Creating Text Templates
Overview
Text templates automatically populate narration in various sections of the system, saving time and ensuring consistent wording.
Templates can be used for:
- Client/Trust Payments and Receipts
- Office Payments and Receipts
- Purchases
- Time Entries
- Discount lines for invoices
Template Types
| Template Type | Create | Edit |
|---|---|---|
| Payment Reasons | Settings → Firm Settings → Text Templates → Payment Reasons → New Text Template → Fill Location, Shortcut Code, Value → Save | Click ellipsis (...) → Edit → make changes → Save |
| Receipt Reasons | Settings → Firm Settings → Text Templates → Receipt Reasons → New Text Template → Fill Location, Shortcut Code, Value → Save | Click ellipsis (...) → Edit → make changes → Save |
| Purchase Reasons | Settings → Firm Settings → Text Templates → Purchase Reasons → New Text Template → Fill Location, Shortcut Code, Value → Save | Click ellipsis (...) → Edit → make changes → Save |
| Time Entry Narrations | Settings → Firm Settings → Text Templates → Time Entry Narrations → New Text Template → Fill Location, Shortcut Code, Value → Save | Click ellipsis (...) → Edit → make changes → Save |
| Discount Reasons | Settings → Firm Settings → Text Templates → Discount Reasons → New Text Template → Fill Location, Shortcut Code, Value → Save | Click ellipsis (...) → Edit → make changes → Save |
Notes for all Templates
- Location: Determines where the template is available
- Shortcut Code: Use a short, memorable code for quick insertion
- Value: The text that appears in the transaction
- Ellipsis (...) Menu: Always use to edit or delete templates
Tips & Best Practices
- Use Clear Shortcut Codes: Easy to remember, avoid similar codes. (Example: DISC10, TRFEE)
- Standardise Descriptions: Consistent wording and formatting across templates.
- Review Regularly: Remove or update outdated or unused templates.
- Set Locations Carefully: Incorrect locations may prevent templates from appearing.
- Avoid Duplicates: Check before creating new templates to prevent clutter.
- Keep Narrations Concise: Clear, meaningful descriptions; avoid unnecessary abbreviations.