Default Document Printing Formats
This screen lets you indicate, for every type of document in AdmCloud (invoices, purchase orders, receipts, payroll payment slips, etc.), which custom printing format you want to use by default. That way, when someone in your company prints or downloads a document's PDF without picking a specific format, AdmCloud automatically uses the one you set up here.
What is it and what is it for?
AdmCloud ships with a built-in printing format for every document, but it also lets you design your own Printing Formats (HTML) on the Printing Formats screen — for example to add your logo, change the layout or include extra information. Once you have your own format, this screen is where you tell AdmCloud "use this format by default" for each document type, instead of having to pick it manually every time someone prints.
If you don't assign a custom format to a document type here, AdmCloud keeps using the system's standard format for that document; you don't have to fill in every field.
This setting covers more than 50 document types, grouped by area: Accounts Receivable (invoices, credit and debit notes, receipts, prepayments, account statements...), CRM (quotes, sales orders), Accounts Payable (quote requests, purchase requests and orders, vendor bills, payments), Inventory and Manufacturing (receptions, dispatches, transfers, adjustments, production orders, bills of materials), Service and Maintenance (service orders, contracts, work orders) and other documents such as the employee record, fixed asset allocation or the payroll payment slip.
How to use it
- If you don't have the format you need yet, create it first on the Printing Formats screen (you can get there from the notice link shown on this same screen, or by clicking the label of any field).
- On this screen, find the document type you want to configure (for example "Credit Invoice" or "Purchase Order") and, in its dropdown, select the format you want to use by default.
- Repeat the previous step for every document type you need; you can leave blank any that should keep printing with AdmCloud's standard format.
- Press Save. The change applies immediately: the next time someone prints that document type without choosing a specific format, the one you just assigned will be used.
Key capabilities
- Assign your own printing format as the default for each transactional document type.
- Leave any document blank to keep using AdmCloud's standard format.
- Create new formats right from each field's link, without leaving the configuration flow.
- Review the audit log with the change history of this configuration (who changed it and when).
How the format is resolved when printing
When a user prints a document without specifying a particular format, AdmCloud looks up the format to use in this order:
- Format chosen at print time, if the user explicitly picks one.
- Format configured on the document's Subsidiary, if your company has subsidiaries enabled and that subsidiary has its own format assigned for that document type.
- Default format configured on this screen, at the company-wide level.
- If none of the above applies, AdmCloud's standard format for that document is used.
Key fields
| Group | Configurable document examples |
|---|---|
| Accounts Receivable | Credit Invoice, Cash Invoice, Historic Invoices, Credit Note, Debit Note, Cash Return, Cash Receipt, Customer Prepayment, Account Statement, Customer and Vendor Tax Withholdings, AR Movements. |
| CRM | Quote, Sales Order, Sales Order Account Statement, Pick List. |
| Accounts Payable | Quote Request, Purchase Order, Purchase Request, Vendor Bill, Vendor Prepayment, Bill Payment, Account Payment. |
| Inventory and Manufacturing | Reception (with and without costs), Dispatch, Location and Bin Transfer, Inventory Adjustment, Stock Allocation, Production Order, Production Build, Bill of Materials. |
| Service and Maintenance | Service Order, Service Contract, Work Order, Maintenance Order and Request. |
| Other | Employee Record, Employee Actions, Asset Record, Payroll Payment Slip, Trips. |
Validations when saving
- Every field is optional: you can save while leaving blank any document type you don't need to customize.
- Each field only lets you pick an existing Printing Format; if the format you're looking for isn't in the list, create it first on the Printing Formats screen.
- Every change is recorded in this screen's audit log, with the user and date of the change.
Availability and permissions
- Viewing and changing this screen requires the "Customization" permission in your user group.
- This printing format setting is available on every plan; it doesn't depend on an Enterprise module or an extra preference.
- There is an equivalent screen for the email template formats (used when sending documents by email), which does require an edition with the custom email formats feature enabled; that setting is documented separately.
Tips and common mistakes
If a document keeps printing with the standard format even though you already assigned one here, check whether your company has subsidiaries enabled and whether that subsidiary has its own format assigned for that document type: the subsidiary's format takes priority over this screen's.
Test the format before setting it as the default here. Generate the document by manually picking the new Printing Format, confirm it looks the way you expect, and only then assign it on this screen so it's used automatically.
You don't need to configure every field at once. You can assign default formats gradually, as you create each custom Printing Format.