A print template is a document design you build yourself for one transaction type: how an invoice, a GRN, or a receipt looks when you print it or save it as a PDF. You choose the logo, the fields, the line table, the fonts, the colours, and where everything sits on the page. Templates are managed from Administration → Templates and are usually set up once by an owner or administrator, then used by everyone else without a second thought.
A template does more than shape the printout. Each field on a template also carries settings that drive the transaction entry form (the drawer you fill in when you create a document). Per field, the template decides whether the field appears on the form, whether it can be edited, whether it is required to save, and whether it prints. So the template you design and the form your team types into are the same definition seen from two sides.
One template, two jobs
A template controls both the printed document and the entry form. Turning a field off for printing changes only the printout. Hiding it, making it required, or making it read-only changes what your team sees and must fill in when they create that transaction. Keep both in mind while you design.
Before you start
- You need the Templates permission. In a user's permission profile, Templates carries the usual list, create, edit, and delete grants. Without list, the Templates screen is not reachable; the create, edit, and delete buttons are disabled without their matching grant. See Users, seats & permissions.
- Your Organization settings (business name, address, phone, email) are pulled into a new template's header fields automatically, so set those first. See Organization settings.
Creating a template
Open the Templates screen
Go to Administration → Templates. Existing templates appear as cards, grouped by transaction type, with a Default badge on the one currently set as default for its type. Use the search box or the Filter by type dropdown to find a template in a long list.
Start a new template
Select Create New Template. In the dialog, enter a Template Name and choose a Transaction Type.
Choose the transaction type
The transaction type fixes what this template is for and cannot be changed later. You can build a template for most document types, including Quotation, Sales Order, Invoice, Invoice Credit, Delivery Order, Customer Receipt, Purchase Order, Goods Receive Note, GRN Credit, Bill, Bill Credit, Supplier Payment, Stock Request Note, Stock Transfer, Issue Note, Issue Return, Inventory Adjustment, Journal, Bank Receipt, Bank Payment, Fund Transfer, and POS Receipt. You can keep several templates for the same type and switch between them per document.
Open the editor
Select Open in Editor. The template is created and the designer opens on a blank page, ready for you to add your logo, fields, and table.
The designer
The designer has two parts: the canvas on the left, showing the page as it will print, and a panel on the right with two tabs.
- Components lists everything you can add to the page, organised into tabs: Header, Fields, a line-table tab (Items, Accounts, Dues, or Credits, depending on the document), and Footer. Click a card to add or configure that element.
- Settings is where you edit whatever is currently selected: a field's content, style, and position, or a field's form-and-print flags.
Above the canvas is a toolbar with Undo and Redo, the Position and Size indicators, the paper size, page margin (in mm), orientation, a zoom selector, a Grid toggle, and Print (which prints a preview of the current design). The Template Name and a Set as Default checkbox sit in the bar at the top. Close and Save Template are at the top of the right panel.
Adding your logo
Your logo is the Header Logo field on the Header tab.
Add the Header Logo field
On the Components panel, open the Header tab and select the + on the Header Logo card to place it on the canvas.
Select it and open its image control
Click the logo box on the canvas. The right panel switches to Settings, on the Content tab, showing an Image control.
Upload the image
Select the upload area (or Change image) and pick your file. Images up to 5MB in JPG, PNG, GIF, or WebP are accepted. The logo appears on the page once uploaded.
Size and position it
Drag the logo to place it, or use the Advanced tab to set an exact position and size, as covered in Placing fields and tables and Styling below.
Placing fields and tables
Everything on the page is added from the Components panel and then arranged on the canvas.
Add a field. On the Header, Fields, or Footer tab, select the + on a field's card to drop it onto the canvas. Use the search box at the top of the panel to find a field by name.
Move and arrange. Drag any placed element to reposition it. Select an element and use the Advanced tab in Settings to type an exact X and Y position and a width and height, to align it to the page (left, centre, right, top, middle, bottom), and (when several are selected) to stack them evenly. Hold Shift and click to select more than one element at a time.
Layer and copy. Right-click a placed element for its menu: Bring to Front and Send to Back control overlap, Paste Format copies one element's styling onto another, and the Paste options place a copied element in a chosen direction.
Add the line table. For documents with lines, open the table tab (Items, Accounts, Dues, or Credits) and select Table to add the empty table, then select the + on each field to add it as a column. Column order and width are set on each column's Field Definition (see below). The Items tab also offers print options for long tables: Constrain items to table area, Repeat headers on each page, and Print footer right underneath the table.
Add a custom label. On the Footer tab, select Add Label to place your own free text (for terms, a signature line, or a thank-you note).
Remove an element. Select it on the canvas and press Delete.
Controlling each field: show on the form, require it, print it
This is where the template shapes the entry form. Select a field, either by clicking its card on the Components panel or by clicking it on the canvas and opening the Content tab. Its Field Definition section holds a Label (what to call the field; leave blank to use the built-in name) and a row of four flags.
| Flag | What it controls |
|---|---|
| Visible | Whether the field shows on the entry form. Turn it off to hide a field your team never uses. |
| Editable | Whether the field can be typed into on the form. Turn it off to show a value as read-only. |
| Required | Whether the field must be filled before the document can be saved. Turn it on to enforce it. |
| Printable | Whether the field appears on the printed document and PDF. |
These flags apply to every use of the field and to the form, not just to one copy on the page. A field must have Printable on before it can be placed on the canvas, so if a card's + is disabled, turn Printable on first. Some flags are locked for some fields (shown greyed out) where the app does not allow them to change.
Hide on the form, or hide on the page — they are separate
Visible governs the entry form; Printable governs the printout. A field can be required and visible on the form yet left off the printed copy, or printed but hidden from the person entering the document. Set each flag for the outcome you want.
Styling
With a placed field selected, the Settings panel gives you:
- Content — the field's label (or, for the logo, its image).
- Style — Typography (font family, size, text and background colour, bold, italic, underline, horizontal and vertical alignment) and Border (which sides show, width, style, colour, and whether the border prints).
- Advanced — Position & Size: exact X/Y and width/height, align-to-page buttons, and stacking for multiple selections.
For the whole page, the toolbar sets the paper size (A4, Letter, Legal, A3, A5), the page margin in millimetres, and the orientation (Portrait or Landscape). The zoom selector and the Grid toggle help you place things precisely; neither affects the printout.
Saving and setting a default
Save the template
Select Save Template at the top of the right panel. Your name, layout, styling, and every field's flags are saved together.
Set it as the default for its type
Tick Set as Default at the top of the canvas, then save. Only one template per transaction type can be the default: setting this one clears the badge from whichever template held it before.
The default template is what a document's Template picker pre-selects when you open a new transaction of that type, so its layout and its field flags apply automatically. Anyone entering that document can switch to another template for its type from the same picker if you keep more than one. Because the default drives which fields the form shows and requires, changing it changes the entry form for everyone, not just the printout.
Sharing templates between businesses
On the Templates screen, the download button on a card exports that template to a
.template file, and Import Template loads a .template file back in under a name
you choose. Use this to copy a design to another ZyncLedger business or to keep a
backup. To remove a template, use the delete button on its card.
POS receipts
Outlet POS receipts are not designed here. They have their own layout configuration under Administration → Outlet POS Config and in each POS device's settings, so the steps on this page do not apply to them. See POS setup: stores, devices & registers for how outlet receipts are configured.
Related
- Document numbering — how document numbers, which a template can print, are generated.
- Users, seats & permissions — granting the Templates permission and restricting which templates a user may use per document.
- Organization settings — the business details that pre-fill a new template's header.
