Overview

Text templates are used to automatically populate the narration in various sections of the system, including:

• Client/Trust Payments and Receipts
• Office Payments and Receipts
• Purchases
• Work Items
• Discount lines for invoice

They help save time and ensure consistent wording across transactions.

Payment Reasons

Create a New Payment Reason:

1. Navigate to Settings → Firm Settings → Text Templates
2. Select Payment Reasons → New Text Template
3. Complete the form:
   • Location: choose from the drop-down
   • Shortcut Code: enter a shortcut code
   • Value: enter a description
4. Click Save.

Edit an Existing Payment Reason:

• Click the ellipsis (...) → Edit → make changes → Save.

You will find Text Templates under the heading of General.

Receipt Reasons

Create a New Receipt Reason:

1. Select Receipt Reasons → New Text Template.
2. Enter the following:
   • Location
   • Shortcut Code
   • Value (description)
3. Click Save.

Edit an Existing Receipt Reason:

• Click the ellipsis (...) → Edit → make changes → Save.

Purchase Reasons

Create a New Receipt Reason:

1. Select Purchase Reasons → New Text Template.
2. Fill in the details:
   • Location
   • Shortcut Code
   • Value (description)
3. Click Save.

Edit an Existing Purchase Reason:

• Click the ellipsis (...) → Edit → make changes → Save.

Work Item Narrations

Create a New Work Item Narration:

1. Select Work Item Narrations → New Text Template.
2. Fill in the details:
   • Location
   • Shortcut Code
   • Value (description)
3. Click Save.

Edit an Existing Work Item Narration:

• Click the ellipsis (...) → Edit → make changes → Save.

To use work item narrations in invoices, see: Create & Edit Invoices

Discount Reasons

Create a Discount Reason:

1. Select  Discount Reasons → New Text Template.
2. Fill in the details:
   • Location
   • Shortcut Code
   • Value (description)
3. Click Save.

Edit an Existing Discount Reason:

• Click the ellipsis (...) → Edit → make changes → Save.

Notes for All Templates:

• Location: Determines where the template is available.
• Shortcut Code: Use a short, memorable code to insert the template quickly.
• Value: The actual text that will appear in the transaction.
• Ellipsis (...) Menu: Always use this to edit or delete templates.

Tips & Best Practices

Follow these tips to get the most out of your Text Templates and keep your data consistent and easy to use. 

Use Clear and Consistent Shortcut Codes

• Create shortcut codes that are easy to remember and understand.
  (Example: DISC10 for 10% discount, TRFEE for trust fees).
• Avoid using similar codes that could cause confusion.

Standardise Your Descriptions

• Use consistent wording and formatting across all templates.
• This helps ensure invoices, receipts, and reports look professional and uniform.
  

Review Templates Regularly

• Periodically check your templates for outdated or unused entries.
• Remove or update templates that are no longer relevant

Set Locations Carefully

• Make sure each template is assigned to the correct Location.
• Incorrect locations may prevent templates from appearing when needed.

Avoid Duplicate Templates

• Before creating a new template, check if a similar one already exists.
• This helps prevent clutter and user confusion.

Keep Narrations Short and Meaningful

• Use clear, concise descriptions that explain the purpose of the transaction.
• Avoid unnecessary abbreviations unless they are commonly understood.