Word to PDF Purchase Orders

Overview

Word to PDF PO Templates use Microsoft Word documents to control the layout, branding, and data displayed in Purchase Order PDFs. After a template is configured, it can be selected through the Print to PDF action on any Purchase Order. The system automatically populates template placeholders with the corresponding Purchase Order information when generating the PDF.

Word to PDF PO Templates

First, create and configure Microsoft Word templates that define the content of generated Purchase Order PDFs.

Default PO Template

Sellercloud offers a Default PO template that is compatible with Word to PDF and can be customized to meet your requirements.

Create Custom PO Template

To create a Custom Template fit for your business needs, follow the Word to PDF formatting rules below.

Formatting Restrictions

• Format all tables, rows, and cells only using styles. For example, pressing the space key to create a tab indent will not produce a proper tab.

• Headers and footers must be properly applied. For example, placing header text at the top of the document will not work properly. Instead, use Word’s Insert Header&Footer function.

• If you want to create a custom template from an existing one (either from a default template or a custom one), do not copy/paste the template’s contents into a new Word file. This will automatically add placeholders in all the new template tables. Instead, use MS Word’s Save As function to save the default template as a new file with a unique name.

• Do not use drawing canvases. Tables and images must be placed directly into the document, not inside a drawing canvas.

• Do not manually apply shading to individual rows. If you want alternate shading in the table rows, apply a table style to the table.

• Do not add extra line breaks in tables.

Purchase Order Items Table

• The POItemsTable shown below contains the PO items' information and pricing. This table must have only 1 row that contains your desired product placeholders. The Word to PDF feature will automatically insert a separate row for each of your order items.

• The POItemsTable must be its own separate table - do not add any additional rows to this table for placeholders like SubTotal, Discount, Tax, etc. Instead, put those placeholders into a separate, multi-row table. This is required because those are for order-level data, not item-level data.

• POItemsTable must be in the Title field of the Table Properties' Alt Text tab (select the table and right-click to choose Table Properties).

• Do not add anything besides POItemsTable in the Title of your table.

• You can only have one POItemsTable in your template.
  
  

Template Placeholders

Sellercloud uses Placeholders to populate your template with the required PO, vendor, and item information when generating a PO PDF. Once your Word document is formatted correctly, you can insert placeholders into their appropriate locations, following the guidelines below:

• Any purchase order item field can be used as an item-level placeholder.

• Any vendor property can be referenced with #?Vendor_<PropertyName>?#.

• Product custom columns can be referenced with #?CCProduct_<ColumnName>?#.

The tables below describe all PO-level and item-level placeholders. Enter these placeholders exactly as shown.

PO-Level Placeholders

Placeholder	Description
#?CreatedOn?#	Purchase Order Creation Date
#?CreatedBy?#	Purchase Order Creator
#?BillToAddress?#	Bill-To Address
#?CancelByDate?#	Cancel-By Date
#?InvoiceDate?#	Invoice Date
#?DateOrdered?#	Order Date
#?RequestedOn?#	Requested Date
#?POType?#	Purchase Order Type
#?Memo?#	Memo
#?VendorInvoiceNumber?#	Vendor Invoice Number
#?ShipToAddress?#	Full Ship-To Address
#?TrackingNumber?#	Tracking Number
#?ShippingCarrier?#	Shipping Carrier
#?ShippingService?#	Shipping Service
#?ShippingInstructions?#	Shipping Instructions
#?PaymentTermName?#	Payment Terms
#?PurchaseTitle?#	Purchase Title
#?POSubTotal?#	PO Subtotal
#?DiscountTotal?#	Total Discount
#?OrderTotal?#	Order Total
#?TaxTotal?#	Tax Total
#?ShippingTotal?#	Shipping Total
#?ShippingTotalThirdParty?#	Third-Party Shipping Total
#?GrandTotal?#	Grand Total
#?TotalPaid?#	Total Paid
#?TotalQuantity?#	Total Quantity
#?TotalQuantityReceived?#	Total Quantity Received
#?TotalQuantityNotReceived?#	Total Quantity Not Received
#?Vendor_<PropertyName>?#	Any vendor field
#?VendorAddress?#	Full Vendor Address
#?VendorAddress_<FieldName>?#	Individual Vendor Address field
#?ShipToAddress_<FieldName>?#	Individual Ship-To Address field

Item-Level Placeholders

Placeholder	Description
#?ID?#	Purchase Order Item ID
#?ProductID?#	SKU
#?ProductName?#	Product Name
#?QtyOrdered?#	Quantity Ordered
#?CaseQtyOrdered?#	Case Quantity Ordered
#?QtyReceived?#	Quantity Received
#?UnitPrice?#	Unit Price
#?CostPerCase?#	Case Price
#?POItemNotes?#	PO Item Notes
#?ExpectedDeliveryDate?#	Expected Delivery Date (PO Item)
#?QtyPerCase?#	Quantity per Case
#?DiscountValue?#	Discount
#?AdjustedPrice?#	Adjusted Price
#?Total?#	Line Total
#?LocationNotes?#	Location Notes
#?UPC?#	UPC
#?ManufacturerSKU?#	Manufacturer SKU
#?ProductImage?#	Product Image
#?DescriptionDefaultImage?#	Default Product Image
#?VendorSKU?#	Vendor SKU
#?ProductShortDescription?#	Product Short Description
#?ProductMasterSKU?#	Product Master SKU
#?FNSKU?#	FNSKU
#?ASIN?#	ASIN
#?CountryOfOrigin?#	Country of Origin
#?WeightKG?#	Weight (kg)
#?WeightGrams?#	Weight (g)
#?PackageWeightKG?#	Package Weight (kg)
#?PackageWeightGrams?#	Package Weight (g)
#?CCProduct_<ColumnName>?#	Product Custom Column
#?SkuBarCode?#	SKU Barcode
#?UpcBarCode?#	UPC Barcode

PO Template Profiles

After creating or customizing a Word to PDF compatible PO template, create a PO Template Profile and upload the template file. The profile can then be used to generate PO PDFs.

Create Template Profiles

To create a PO Template Profile:

1. Navigate to Settings > Mapping Tools > Word to PDF Profiles.

2. Click the + icon.
   

3. Select PO Invoice Template in the Profile Type field.

4. Enter a Profile Name.

5. Click Choose File and upload your Microsoft Word (.docx) template.

6. Click Save.
   

The profile will appear in the grid and can be selected when generating Purchase Order PDFs.

Modify Template Profiles

To update a profile, download the existing file, make the required changes, and upload the new template. To delete a profile, click its trash can icon.

Print to PDF

Once a PO Template Profile has been configured, you can use it to generate Purchase Order PDFs.

1. Navigate to Purchasing > Purchase Orders and find the required Purchase Order.

2. From the Actions menu, select Print to PDF.
   

3. Select the desired PO Template profile from the Export Format dropdown.

4. Click Print to generate the PDF.
   

Related Settings

Refer to the table below for descriptions of the available Client Settings used to customize your Word to PDF PO documents.

Setting	Description
Include Discount Column For Multi Discount PO Print To PDF With Discount	Adds a Discount column when printing PO PDFs with multiple discounts applied.
Print PO To PDF: Always Print ProductID Instead Of Vendor SKU	Controls whether the PDF displays the Product ID or Vendor SKU in the Item No. column. When enabled, it prints the Product ID; when disabled, it prints the Vendor SKU, if available.
Stop Printing Splitted From PO Numbers In PO PDF Prints	Prevents source Purchase Order numbers from displaying when the PO is generated from a split Purchase Order.
PO PDF Date Format	Defines the date format used in printed Purchase Order PDFs.
Print PO PDF Message	Displays a custom message, terms and conditions, or vendor-specific notes on PO PDFs.
Show UPC In PO PDF	Includes the product UPC in the PO PDF output.