Under the Text templates tab, standard texts can be defined for various types of business letters, which are automatically inserted when a new letter is created. When processing standard business transactions, this normally means that nothing has to be typed manually. Templates can be defined for more than ten different types of business letters.
The templates are pre-filled with sample texts. You can find some more samples in a later section of this article. The most common variables are listed.
In some cases it might be necessary to link to an external website in your template.
To add a hyperlink:
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Go to the text editor of the template you want to edit and click Source. The text is now displayed as HTML.
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Enter the HTML tag for a link <a> and enter the website you want to reference as described in the following example.
To set up a link to example.com, where the link is displayed as Example text, you need to enter: <a href="https://www.example.com">Example text</a>.
The standard text for EU delivery (intra-community delivery) and export (third country) can be entered directly here:
Most variables can be called using the notation {RUBRIC_NAMEFIELD}. Example: The content of the Mandate reference field is to be output.
The following can then be inserted on the text templates, for example: Your mandate reference: {ADRESSE_MANDATSREFERENZ}
In this case, the RUBRIC is the address and the NAMEFIELD is the mandate reference. In this way, almost all fields can be addressed and output in the most diverse headings. The most used variables are concretely listed in the helpdesk. Here is a list of the available variables and the information in which documents they can be used. Some variables can be used in all documents, even those that are not listed here. In this case the information is always taken from the document address or from the document itself. Follow-up documents (LS, RE) also pull information from the previous order if needed. In the following the variables are listed and it is indicated in which documents these are available:
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{ADRESSE_LIEFERANTENNUMMERBEIKUNDE} → Supplier number, at the customer (in his merchandise management)
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{ADRESSE_KUNDENNUMMERLIEFERANT} → Customer number, at the supplier (in his enterprise resource planning)
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{LAND} → ISO country abbreviation, e.g. for the indication of the country for the intra-community delivery
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{FREIFELD1} → Entry from free field 1 (available in all documents)
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{FREIFELD2} → Entry from free field 2 (available in all documents)
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{FREIFELD3} → Entry from free field 3 (Available in all documents)
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{ANSCHREIBEN} → Cover letter of the document address (Available in all documents. How to create the cover letter is here: Store personalized salutation in an address
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{BELEGNR}/{BELEGNUMMER}-> Document number of the current document (Available in all documents)
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{KUNDENNUMMER} → Customer number of the customer (Available in all documents)
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{ANSPRECHPARTNER} Contact person at address (Available in all documents)
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{LIEFERTERMIN} → Customer's requested delivery date (Field: "Requested delivery date" e.g. in order. "Delivery warehouse" determines only internally the traffic light circuit, when must be packed in the company, so that the customer receives his package on the desired delivery date)
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{LIEFERWOCHE} → Customer desired delivery date Displayed as delivery week (calendar week: KW).
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{GUELTIGBIS} → Date specification: "Offer valid until" (Available in all documents)
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{GUELTIGBISWOCHE} → Calendar week → offer valid until calendar week XY (Available in all documents)
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{LIEFERADRESSE} → Delivery address (only if delivery address is specified as different; available in all documents)
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{LIEFERADRESSE_HINWEIS} → Delivery note remark (only if delivery address is specified as different; available in AN, AB, LS)
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{LIEFERADRESSELANG} → Long delivery address (displayed in one line and not as a multiline block; Available in all documents)
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{ANZAHLTEILE} → Shows only the parts that do not have "hide" checked in the PDF (Available in AN, AB, BE, LS, RE, GS, PF, PA, RT)
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{ANZAHLTEILEALLE} → Show all parts (Available in AN, AB, BE, LS, RE, GS, PF, PA, RT)
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{AUFTRAG} → Order number (Available in AB)
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{AUFTRAGSDATUM} → Date of previous order (Available in LS, RE, RT from associated AB)
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{NETTOGEWICHT} → Total weight of all items. If the Net Weight field has been maintained in the items, this field will be used, otherwise the Weight field will be used
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{PROJEKT}/{PROJEKTNUMMER} → Project on which the current document runs (Available in all documents)
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{ART}/{BELEGART} → Type of document, i.e. credit note, cancellation invoice, invoice, quotation, order, etc. (Available in all documents)
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{TRANSAKTIONSNUMMER} → Payment transaction number, e.g. PayPal transaction number (field in order → automatically filled during store import; Available in AB as well as LS, GS, RE, RT from previous AB)
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{INTERNET} → Internet order number e.g. store order number from Shopware (is not printed in an order generated from a store order)
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{IHREBESTELLNUMMER} → Your order number/commission
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{USTID} → Sales tax number of the customer (must be maintained in address) e.g. to be used for the indication of the USTID in case of intra-community acquisition
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{BEARBEITER} → Processor of the document
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{VERSANDART} → Type of shipping method of the document e.g. dhl560, self-collector, dpd, forwarding agency (delivery conditions are extra)
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{VERSANDARTBEZEICHNUNG} → Name of the shipping method of the document e.g. DHL, DPD, DPD Express (delivery conditions are extra)
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{TRACKINGNUMMER} → Tracking number e.g. can be inserted on the delivery bill; several are also displayed here if available (available in LS and RE)
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{LIEFERBEDINGUNG} → Delivery conditions e.g. free house (have to be created separately in the basic settings and can be selected in the customer address or e.g. directly in the order.
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{LIEFERADRESSE_HINWEIS} → Note from delivery address for documents: quotation, order or delivery bill (delivery note textbox from "Address → Master data → Delivery address")
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{ADRESSE_FREIFELD1} → Free fields from address
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{INTERNEBEZEICHNUNG}
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{ASSOCIATION NUMBER}
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{ASSOCIATION}
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{GLN} → GLN from master data address (this is stored in the document in the field "GLN" at the master data address)
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{DELIVERGLN} → GLN from the delivery address (this is stored in the document in the blue box by the delivery address)
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{ADDRESS_INVOICE_GLN} → GLN from the different billing address from the master data
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{ADDRESS_MANDATE_REFERENCE} → Mandate reference from the customer master data
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{ORDERCONFIRMEDABNUMBER} → Order: AB number from supplier → The order number you received from the supplier
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{QUOTE} → Order: Quotation → The quotation number received from the supplier.
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{DESIRED DELIVERY DATE} → Order: desired delivery date → Desired delivery date that can be specified
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{DIFFERENT_BILLING_ADDRESS} → Different billing address (other address from address data → different billing address; Available in all documents)
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{DIFFERENT_BILLING_ADDRESSLONG} → Different billing address (another address from address data → different billing address) - This is written on one line, instead of one below the other. (Available in all documents)
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{PAID_AM} → Only for invoice documents → Date field when the invoice was set to paid
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{COST_INVOICE} → Cost center stored in the document under details (AN, AB, BE, LS, RE, GS)
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{LABELS} → Labels that were assigned to the document are output comma-separated as text (as of version 19.4) Legend: AN = Offer AB = Order confirmation BE = Purchase order LS = Delivery bill RE = Invoice GS = Credit note PF = Proforma invoice PA = Price inquiry RT = Returns
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{ADRESSE_IBAN} → displays the IBAN number stored in the address under Bank details
Example record for the information of net and gross amounts (mixed taxation and separate display of VAT for mixed invoices) The total amount is composed of {TAX NORMAL}% {TOTAL NET TONORMAL} {TAXATION} and {TAXATION AMOUNTED}% {TOTAL NET TOTAL AMOUNTED} {TAXATION}.
So that the label text is not displayed in the document if there are no values for the variable, an "IF block" can be stored in the text templates as follows. As soon as the condition is met, the value of the variable is output in the document. Otherwise, nothing or a selected text block can be mapped.
Thus, in this example, either the VAT ID or nothing will be output in the proforma invoice: If the customer has a VAT ID, the following will be output → "Your VAT ID: ATUXXXXXX"
(Where "ATUXXXXXX" is the customer's VAT ID entered in the order). If the UST-ID field in the order is not filled, then "nothing" will be displayed on the order confirmation.
Example 1: simple If block
{IF}{USTID}{THEN}Ihre UmsatzsteuerID: {USTID} {ELSE}{ENDIF}
→ If USTID exists (e.g. DE1234567) xentral outputs the following: "Your VAT ID: DE1234567".
→ If USTID is not available, simply nothing is output.
The following blocks could be output on an invoice, for example:
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{IF}{ADDRESS_GLN}{THEN}Invoice GLN:{ADDRESS_GLN}{ELSE}{ENDIF}
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{IF}{INTERNET}{THEN}Order_Number:{INTERNET} {ELSE}{ENDIF}
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{IF}{TRANSAKTIONSNUMMER}{THEN}Transaction number:{TRANSAKTIONSNUMMER}{ELSE}{ENDIF}
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{IF}{USTID}{THEN}USt:{USTID}{ELSE}{ENDIF}
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{IF}{ADRESSE_LIEFERANTENNUMMERBEIKUNDE}{THEN}Our supplier number: {ADRESSE_LIEFERANTENNUMMERBEIKUNDE}{ELSE}{ENDIF}
Example 2: Tax rate tax text Switzerland different from tax text of other third countries
{IF}{LAND}="CH"{THEN}Steuertext für CH{ELSE}Steuertext für alle anderen Drittländer{ENDIF}
Example 3: Order if the customer number or the supplier number is to be printed on an order, depending on whether a customer or a supplier has been selected, this can be solved as follows:
{IF}{LIEFERANTENNUMMER}{THEN}Ihre Lieferantennummer:{LIEFERANTENNUMMER}{ELSE}{ENDIF}{IF}{KUNDENNUMMER}{THEN}Ihre Kundennummer:{KUNDENNUMMER}{ELSE}{ENDIF}
Due to the IF block, the label will only be printed if either number is present.
Example 4: Invoice, credit note, GLN
{ADDRESS},
thank you for your order. We will invoice/credit you for the following items.
{IF}{TRANSPORT NUMBER}{THEN}Transaction number: {TRANSPORT NUMBER}{ELSE}{ENDIF}{IF}{DELIVERY NOTE}{THEN}Delivery bill: {DELIVERY NOTE}{ELSE}{ENDIF}{IF}{ART}{THEN}Type of document: {ART}{ELSE}{ENDIF}{IF}{INTERNET}{THEN}Shop order number: {INTERNET}{ELSE}{ENDIF}{IF}{DATE OF ORDER}{THEN}Date of Order: {DATE OF ORDER}{ELSE}{ENDIF}{IF}{SHIPMENT TYPE DESCRIPTION}{THEN}Shipping Type: {SHIPPING_TYPE-DESIGNATION}{ELSE}{ENDIF}{IF}{ADDRESS_GLN}{THEN}GLN: {ADDRESS_GLN}{ELSE}{ENDIF}
{IF}{DELIVERY_GLN}{THEN}GLN: {DELIVERY_GLN}{ELSE}{ENDIF}{IF}{DELIVERY_ADDRESS}{THEN}Delivery_Address:{DELIVERY_ADDRESS}{ELSE}{ENDIF}
Example 5: Nested if-blocks
Double condition when a text should be printed on a document if two conditions are met. In the following example, we want to print a specific VAT ID on the invoice in the B2B project, only if the customer is located in AT. This can be solved as follows:
{IF}{PROJEKT}=“B2B”{THEN}{IF}{LAND}=“AT”{THEN}Wir beziehen uns auf die Ust-IDNr. ATUxxxxx{ELSE}{ENDIF}{ELSE}{ENDIF}
Due to the double IF block, the label will only be printed if both conditions are met.
If not both conditions are to be fulfilled, but if only one of two must be fulfilled, the IF condition is structured as follows:
{IF}{PROJEKT}="PROJEKT1"{THEN}AGBs Projekt1+2{ELSE}{IF}{PROJEKT}="PROJEKT2"{THEN}AGBs Projekt1+2{ELSE}AGBs für alle anderen Projekte{ENDIF}{ENDIF}
Beispiel 6:
Um die Lieferadresse auf Rechnungen anzugeben, wenn die Lieferadresse mit der Hauptadresse übereinstimmt, die Rechnungsadresse aber eine andere ist, können Sie den folgenden Block verwenden. Wenn Sie {DELIVERADDRESS} verwenden, würde sonst nur "entspricht der Hauptadresse" erscheinen.
{IF}{ABWEICHENDE_RECHNUNGSADRESSE}{THEN}{ADRESSE_STRASSE}{ADRESSE_PLZ} {ADRESSE_ORT}{ELSE}{ENDIF{IF}{UNTERSCHIEDLICHE_RECHNUNGSADRESSE}{DANN}{ADRESSE_STRASSE}
{ADDRESS_PLZ} {ADDRESS_LOCATION}{ELSE}{ENDIF}
If such IF blocks occur one after the other, each block is evaluated as a line break, even if the IF condition does not apply. The result can be reflected in the document as several empty lines. To prevent this, the line break can be inserted into the content of the IF condition and the further IF queries can be appended immediately without a line break in the text editor. In the example above, the text would then look like this:
{IF}{TRANSAKTIONSNUMMER}{THEN}Transaktionsnummer: {TRANSAKTIONSNUMMER}{ELSE}{ENDIF}{IF}{LIEFERSCHEIN}{THEN}Lieferschein: {LIEFERSCHEIN}{ELSE}{ENDIF}{IF}{ART}{THEN}Art des Beleges: {ART}{ELSE}{ENDIF}{IF}{INTERNET}{THEN}Shopbestellnummer: {INTERNET}{ELSE}{ENDIF}{IF}{AUFTRAGSDATUM}{THEN}Auftragsdatum: {AUFTRAGSDATUM}{ELSE}{ENDIF}{IF}{VERSANDARTBEZEICHNUNG}{THEN}Versandart: {VERSANDARTBEZEICHNUNG}{ELSE}{ENDIF}{IF}{ADRESSE_GLN}{THEN}GLN: {ADRESSE_GLN}{ELSE}{ENDIF}
With the IF blocks, texts can also be set depending on the project. For this it is written: PROJECT="Identifier" (for identifier then insert the project identifier).
Example:
{IF}{PROJEKT}="STANDARD"{THEN}Das ist das Standardprojekt{ELSE}Das ist ein anderes Projekt{ENDIF}
Customer numbers can also be queried to store individual texts for customers.
Example:
{IF}{KUNDENNUMMER}="10002"{THEN}Das ist für Hans Huber{ELSE}Nicht für Hans Huber{ENDIF}
Text for payment methods can also be stored in the "Payment methods" subtab of the basic settings. However, if a query for the payment method is also required in the "Text templates" subtab, this also works.
Example:
{IF}{ZAHLUNGSWEISE}="vorkasse"{THEN}Bitte überweisen Sie den Betrag{ELSE}Die Zahlung ist eingegangen{ENDIF}
Important: Payment methods must be written in lower case.
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PayPal
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Invoice
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Pre-payment
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etc.
This may differ with new payment methods (Administration → Settings → Payment methods → NEW.
Text templates can also be conveniently created per document language using the globe icon.
Enclosed are some examples for the use of variables. The variables usually refer to the respective document for which the individual text is entered. If a variable is to refer to the customer address, the variable from the document can be prefixed with "ADDRESS_". Then, however, the same variable will be obtained with reference to the customer/supplier address. Attached is an example: {NAME} refers to the name field in the document, {ADDRESSE_NAME} refers to the name field in the address.
Enclosed are example and sample templates.
Offer text before item table{ADDRESS},
herewith we offer you: Offer Text at the end (after free text) {IF}{GUELTIGBIS}{THEN}The offer is valid until: {GUELTIGBIS}{ELSE}{ENDIF}
{IF}{deliveryaddresslength}{THEN}Your delivery address: {DELIVERYADDRESSLONG}{ELSE}{ENDIF}
This form has been typed and is valid without a signature.
Order text before article table{ADDRESS},
thank you for your order.
{IF}{DELIVERY DATE}{THEN}Your requested delivery date: {DELIVERY DATE}{ELSE}{ENDIF} / {IF}{DELIVERY WEEK}{THEN}Delivery week: {DELIVERY WEEK}{ELSE}{ENDIF} Order text at the end (after free text) {IF}{DELIVERADRESSE}{THEN}Delivery address:{DELIVERADRESSE}{ELSE}{ENDIF}
{IF}{DIFFERENT_INVOICE_ADDRESS}{THEN}Different billing address:{DIFFERENT_INVOICE_ADDRESS}{ELSE}{ENDIF}
This form has been typed and is valid without a signature.
Invoice text before article table{ADDRESS},
enclosed is your invoice.
{IF}{INTERNET}{THEN}Order number:{INTERNET} {ELSE}{ENDIF}{IF}{TRANSAKTIONSNUMMER}{THEN}Transaction number:{TRANSAKTIONSNUMMER}{ELSE}{ENDIF}{IF}{USTID}{THEN}Your VAT ID:{USTID}{ELSE}{ENDIF} Invoice text at the end (after free text) This form was created by machine and is valid without signature.
Delivery bill text before article table{ANSCHREIBEN},
herewith we deliver to you:
{IF}{TRACKINGNUMBER}{THEN}Tracking number/s:{TRACKINGNUMBER}{ELSE}{ENDIF} Delivery bill text at the end (after free text) This form was created by machine and is valid without signature.
Credit text before item table{ADDRESS},
enclosed your {ART}: Credit note text at the end (after free text) This form was created by machine and is valid without signature.
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{ADRESSE_LIEFERANTENNUMMERBEIKUNDE} Vendor number at customer → The vendor number given to you by your customer in his merchandise management. This number can be used as a variable only on outgoing documents to your customers.
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{ADDRESS_CUSTOMER_NUMBER_SUPPLIER} Customer number at supplier → Your customer number that your supplier has given you in his merchandise management. This number can be used as a variable only for outgoing documents to your supplier.
Enter "Supplier number at customer" (variable) in the text box for "Order":
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Store the number with the customer in the address
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The number is displayed in the preview of the order
The deviating delivery address can be taken as a variable e.g. on offer, order, invoice. The delivery address can be displayed in short or long form. Ideally, the shipping address will be placed as a block under the item table.
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{DELIVERY ADDRESS} → delivery address (only if delivery address is specified as different) → Example: delivery address: {DELIVERYADDRESS}
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{DELIVERYADDRESSLONG} → delivery address with more details
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Enter "delivery address" (variable) in the text box for "order"
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Enter the delivery address in the sales order (if necessary, also enter it in the address as the default delivery address)
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The delivery address is displayed in the preview of the order
Note
The different delivery address can also be taken on invoice documents and credit memo documents. An example is the following variable with IF block:{IF}{DELIVERADRESSE}{THEN}Delivery address:{DELIVERADRESSE}{ELSE}{ENDIF}
{IF}{DIFFERENT_INVOICE_ADDRESS}{THEN}DIFFERENT_INVOICE_ADDRESS:{DIFFERENT_INVOICE_ADDRESS}{ELSE}{ENDIF}
The following variables are relevant for the order:
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{ORDERCONFIRMEDABNUMBER} → Order: AB number from supplier → The order number received from the supplier
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{QUOTE} → purchase order: quotation → The quotation number received from supplier
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{DESIRED DELIVERY DATE} → Order: desired delivery date → Desired delivery date that has been specified
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{DELIVERY ADDRESS} → Order: different delivery address
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{ADDRESS_CUSTOMER_NUMBER_SUPPLIER} → Customer number assigned by the supplier (to be entered in the address)
Dear Sir or Madam, We hereby order:
Our customer number: {ADDRESS_CUSTOMER NUMBER_SUPPLIER}Our order number from you: {ORDER_NUMBER}Our quotation number from you: {QUOTE}.
Please deliver by: {DESIRED DELIVERY DATE}.
The same applies to the delivery date and the delivery week. Both can also be used in combination e.g. {DELIVERMIN} / {DELIVERWOCHE} or also as IF block: {IF}{DELIVERMIN}{THEN}Your desired delivery date: {DELIVERMIN}{ELSE}{ENDIF} / {IF}{DELIVERWOCHE}{THEN}Delivery week: {DELIVERWOCHE}{ELSE}{ENDIF}.
Enter the desired delivery date in the order (without checking CW (= calendar week) → this will then only show the CW in both cases).
If you want to output the delivery date, delivery week or if nothing has been specified "immediately" (that depends on what has been specified), then this is possible with the following IF condition: {IF}{LIEFERDATUMKW}="1"{THEN}KW: {LIEFERWOCHE}{ELSE}{IF}{LIEFERTERMIN}{THEN}Liefertermin:{LIEFERTERMIN}{ELSE}{ENDIF}{ENDIF}
At the very bottom of the text templates, you can also specify the order in which individual text elements are to be listed in the respective document.
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{FOOTERFREITEXT} → Free text that can be entered in the document itself when creating an order, for example
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{FOOTERTEXTTEMPLATEOFFER} → Text block here in the text templates: "Offer text at the end (after free text)"
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{FOOTERTAX} → Text block here in the text templates: "EU delivery note" or "Export delivery note" (depending on the setting in the document, one will be pulled)
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{FOOTER PAYMENT METHOD TEXT} → Default text for "payment methods
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{FOOTERSYSTEMFREITEXT} → Used e.g. for PaypalPlus, if content from external modules has to be displayed on the vouchers (prerequisite is the module of the respective payment type/receivables management)
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{FOOTERVERSANDINFO} → If available, the following is printed: "Shipping type: tracking number" (the name shipping type (corresponds to the shipping method) followed by the tracking number)
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{FOOTERTEXTTEMPLATEDELIVERYNOTE} → Text block here in the text templates: "Delivery bill text at the end (after free text)"
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{FOOTERTEXTTEMPLATEORDER} → Text block here in the text templates: "order text at the end (after free text)"
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{FOOTERTEXTTEMPLATEINVOICE} → Text block here in the text templates: "Invoice text at the end (after free text)"
The variables that can be used are listed directly with the checkbox. For the order confirmation, for example, the order could be changed as follows.
This would then affect the order confirmation view as follows.
The value from the free text, the text template of the order below the article table and the payment method text is drawn once.