales order):
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Create document: Start in the system by creating a document draft, such as a sales order, and select a customer address and some items from your master data.
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Adjust settings: Go to Settings > General settings > Documents > Letterhead. Define and adjust the settings for the document template.
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Save and Preview: Click Save and then Preview (document preview in the sales order) to check the layout. Adjust the settings as needed and repeat the preview until the result is satisfactory.
Numerous elements can be individually customized on the stationery.
Note
The stationery is already completely set up by default and can be adopted unchanged in most cases. The following options are a list of all optional setting possibilities for the individual elements if something needs to be adjusted.
The text modules for the area below the item table can be stored individually for each document type in the text templates or adjusted directly in the free text field of a document itself.
The sender can be integrated directly into the PDF background, for example, if different stationery is used for a specific project.
Alternatively, the sender can be set centrally to be permanently displayed on the documents:
Setting |
Explanation |
|---|---|
|
Show sender |
If this option is activated, the sender can be entered in the field and will be permanently displayed on all documents. |
|
Show sender underlined |
The sender is displayed underlined. |
In the PDF general settings, you can make numerous adjustments to design the letterhead according to your requirements.
Tip
Would you like to get a detailed insight into the settings for your stationery and letterhead in Xentral? Then our video tutorial is just right for you. Watch it now!
Below is a detailed table with the available setting options:
Setting |
Explanation |
|---|---|
|
Allow HTML in letterhead and text |
Activates the extended text editor and displays it for text fields in the settings to apply font styles such as bold or italic, for example. |
|
Font |
Allows the entry of custom fonts, which can be added below in the Upload font section. Alternatively, a predefined font can be selected. |
|
Hide folding mark |
Hides the folding mark on the stationery if a PDF background is used for the first and second pages. |
|
Show barcode |
Activates the display of a barcode with the document number on documents. NoteThe barcode always corresponds to the document number and is usually displayed at the bottom above the footer for released documents. In the delivery note, there is another barcode with the same content located further up. |
|
Barcode Header Top Margin |
Determines the vertical distance of the barcode to the address in the viewing window. Relevant for delivery notes with shipping pouches (viewing window) for better scannability. |
|
Barcode Header Left Margin |
Sets the horizontal distance of the barcode to the address in the viewing window. Applies to delivery notes with shipping pouches (viewing window). |
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Barcode Footer Left Margin |
Defines the horizontal distance of the barcode in the footer area. |
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Barcode Footer Top Margin |
Defines the vertical distance of the barcode in the footer area. |
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Page Numbering and Doc No Alignment |
Activates the display of the page number in the format "Page x of y" and shows the document number. The values in the free field define the alignment: L = left, R = right, C = centered. |
|
Alignment to table |
Aligns the page number flush with the product table. |
|
Show document number with page count |
Shows the document number in the page count display. |
|
Item description over full width |
Allows the item description to use all available space. It continues below the "Tax", "Unit", "Discount", and "Total sum" columns and is not limited to the item column. |
|
Long item numbers in stationery |
Displays the item descriptions below the item numbers if the column widths are insufficient due to long item numbers. |
|
Position Width |
Determines the width of the position column in the item table (in mm). This shows the numbering of the positions. |
|
Number Width |
Sets the width of the number column in the item table (in mm). If long item numbers are activated, this column does not need to be unnecessarily large. |
|
Quantity Width |
Defines the width of the quantity column in the item table (in mm). This shows the quantity of the inserted position. |
|
Item Width |
Determines the width of the item column in the item table (in mm). This shows the item name, description, and optional additional information (free fields, batches, BBD etc.). The option "Item description over full width" should be considered here. |
|
Tax Width |
Sets the width of the tax column in the item table (in mm). This can be deactivated in the tax options of the general settings. |
|
Unit Width |
Defines the width of the unit column in the item table (in mm). The column can be activated in the system settings. |
|
Sub-positions in groups |
Lists group positions as sub-items of the group with corresponding numbering, e.g., 1.1. |
|
Sub-positions in bills of materials |
Shows the positions of a bill of materials as sub-items with corresponding numbering, e.g., 1.1, 1.2, 2.1 etc. |
|
Indent bills of materials |
Shifts bill of materials items to the right by a defined number of millimeters to make the structure of the bill of materials more visible. |
|
Total sum without double line |
Removes the double line under the total amount. |
Note
To ensure that the table is displayed correctly in the document, it is important that the total width of the table remains constant. Therefore, if you increase the width of one column, you should decrease the width of another column accordingly to maintain the total width of the table. Setting the column width to 0 to hide a column is not possible and could lead to display errors.
These settings offer you the flexibility to individually adjust elements such as font sizes, text alignment, and spacing so that they are functional and look good. In the next section, you will find a detailed list of all available formatting options.
Below is a detailed table with the available setting options:
Setting |
Explanation |
|---|---|
|
Font size subject line |
Sets the font size for the subject line. |
|
Font size table labeling |
Defines the font size for table headers such as "Item", "Quantity", "VAT", etc. |
|
Font size item description |
Determines the font size for the item description below the item name. This also affects additional information such as EAN, free fields, storage location, or batch/BBD. |
|
Font size info box |
Sets the font size for content within the info box. |
|
Font size recipient |
Determines the font size for the recipient. |
|
Info box spacing top/bottom |
Defines the font size for the text before the item table. Shift in millimeters possible, e.g., -10 for up, +25 for down. |
|
Info box spacing right/left |
Sets the vertical position of the info box in millimeters. A higher value moves it down, a lower one up. |
|
Alignment info box text |
Determines the text alignment (L = left, R = right) and allows optional column widths, e.g., L;30;40 for left-aligned with columns of 30 mm and 40 mm. |
|
Item table spacing top/bottom |
Determines the vertical position of text before the item table, the item table itself, and the text after it as a unit in millimeters – higher values shift down, lower values shift up. |
|
Content spacing from page 2 Top |
Sets the top margin in millimeters for the second page – useful if the logo takes up less space on subsequent pages than on the first page. |
|
Break spacing bottom |
Determines the distance to the bottom edge of the page in millimeters, after which the text below the item table breaks to the next page. |
|
Font size document text |
Sets the font size for the text before the item table. |
|
Font size table content |
Specifies the font size for the table content, except for the item description. |
|
Font size free text |
Determines the font size for the text after the item table. |
|
Font size letter text |
Used for special stationery such as address master sheets, commission items, POS closing, travel expenses, or minimum stock levels. |
|
Font size sender |
Defines the font size for the sender address. |
|
Font size total |
Determines the font size for the total net area and total amount below the item table. |
|
Font size tax |
Specifies the font size for the VAT line between the net and total amount. |
|
Recipient spacing top/bottom |
Positions sender and recipient vertically in absolute millimeters. |
|
Recipient spacing left |
Positions sender and recipient horizontally in absolute millimeters. |
|
Subject line spacing top/bottom |
Defines the vertical positioning of the subject line in millimeters. |
|
Item name to description spacing |
Creates an empty paragraph between the item name and item description. Specify value in millimeters. |
|
Margin spacing Left / Right |
Sets the distance to the left and right page margins. Higher values move the content further inwards. The item table width may need to be adjusted. NoteYou must enter positive values in this field. If you enter "0" or negative values, the error message Briefpapier::getStyleElement() or LieferscheinPDF::getstyleelemenset() appears. |
|
Page number spacing Bottom |
Determines the vertical position of the page number in millimeters. |
|
Total sum spacing Left |
Defines the horizontal positioning of the total sum (Net, VAT, Total amount) in millimeters. The double line below it is not shifted by this and may need to be deactivated. |
You can insert up to three free text blocks as independent elements on the letterhead and design them freely. Here are the specific settings that you can customize individually for each text block:
Below is a detailed table listing the various setting options for each of the three free text blocks. Note that precise adherence to the units of measurement is essential to avoid formatting errors and achieve the desired display accurately:
Setting |
Explanation |
|---|---|
|
Show |
Activates the display of the free text on the document. |
|
Left Spacing |
Determines the left distance of the free text to the document in millimeters. |
|
Top Spacing |
Sets the vertical positioning of the free text, measured in millimeters. |
|
Font size |
Allows manual entry of the desired font size. |
|
Width |
Defines the width of the free text in millimeters. |
|
Content |
Allows entry of the desired free text, including selection of font and listing options. |
Note
The content entered into the free text fields automatically appears on all documents.
Note
To display texts correctly in different languages, you can use the translation variables freitext1inhalt, freitext2inhalt, and freitext3inhalt. These variables can be found in the translation settings. There you have the possibility to make corresponding adjustments to update or add translations.
It is also possible to store content in the free text fields using IF queries. This is particularly useful for displaying content only when it is actually present.
For further information on IF queries with variables, see the corresponding section: IF query with variables
The footer of the letterhead can be customized. Here are the setting options you can use:
Setting |
Explanation |
|---|---|
|
Show footer |
Activates the display of the footer on the letterhead. |
|
Footer centered (Column 1) |
Shows only column 1 centered, while all other footer columns are hidden. |
|
Column 1-4 |
Each column offers six lines for individual entry of content. |
|
Width |
Defines the width of each column in millimeters. The total width must be maintained. It is possible to set a column to width 0 to show fewer columns. |
|
Color |
Sets the color option of the footer: Black (0), default color (30), or white (255). |
Note
The footer line is displayed globally. If you use multiple projects, please note that the footer cannot be individually adjusted for single projects. In this case, it is recommended to store the footer per project as a PDF to allow for individual adjustments.
Various options are available to insert a background for the stationery. It is also displayed which background is currently being used.
Setting |
Explanation |
|---|---|
|
Currently used: None |
Display whether a PDF is currently stored or no background is used. |
|
Logo |
Uses an image file as a background. Note: Currently only JPG files are supported. |
|
PDF as background |
A PDF file is stored as the background for the stationery. |
|
No background |
No background is used. |
A logo can be stored as an image file (JPG) or as a PDF. Using a PDF file offers better scalability and display.
Note on placement: If the logo is to appear further to the right, the image file must be correspondingly wide. A white area on the left side ensures that the logo is displayed at the desired position.
Displayed on the document as:
A PDF with company content such as logo, footer, and design can be used as a background for the stationery. If a suitable PDF is not yet available, you can create it as follows:
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Create a blank document in Word or a similar program.
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Insert logo, footer, and desired design.
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Export the document as a PDF.
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Store the created PDF in Xentral as a background.
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Optional: A different background can be set from page 2, e.g., if the sender line should only appear on the first page or the logo should be positioned differently from the second page. To do this, simply activate the option for subsequent pages, upload the PDF, and save.
Tip
Would you like to learn how to create a PDF background for stationery in Xentral based on a practical example within a few minutes? Then our video tutorial is just right for you. Watch it now!
Note
PDF files created with Adobe products may not be compatible with the stationery in Xentral under certain circumstances. If problems occur, try creating the PDF with another tool or save or export it again – often a simple resave is enough.
A PDF background here in the global settings is generally not required if:
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No logo should appear on the documents.
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Every project already has its own stationery stored.
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All printouts are made on pre-printed (colored) paper and the documents are not sent via email.
Stationery loading time:
If the file size is too large, the preview in document creation may take a bit longer to load. As a rule of thumb: The display should be quick. If this is not the case, the file may be too large and should be optimized.
Note
To keep loading times short and ensure that automatic printing processes run smoothly, the file for the logo or the stationery PDF should not be larger than 100 KB. In most cases, it is sufficient to slightly reduce the resolution or quality of the logo to optimize the file size. A corresponding warning notice is displayed for files over 100 KB.
In addition to the standard fonts, you can also store your own font. For this, the font files must be available in four variants in TTF format. The following explains how to upload and save a custom font.
Setting |
Explanation |
|---|---|
|
Description |
Only letters, numbers, underscores, and hyphens are allowed |
|
Font style Normal |
The standard font file in TTF format, used without special formatting. |
|
Font style Italic |
A separate TTF file for the italic font variant to display text slanted. |
|
Font style Bold |
The TTF file for the bold font to highlight important content. |
|
Font style Bold Italic |
A combined TTF file that enables both bold and italic formatted texts. |
Caution
Only TTF fonts are supported. A separate file must be uploaded for each font style.
To add your own font:
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Description: Assign a name for the font. Letters, numbers, underscores, and hyphens are allowed.
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Font style: Upload the four TTF files by clicking on Select file.
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Click Save to store the font in Xentral.
Once the four variants have been uploaded and saved, the font is ready for use. The files are added accordingly as TTF files, the font is given a name, and then saved.
To use certain special characters, a font must be selected that contains the corresponding special characters. By default, you can enter the following fonts in Xentral in the Font field (Settings > General settings > Documents > Letterhead):
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Arial
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Helvetica
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Times
Alternatively, you can also upload your own fonts with corresponding character sets. To do this, use the setting options in the Upload font section.
Here, for example, an extended character set for the font Arial can be stored. You can find some open-source fonts online by searching for "Arial CE fonts download".
Note
A new font is necessary if you want to use special characters or letters outside the German alphabet.
Using the following setting, you can list long item numbers and names offset from each other in the item table. The number then flows over the designation. Similarly, long item descriptions can be displayed over the entire width.
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Purchase order own item number first column (Define as standard)
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Purchase order long item numbers (Define as standard)
The sender line (your own company address) can be shifted on the stationery together with the recipient, as both are coupled with each other.
If multiple stationery sets are required, e.g., for different languages or for B2B and B2C business, this can be set individually in the project.
Configuration is done via the settings in the project:
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Own stationery for project: Replaces the general stationery with the one stored in the project, so that all documents of this project are created with the specific stationery.
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Labeling: The sender and the footer can either be adopted from the standard letterhead settings or stored directly in the PDF background of the project.
Note
The PDF stationery must be uploaded with the type Stationery Page 1. Optionally, a second PDF with the type Stationery Page 2 can be stored for subsequent pages, e.g., without a logo and without a sender line.
Note
PDF files created with Adobe products may not be fully compatible with the stationery in Xentral. If problems occur, try creating the PDF with another tool or save or export it again – often a simple resave is enough.
Hiding stationery
Stationery can be individually deactivated for each document, e.g., in a special sales order. To do this, open the desired sales order and activate the option No stationery and logo in the Details tab in the Sales order section. Then click Save.
Only the stored PDF and/or the logo are hidden. The footer and address line from the fixed settings remain visible.
Note
If the option Quote without stationery has been activated in the settings for text templates, e.g., for quotes, the checkbox will be automatically set for new quotes.
The stationery can be displayed again at any time by removing the checkbox directly in the respective document and saving.
In the system settings, you can make additional adjustments for the stationery. These concern, among other things, the display of recipient data, the info box, the subject, and the item table. Below is an overview of the relevant settings that are particularly useful for stationery.
The recipient address is automatically adopted from the document. You can adjust the following display options:
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Address type in document: Displays in the first line of the address block whether it is a person (Mr., Ms.), a company, or an individual address type. This applies to document types such as Quote (QU), Sales order (SO), Invoice (INV), Delivery note (DN), and Credit note (CN).
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Show contact person in invoice and credit note: If activated, the contact person is displayed in the second line of the address block on invoices and credit notes.
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Show contact person in quote, sales order, and purchase order: If this option is active, the contact person appears in the second line of the address block for quotes, sales orders, and purchase orders.
Depending on the document type, different information is automatically displayed in the info box. Additionally, you can activate further options:
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Hide document editor: Removes the editor from the info box so that they do not appear on the document.
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Hide document sales: Hides the sales employee in the info box.
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Editor phone in document: Displays the phone number of the editor on the document. The number must be stored in the user’s master data.
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Editor email in document: Shows the email address of the editor in the info box. This is adopted from the user’s master data.
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Document labeling editor: Allows renaming of the field name "Editor" on the document if a different description is desired.
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Document labeling sales: Enables individual adjustment of the description "Sales" in the document.
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Project in document: Adds the project identifier (e.g., QU for Quote, INV for Invoice) to the info box of the document.
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Internet number labeling: Displays the order number from an online shop (internet number) in the info box.
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Document labeling internet number: Allows renaming of the field name "Internet number" on the document.
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Customer number labeling: Adjusts the description "Customer number" if a different wording is preferred.
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Document labeling order number: Enables adjustment of the field name "Order number" on the document.
Tip
If you want to customize info boxes even more individually directly for single documents, you will find the corresponding instructions in the article Document info boxes - Extending document information in the stationery.
The subject of a document consists of the document type and the associated document number.
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Labeling Deviating: Enables the use of an alternative description for the document. This can be selected directly in the document details and is available for the document types QU (Quote), SO (Sales order), DN (Delivery note), INV (Invoice), CN (Credit note), PO (Purchase order), and the proforma invoice.
The item table is automatically filled with the positions from the document. In the system settings, you can make the following settings:
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Positions with free fields: Shows the name and content of free fields below the item description. Free fields must first be activated in the general settings.
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Positions with EAN: Shows the EAN number under the item description.
-
Positions with customs tariff number: Always shows the customs tariff number under the item description, or only in export invoices if the option is deactivated.
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Always hide country of origin: Hides the country of origin, even in export invoices.
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Positions with BBD: Shows the best-before date (BBD) on invoices (INV) and delivery notes (DN) if the corresponding logistics process (scanning in the shipping center / FIFO) is active.
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Positions with batch: Shows batch numbers on INV and DN if the corresponding logistics procedure is used.
-
Positions with serial numbers: Shows serial numbers on INV and DN below the item description.
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Manufacturer number in document: Adds the manufacturer number under the item description.
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Dimensions in document: Shows the product dimensions (height, width, length) below the item description.
-
Item unit in PDF: Activates the unit column in the item table on the document. Further info: Maintain units.
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Delivery date in CW: Shows the delivery date as a calendar week (CW) in the document positions.
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Show item image in X: Adds the item image below the item number. Available for QU (Quote), SO (Sales order), DN (Delivery note), INV (Invoice), CN (Credit note), and PO (Purchase order).
-
Purchase order without prices: Hides purchase prices (PP) in purchase orders.
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Purchase order with item text: Shows the item description in purchase orders.
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Purchase order own item number first column: Uses the normal item number in the item number column instead of the order number from the stored PP price.
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Purchase order long item numbers: Allows long item numbers to overflow into the neighboring item column. The item description then moves to the next line.
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Show scale prices in positions: Lists scale prices below the item description in the quote.
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Resolve sub-bills of materials in sales order: Also resolves sub-bills of materials in the sales order, not just the first level. Prerequisite: Resolution of bills of materials is activated in the project.
Additional settings for the item table can be made in the Tax/Currency settings. The following options are available:
-
Hide tax column: Completely removes the tax column from the table. Prerequisite: There must be only a single tax rate in the document.
-
Always Net/Gross invoices: Always shows the individual prices of the positions as both net and gross. Further adjustments are possible in the project and in the address settings.
-
Documents with 4 decimal places: Represents the amounts in the item table with four instead of two decimal places.
-
Tax display on documents: Always shows the individual prices of the positions as both net and gross. Further adjustments are possible in the general settings and in the address settings.
Further settings for the item table can be made in the Logistics settings of the project. The following options are available:
-
Hide storage location on delivery note: Prevents the display of the storage location as a suggestion on the delivery note.
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Group picking run by delivery notes: Splits the picking list across different delivery notes. If multiple delivery notes contain the same item, it will be distributed over individual lines and not cumulated.
-
Picking list sorting: Sorts the picking list based on delivery note positions or storage location rows.
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Automatically resolve/explode bills of materials: Automatically resolves all contained sub-items when inserting a JIT bill of materials.
Note
These options depend on the chosen logistics process. You will find the respective settings and possibilities there.
Numbered sub-items can be represented in the positions to allow for a better overview. This is particularly helpful for different product groups or bills of materials, as it allows individual products to be clearly assigned.
Activate the option Sub-positions in groups to represent numbered sub-items in the positions.
To define a product group in the document, click on Insert special field at the very bottom under positions in the corresponding document.
Afterwards, items can be added. In the following example, two bills of materials are clearly separated by separate group headers.
On the documents, the groups are now represented with numbered sub-positions, so that the assignment of the items is clearly visible.
In the letterhead settings, the options Sub-positions in bills of materials and Indent bills of materials are also available. These enable a structured representation of sub-positions within a bill of materials.
This causes bills of materials to be displayed with an indentation on the document. This option is also available for sub-bills of materials, i.e., a two-stage representation.
If this representation is also to be used in the sales order (Caution: by default, sub-bills of materials only "explode" in productions in the production module), then the option Resolve sub-bills of materials in sales order must be activated in the System settings under Item in Options.
In the system settings, there is the following option:
-
Show contact person in invoice, credit note: If the contact person is activated, they appear in the second line of the address block on invoices and credit notes.
-
Show contact person in quote, sales order, purchase order: If this option is activated, the contact person is shown in the second line of the address block on quotes, sales orders, and purchase orders.
The following error messages can occur, among others, when accessing a PDF document:
„FPDF error: Unable to find pointer to xref table”
„FPDF error: Unable to find xref table - Maybe a Problem with auto_detect_line_endings”
"Unexpected server response (500) while retrieving PDF"
Generally, these errors indicate one of the following reasons:
-
PDF display error: The PDF class cannot fully read/display the PDF file. The PDF was not generated in the standard. Not every PDF format is supported by Xentral.
Often it is sufficient if you open the PDF file (e.g., in the preview) and export it again as a PDF. Normally it works with Export as PDF from Word or Export as PDF from the Apple preview. We have also had good experiences with the format PDF/A-1a:2005. This refers to the file from Administration > General settings > Documents > Letterhead > Background area.
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Project stationery setting: Perhaps the checkbox for independent stationery was set in the project without actually uploading it.
-
The file for the upload was too large. Select a smaller file.
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Letterhead settings: The page 2 checkbox is checked and no PDF was stored for page 2.
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A font used in the PDF is unknown to the system or is incompatible. Temporarily delete the entry in the "Font" field under Administration > General settings > Documents > Letterhead or use one of the specified standard fonts.
First check whether the problem persists if you select the option No stationery and logo in the affected sales order. If so, remove the HTML formatting from the item descriptions by highlighting the description and removing the formatting. If the problem only occurs with stationery, re-export the stationery PDF or use a different font.
To use different stationery templates per customer, use projects. Activate the option Own stationery for project in the project settings and upload the customer-specific PDF as a background. Alternatively, you can store a general stationery under Settings > General settings > Documents > Letterhead. This will be used if no project-specific stationery is stored. Background and letterhead are to be distinguished: The letterhead includes the general settings (sender, alignment, etc.), while the background is a PDF file that serves as stationery and can already contain all desired information.