Login | Sign up

Creating Posting Templates

Nicola Bootes

Overview

Posting Templates allow you to save and reuse commonly used transaction setups, improving efficiency and consistency when entering financial data.

Templates can be created and applied across multiple transaction types, including:

  • Ledgers
  • Add Purchase
  • Purchase Payments
  • Office Receipts
  • Office Payments
  • Client Receipts
  • Client Payments
Benefit: Reduces repetitive data entry and ensures consistency across transactions.

Creating a Posting Template

Posting Templates are created directly from within a transaction screen.

Steps to Create a Template

  1. Navigate to any supported transaction screen (e.g. Purchase, Payment, Ledger)
  2. Enter all required transaction details
  3. Click the Actions menu
  4. Select Create Template
  5. Enter a Template Name
  6. Click Save
A notification will briefly appear confirming the template has been saved successfully.
Template names must be unique. You cannot save multiple templates with the same name.

Applying a Posting Template

Templates can be applied when creating a new transaction.

Steps to Apply a Template

  1. Navigate to the relevant transaction screen
  2. Before entering any data, click the Actions menu
  3. Select Apply Template
  4. Choose the required template

The template data will automatically populate into the transaction.

You can apply multiple templates to a single transaction if required. You can still add, edit, or remove lines after applying a template.
Best Practice: Apply templates before entering data to avoid overwriting or duplicating entries.

Editing a Posting Template Name

Template names can be updated via Firm Settings.

Steps to Edit a Template

  1. Navigate to Settings → Firm Settings → Posting Templates
  2. Use the Filter to select the relevant template type (e.g. Payment, Purchase, Receipt)
  3. Locate the template
  4. Click the pencil icon
  5. Update the Template Name
  6. Click Save

Deleting a Posting Template 

Templates can be removed if no longer required.

Steps to Delete a Template

  1. Navigate to Settings → Firm Settings → Posting Templates
  2. Locate the relevant template
  3. Click the X icon next to the template
  4. Confirm deletion when prompted
A notification will briefly appear confirming successful deletion.

Updating Templates (Important Behaviour)

If you apply an existing template, modify the transaction, and attempt to save it using the same template name, the system will not overwrite the original template

System Behaviour: You will receive an error if a template with the same name already exists. Existing templates cannot be overwritten by saving from a transaction.

Tips & Best Practices

  • Always create templates from completed transactions to ensure accuracy
  • Apply templates before entering any data to avoid overwriting or duplication
  • Use clear and consistent naming conventions (e.g. “Office Payment – Rent”, “Client Receipt – Standard”)
  • Template names must be unique — duplicates are not allowed
  • Templates cannot be overwritten — if changes are required, create a new template instead

When updating a template:

  • Select Create Template from the Actions menu
  • Enter a new unique name
  • Save the new template
  • Delete the old template if no longer required
  • You can apply multiple templates to a single transaction if needed
  • You can still edit, add, or remove lines after applying templates
  • Regularly review and delete unused templates to keep the list manageable
  • Always review populated data before posting the transaction