Customize PDFs (Invoice, Packing Slip, Credit Memo)

Overview

PDFs such as Invoices, Packing Slips (Shipments), and Credit Memos can be "Printed" (downloaded) by the Admin and Customer. Zoey has many settings for customizing the information shown on the PDF documents.

Settings

All PDF settings can be found by navigating to Orders > PDF Settings.

The top section called Settings will affect all of the PDFs printed from your store.

This section allows you to configure the following:

• Logo for PDFs
  A custom Logo for your PDF documents. Recommended size: 200x50px. Use only JPEG, PNG or TIFF file types.
• Show Product Images in PDFs
  This setting allows you to show/hide product images of each "Item" in all of your PDF documents
• Address
  This Address prints below the Logo on all PDF documents. We recommend using this field for more than just your business' address information if you need other info like Tax ID to show on all documents.
• Show Item Tax In PDF
  When set to Yes, the Tax column will be displayed with the amount of tax for each item.
• Render Each Type Quantity In PDF
  When enabled and item is set to each instead of package, items will render with their packaging unit/increment labels. (Example: When set to No it will appear as 10 - When set to Yes it will appear as 5 Each).
• Display Items in Fixed Width Table
  When set to Yes, each cell of the item table will be of a fixed width.
• Force Wrap Items Table Text
  When set to Yes, the text within the items table will be wrapped onto additional lines when possible.
• Add Alternating Background Color
  When set to Yes, every other item row will be shaded to help distinguish them.
• Display Order Sales Reps in PDFs
  When set to Yes, each PDF will display the Sales Rep on the order.
• Display "Item Quantity" Total in PDFs/Checkout/Admin/Mobile
  Enabling this setting will show the Total Quantity of Items on the Storefront Checkout, Admin Order Create, Admin Quote Create and Mobile App Order Create/Quote Create.
• Show Customer Name
  When set to No, the customer Contact's name will not display on PDFs in the Bill To section.
• Show Email Address
  When set to No, the customer Contact's email address will not display on PDFs in the Bill To section.
• Duplicate Shipping Address Information
  When set to Yes, the Shipping Address Information will be printed even if it is the same as the Billing Address Information. When set to No, the Shipping Address will display text specified in Duplicate Address Text below.
• Sales Item Padding
  Allows you to set the padding between each cell of the items table on your PDFs.
• PDF Styles
  Allows you to enter CSS to apply changes to all PDFs. This is an advanced feature which can be used to edit your documents greatly! Click here to learn more.
• PDF Footer Text Line
  Allows you to enter up to 3 lines of text to be displayed at the bottom of all PDF documents.

Individual PDF Settings

Zoey provides the ability to customize each type of PDF in these sections:

• Payment and Order Settings - Contains settings for the Invoice PDF
• Shipment Settings - Shipping PDF or "Packing Slip"
• Credit Memo Settings - Refund PDF
• Draft Settings - Drafts use the Order PDF's configuration
• Pick List - For picking and packing items within your warehouse

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Invoices, Payments, Orders, and Drafts use the same base PDF template.

There are settings to configure each individually, but some changes you make will affect all these documents.

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These sections each contain similar settings to design each PDF individually. Below we will describe some important settings for each type of PDF.

• Template
  You can choose between Modern and Classic PDF templates for your Invoice / Payment, Order, Shipment, Credit Memo. Click here to see examples of each template.
• Header Info HTML
  This setting is a code box which contains HTML and variables to display your PDF's header section. You can edit this to make custom changes to the headers of the Order PDF, Payment Receipt PDF, and Invoice PDF.
  
  There are two links below the Header Info boxes which enable you to Preview that specific PDF template by selecting a record, or Revert template to original which will undo all of your changes and set the PDF's header back to default.

• Rename Order PDF
  Allows you to display the Order PDF to Sales Order or Invoice.
• Item Sort
  This setting allows you to specify the sort order for the items in the items table on the document. You can specify from several options (see below) including Order Added to Cart, Alphabetical and by Price.

• PDF Orientation
  This setting allows you to specify Portrait or Landscape for your PDF documents. We recommend using Landscape when adding multiple attributes to the items grid (see Item Attributes To Show setting below)
• Image Size
  Choose which size thumbnail image you would like to print on the PDF: X-Small (35px), Small (75px), Medium (150px) or Large (300px)
• Show Variation Name
  When set to Yes, Configurable Products will show the variation product name instead of the Configurable Product name.
• Enable Item Info Column
  When set to No, the Product Name and any other product options other than SKU will be omitted. When set to Yes, the Product Name and all Product Options will be printed such as Configurable/Bundle Options, Description, Gift Messages, etcetera.
• Only Show Product Name
  When set to Yes, all Product Options will be hidden from the PDF such as Configurable/Bundle Options, Description, Gift Messages and so forth
• Add Account Name
  When set to Yes, the Order/Invoice/Payment PDF will show the Account Name on the PDF.
• Add Account Location
  When set to Yes, the Order/Invoice/Payment PDF will show the Account Location in the PDF.
• Add Shipping Address Company
  When set to Yes, the Order/Invoice/Payment PDF will show the Shipping Address Company in the PDF Header.
• Add Paid/Unpaid and Balance Due
  When set to Yes, the Invoice PDF will show the Account Name on the PDF.
• Add Grand Total to Order PDFs
  When set to No, the Grand Total will be suppressed on the Order PDF. Set to No if you plan to add additional fees such as Shipping costs to the Invoice.
• Add Shipping Total to Order PDFs
  When set to No, the Shipping Total will be suppressed on the Order PDF. Set to No if you plan to add Shipping fees to the Invoice.
• Add Product Link To Product Details
  When set to Yes, a clickable View Details link to the product page in your Zoey store will appear below the line item details.
• Remove Line Item Discount Column
  When set to Yes, the line item discount will not appear on each item row; the total discount will appear in the Sub-Total.
• Remove Line Item Row Total
  When set to Yes, the the subtotal of each line will be suppressed on the Order/Invoice/Payment PDF.
• Remove Shipping Address Section
  When set to Yes, the Shipping Address will be suppressed on the Order/Invoice/Payment PDF.
• Remove Payment Method Section
  When set to Yes, the Billing Address will be suppressed on the Order/Invoice/Payment PDF.
• Remove Shipping Tracking Number
  When set to Yes, the Shipping Tracking Number will not print on the Order/Invoice/Payment PDF.
• Remove Quote Number
  When set to Yes, when a Quote is converted to an Order, the Quote number will not be on the Order/Invoice/Payment PDF.
• Reverse Shipping and Payment Sections
  When set to Yes, the Shipping method will print below the Payment Method on the Order/Invoice/Payment PDF.
• Reverse Ship To and Bill To
  When set to Yes, the Bill To address will be on the left side and the Ship To address will be on the right side of the Order/Invoice/Payment PDF.
• Header Text, Above Items Text and Ending Message Text
  Each PDF has WYSIWYG text fields that allow you to add Text (HTML) to the PDF document in each of three locations (Header, Above Items and Ending Message - below the totals).

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Item Attributes to Show is an important setting for PDFs

Whichever item attributes are listed there will be displayed in the table on your PDF document.

You can add all sorts of attributes to display meaningful information on your documents.

• Item Attributes To Show
  This section allows you to specify additional columns for the Items table on each document. You can choose which product attribute to display and customize the Column Header (Attribute Label). By default, you will see the SKU column added. You can remove, rename, change, add more and drag & drop sort the order of these columns here (see below)

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Admin and Customer Order Comments can be displayed on your PDFs.

Review these settings carefully to ensure that your Private Order Comments are not being displayed unintentionally to your customers. Learn more about Order Comments Here.

• Display Item Totals in Order PDF Qty Column
  When set to Yes, the QTY column of your Order PDF will display the number of items Ordered, Invoiced, Shipped, Paid, Refunded, or Canceled.
• Show Customer Comments on Admin PDF
  When set to Yes, the information entered will also print as a note in the PDF
• Show Customer Comments on Customer PDF
  When set Enable Order Comments is set to Yes the information entered will also print as a note in the PDF.
• Show Order History on Admin PDF
  When set to Yes the order history, including comments and status updates, will also print as a note in the PDF.
• Show Order History on Customer PDF
  When set to Yes the order history, including comments and status updates, will also print as a note in the PDF. Only comments marked visible on frontend will appear.
• Render Packaged Quantity
  When enabled items will render with their packaging unit/increment labels. This will affect all PDF documents.
  (Example: When set to No it will appear as 10 - When set to Yes it will appear as 5 Pair(s))

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There are many more settings for each individual PDF document.

Use the tooltips to help understand what the setting does and be aware of which section the setting is in to know which PDF it will affect.

Draft Settings

• Show Comments on Admin PDF
  When set to Yes, the the information entered will also print as a note in the Draft PDF
• Show Comments on Customer PDF
  When set to Yes, the information entered will also print as a note in the Draft PDF.

Barcode Settings

This section allows for the generation and printing of Barcode for Invoices, Shipments and Credit Memos. The Barcode can either represent the Order ID or their respective Document ID.

• Enable barcode generation for PDF documents
  Yes/No - this enables the generation of Barcodes. You will still need to specify Yes/No and Order ID or Document ID for each document in the settings below.
• Barcode Type
  This setting allows you to specify the encryption type for the barcode. All standard barcode option types included (see below)

• Invoice: Insert barcode to the PDF header
  Specify Yes - Order ID, Yes - Document ID or No. The setting No will prevent the Barcode from being printed on this document.
• Shipment: Insert barcode to the PDF header
  Specify Yes - Order ID, Yes - Document ID or No. The setting No will prevent the Barcode from being printed on this document.
• Credit Memo: Insert barcode to the PDF header
  Specify Yes - Order ID, Yes - Document ID or No. The setting No will prevent the Barcode from being printed on this document.

Translating PDFs

All text inside a PDF can be translated using the Global Translation Tool
Specific text to translate for PDFs are listed below:

//PDF Translations
  * Order
  * Order # 
  * Invoice
  * Invoice # 
  * Credit Memo
  * Credit Memo # 
  * Packing Slip
  * Packing Slip # 
  * Packing Slip Date: 
  * Date: 
  * Bill To:
  * Not Provided
  * Ship To:
  * Shipped By
  * Tracking Number
  * Shipping:
  * Payment Method:
  * Comments:
  * Admin
  * Item
  * Qty
  * Subtotal
  * Tax
  * Item Quantity
  * Discount
  * Grand Total
  * Remaining Balance

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TRANSLATION NOTE

Please note that some translations like Order # have a blank space after the # symbol. When Translating, please be sure the original column has the blank space at the end.

Add "Price Per Package" to your PDFs

Using the Item Attributes to Show list, you can display the packaged quantity price by adding Price Per Package.

The label for that column can be adjusted to display as needed.