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Branding and Customization

It’s crucial for every business to have the freedom to adjust the software according to internal procedures and industry practices, especially when it comes to documents, order numbers, email templates, etc. Qoblex offers a range of different customization options, that are available to you within the Branding & Customization section, that’s outlined in this article.

The Branding & Customization section allows you to perform the following tasks:

  • Customize your default order notes for sale and purchase orders
  • Configure your automatic order number sequencing
  • Setup your custom stock adjustment reasons
  • Configure your email templates
  • Setup email authentication
  • Define your company logo
  • Customize your standard printout titles
  • Customize your custom document templates

Default order notes

It’s important to have predefined notes that you can have within every order that you can access and edit at any time, and it will apply to all new orders. Or you want to have certain placeholders with static information, which you can then edit according to the content of an order.

If you want to have default notes that will appear in every sale or purchase order, you can do that within the Default order notes section.

Here is how to do that:

  1. Login to your Qoblex account
  2. Go to Account Settings
  3. Click on the Branding & Customization tile
  4. In the Order Customization section, find Default order notes
  5. Choose whether you want to edit sale or purchase order notes by choosing a corresponding tab
  6. Add your text and hit Save in the top right corner of your screen

Tip: Default order notes are best used if you have certain repetitive information for all the documents, regardless if it’s an invoice or a quote. If you have different static information for quotes, invoices, or packing slips, we suggest using the Footer in a custom template. Learn more about Custom Templates.

Automatic Number Sequencing

It is crucial to have an automatic number sequencing for orders, invoices, and shipments, and in some countries, it is legally required. Qoblex offers users the option to customize the number sequence of their orders, invoices, and shipments so that the system can automatically assign numbers, eliminating the need for users to track them manually.

To configure your number sequence, you need to provide the system with prefixes, suffixes, and the next number of your orders, shipments, and invoices. This number will keep adding up with each new order, shipment, or invoice inside an order. This should be done for both sale and purchase orders, invoices, and shipments according to your own procedures.

Custom stock adjustment reasons

You can add your own stock adjustment reason to the system to use when you create adjustments for your products. Adjustment reasons will also be used if you use Xero, to set up a sync rule which will sync certain adjustments to different ledger accounts based on the reasons you have in Stock&buy. You can learn more by looking into this guide about splitting adjustments to different accounts.

You can add adjustment reasons in the Adjustments section of your Branding & Customization settings.

Email templates

You can define an email template that will contain default information that goes into each of your emails sent to customers or suppliers.

To create an email template, scroll down to the Email Configuration section of your Branding & Customization settings and follow these steps:

  1. Click on Add Template
  2. Provide a name for your template
  3. Add your text
  4. Click Close

Once you have the template saved, every email you send from Qoblex will grab information from the template that you can choose when sending an email.

Email Authentication

Qoblex allows you to send emails from your own custom domain instead of using the default system domain. This allows you to change the from address for your emails, so your customers or suppliers will see your custom domain email instead of [email protected].

For more information and configuration instructions, you can refer to this guide.

Document Customization

In this section, you can customize your templates for invoices, orders, notes, and packing slips.

Advanced Branding (.docx)

Advanced branding gives you greater control over how your sales, refunds, and purchase order printout documents look as defined in .docx Microsoft Word document.

Instead of building your template from scratch, use our pre-made sales or purchase document templates. Click on Add a .docx template and customize it to your liking. Once done, give your template a name, define its category, and upload the .docx file.

Fields you can insert into a (.docx) template

The following is an exhaustive list of all fields which can be inserted into a .docx template document.

Organization details:

«Company.Address» Default organization address as defined under your account settings.
«Company.Phone» Organization phone number as defined under your account settings.
«Company.Name» Organization name as defined under your account settings.

Customer details:

The customer fields below should be used to build sale-related documents such as invoices.

«Customer.Name»Customer company name
«Customer.Person»Customer contact person name
«Customer.PrimaryAddress»The primary address of the customer
«Customer.SecondaryAddress»The secondary address of the customer
«Customer.Notes»Notes and comments assigned to the customer
«Customer.Email»Customer email
«Customer.TaxNumber»Customer tax number
«Customer.Eoir»Customer EOIR

Address details:

The address entity has the following properties:

«LineOne»The address first line
«LineTwo»The address second line
«City»The address city
«State»The address state
«ZipCode»The address zip / postal code
«Country»The address country
«LandlinePhone»The address phone number

Supplier details:

The supplier fields detailed below should be used to build purchase-related documents.

«Supplier.Name»Supplier company name
«Supplier.Person»Supplier contact name
«Supplier.PrimaryAddress»The primary address of the supplier
«Supplier.SecondaryAddress»The secondary address of the supplier
«Supplier.Notes»Notes and comments assigned to the supplier
«Supplier.TaxNumber»Supplier tax number
«Supplier.Eoir»Supplier EOIR

Order details:

«RangeStart:OrderItems»The start of the table of line items.
«RangeEnd:OrderItems»The end of the table of line items
«RangeStart:CustomItems»The start of the table of custom line items
«RangeEnd:CustomItems»The end of the table of custom line items
«HasDiscount»Indicates whether the order has discounts
«TotalTax»Total tax
«IsTaxInclusive»Evaluates to True if the order is tax inclusive, False otherwise
«TotalUnitsCount»Total number of units sold / purchased
«TotalDiscount»Total discount at the order level
«TotalRefund»Total refunds
«CreatedDate»Create date (in UTC time)
«DueDate»Due date (in UTC time)
«Number»Order number
«Reference»Order reference number. Available on purchase orders only
«ShippingAddress»Shipping address
«BillingAddress»Billing address
«PaidAmount»Total paid amount
«BalanceDue»Total balance due
«Notes»Order notes
«Currency»Order currency symbol ($, £, €…)
«CurrencySymbol»Order currency symbol ($, £, €…)
«CurrencyName»Order currency name (USD, EUR, GBP…)
«CurrencyRate»Order currency rate

Order Item details:

Order details fields are used between «RangeStart:OrderItems» and «RangeEnd:OrderItems» as indicated in the Order details table above. This is a requirement to list all order items within the order.

«ProductName»Product name
«RetailCompareAtPrice»Current retail compare at price
«WholesaleCompareAtPrice»Current wholesale compare at price
«Discount»Discount (percentage)
«Total»Line item total
«Tax»Tax percentage
«TaxAmount»Tax amount
«SKU»Product SKU
«SupplierSKU»Product supplier SKU
«Picture:Image»Product image. The system will use the product variant image if available or the product default image.
«Notes»Order item notes
«HarmonizedSystemCode»Harmonized System code
«CountryOfOrigin»Country of Origin
«Currency»Order currency symbol ($, £, €…)
«CurrencyName»Order currency name (USD, EUR, GBP…)
«UnitOfMeasure»Order item unit of measure

Custom Item details:

Custom item details fields are used between «RangeStart:CustomItems» and «RangeEnd:CustomItems» as indicated in the Order details table above. This is a requirement to list all custom items within the order.

«ItemName»Custom item name
«Total»Line item total
«Tax»Tax percentage
«Currency»Order currency symbol ($, £, €…)
«CurrencyName»Order currency name (USD, EUR, GBP…)

Custom document templates

Apart from the standard titles, Qoblex offers users the freedom to customize their templates according to their procedures and external regulations. In the last section of your Branding & Customization settings, you can define and add your custom templates.

To learn how to use Custom Templates and understand how they work, please refer to this guide.

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