7.5.3 Manage Optimization PDF preference

7.5.3 Manage Optimization PDF preference

To fully use the Optimization PDF functionality, customize the layout to meet your company's requirements.

Optimization PDF Preference does not support Portrait for version 2.175. Portrait functionality will be available in the subsequent release.

1. Create a new Optimization PDF Preference record

  • When creating a new Optimization PDF Preference: from the App Launcher, go to Optimization PDF Preferences and click on the New button.

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  • Then select the record type to determine the format for your PDF:

  1. "Landscape" or

  2. "Portrait".

Please avoid using the Portrait . It will be supported by subsequent version released after 2.175

2 Edit the PDF Design

You can modify an existing Optimization PDF Preference and change different aspects of the current design.

3 Landscape PDF

Explore the various features of customizing Landscape Optimization PDF, and look into its functionalities in detail below:

3.1 Standard Information

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Field Label

Function

Field Label

Function

Show Cover Letter

Check if you need the first cover page or not

Show Only Cover Letter

If checked only the first page of the PDF is created

Volume Discount Scale

Provide pricing information which shows on all PDFs: Enter volume discount scale(s) which are printed on your PDF if you offer those to all of your customers (You can store different version if using Legal Entities)

3.2 Layout Information

A new field Hide Non Optimized Campaign Items has been created for Optimization PDF Preference

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Column 1

Info

Optimization PDF Preference Name

Give your PDF setting a name

*Default Salesforce Name field

Logo file name

Displays the selected image file for your logo.

Logo

  1. Add your logo to your PDF (Max 100x200 px). Make sure to tick the checkbox Show Logo. Optionally you can also use the left header or right header image source

Show Gross Campaign Cost

Displays the Gross Amount on your PDF if checked.

Hide additional fees

If checked additional fees/surcharges are not printed on the summary page.

Hide Fax

Hides the Fax information of Contacts on your PDF

Show rounding note

If checked the label "RoundedValuesHelptext" will be displayed. 7.5.8 Rounding Issues

Left Header Image Source

Allows you to add your logo display along with the Logo of your customer, agency network or other. On the left 

Left Header Image only on first Page

Defines if Left Header Image is displayed on Cover Page/Cover Letter

Show Left Header Image on Proposal

Defines if Left Header Image is displayed by document type "Proposal"

Show Left Header Image OrderConfirmation

Defines if Left Header Image is displayed by document type "Order Confirmation"

Show Left Header Image on Cancellation

Defines if Left Header Image is displayed by document type "Cancellation"

Disable Page Break Before Text Blocks

If checked page breaks are disabled before text blocks

Show Signature Block Below Text Blocks

If checked the Text Blocks are shown according to their Sort Order beneath payment conditions and before signature block

Show Payment schedule

If checked, a payment schedule will show on your PDF. For more information on Payment Schedules, please read here.

Show Total Sales Price

If checked, the Sales Price column will be replaced by the total sales price. The Total Sales Price is calculated by the Sales Price and the Sales Price Surcharges.

Hide package header details on PDF

If you want to hide package header detail, please activate this checkbox.

Hide ad hoc Package Component Details

If you want to hide certain fields, please activate this checkbox and enter which fields you want to hide in the Hide Package Component Fields field.

Hide Package Component Details

(Columns with Fields not rows); By default, all package components are hidden, if you like to show package component details to your customers, set this directly in the Campaign Item (see 3.6 Packages for more information). If you then want to hide certain fields, please activate this checkbox and enter which fields you want to hide in the Hide Package Component Fields field.

Hide Info Table (Cover Letter)

Hide the info table on the cover page. For more information read this 7.5.1.4 Customize the Info Table for the PDF Cover Letter

Address Block (1st Page)

Address Block (1st Page) Defines who to send the cover letter to and which fields to use.

Show Contact's mailing address

If checked, the PDF will show the contacts mailing address instead of the accounts billing address
Make sure that your users use the contact wizard 4.2.7 Contact Wizard and Account Lookups~. Also check the following page 7.5.6 Configure Address Blocks and Contacts on PDF~.

Quantity Discount decimal places

The number of decimal places which will be displayed for the quantity discount. 

Agency Discount decimal places

The number of decimal places which will be displayed for the agency discount. 

Customer Discount decimal places

The number of decimal places which will be displayed for the customer discount

Special Discount decimal places

The number of decimal places which will be displayed for the customer discount

Active

Tick the checkbox to activate the layout. If you are not using Legal Entities only the ONE active settings record gets used for all PDF.

 Show Logo

Check this if you like to display the logo. Make sure you have selected an image by adding your logo.

Show Footer Html

Activates the footer html label which is referenced by the labels FooterHtml and FooterHtml_BA.

Hide Non Optimized Campaign Items

This will hide the original campaign items from the media campaign that are not changed during optimization

Hide Notes Box - always

Always hides the Notes Box below the table

Hide Notes Box - if empty

Only hides the Notes Box below the table if the description field is empty

Hide Box (Technical Specifications)

Hides the box with Technical Specifications.

Right Header Image Source

Allows you to add your logo display along with the Logo of your customer, agency network or other. On the right 

Show Signature Block on Proposal

Defines if the buyer signature block is displayed by document type "Proposal"

Show 2nd Signature Block on Proposal

Defines if the seller signature block is displayed by document type "Proposal"

Show Signature Block OrderConfirmation

Defines if the buyer signature block is displayed by document type "Order Confirmation"

Show 2nd Signature Block OrderConfirm

Defines if the seller signature block is displayed by document type "Order Confirmation"

Show Signature Block on Cancellation

Defines if the buyer signature block is displayed by document type "Cancellation"

Show 2nd Signature Block on Cancellation

Defines if the seller signature block is displayed by document type "Cancellation"

Hide Totals

If checked, the total amount calculations is not displayed, clients will only see a list of packages/components to select from.
If checked, the individual components contributing to the total calculation, such as gross amounts, discounts, and fees, are hidden

Show total discount only

If checked the offered discounts are added up and displayed as one sum. 

Show dates on Package Header

When this setting is activated, the Start and End Date of Ad Hoc Packages will be summarised in the Package Header on your PDF.

Hide ad hoc Package Components

When this setting is activated, ad hoc package components will be hidden on the PDF. Read more about this setting right here: 3.6.4 Ad Hoc Packages | id 3.6.4AdHocPackages HideComponentsonPDF

Hide Package Component Fields

In this list you can define which fields should be hidden for package components in the PDF. Please see the table below for more information. (Please note that the value in the fields will not display for components only, Package Header fields will still be populated.)

Info Table (Cover Letter)

If you don't hide the info table and you have enabled the cover letter use these fields to define what data is shown in the info table on the first page.

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Contact Information (2nd Page)

The four fields define the four columns

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Color Hex Code (Background)

Changes the color code of your table on the second page. Should only accept color in hexadecimal.

Color Hex Code (Table Header)

Changes the color code of your table headers on the second page. Should only accept color in hexadecimal.

3.3 Enable Multiple Currencies on PDFs

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Field Label

Function

Field Label

Function

Additional currencies to be show

Define the additional currencies to be shown on the PDF as per the fixed exchange rate. You can find more information on: 7.5.10 How to show multiple currencies on the PDFs?

Date for fixed exchanged rate

Please select the date which should determine the relevant exchange rate to be used. You can find more information on: 7.5.10 How to show multiple currencies on the PDFs?

3.4 Show Campaign Period and Show Item Period

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Field Label

Function

Field Label

Function

Show Campaign Period

Shows the start and end dates of the Media Campaign Period on the PDF

Show Item Period

Shows the accounting start and end dates for the specific campaign item on the PDF

3.5 PDF Font Sizes

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Field Label

Function

General Font Size

Size defined in this field will be set on all PDF, except below

Font Size My Address (Cover)

Size defined in this field will be set on PDF for Company address on the cover page

Font Size Tables (Cover)

Size defined in this field will be set on PDF for the tables on the cover page

Font Size Titles

Size defined in this field will be set on PDF for the titles and the salutation on the PDF

Font Size Postal Recipient (Cover)

Size defined in this field will be set on PDF for the postal recipient on the cover page

3.6 PDF Labels

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Field Label

Function

Field Label

Function

First Page Address Information

Link here to your custom label to configure the Footer on the cover letter.

Footer Full Size Data

Link here to your custom label if you are using a Full Size Footer on your PDF. 

Footer Middle Data

Link here to your custom label if you are splitting your Footer in Middle Data on your PDF. 

Footer Html Data

Link here to your HTML custom label if you are using a Full Size Footer on your PDF.
Full HTML Data will only work if you check the checkbox Show Footer Html under Standard Information section.

Quantity Discount Column

 Link here to your custom label to configure the Quantity Discount Column label in the price matrix

Customer Discount Column

Link here to your custom label to configure the Customer Discount Column label in the price matrix.

Agency Discount Column

Link here to your custom label to configure the Agency Discount Column label in the price matrix.

Special Discount Column

Link here to your custom label to configure the Special Discount Column label in the price matrix.

Technical Specifications

Link here to your custom label to configure the Technical Specifications label for your PDF.

Conditions of Payment

Link here to your custom label to configure the Conditions of Payment label for your PDF. Enter {hide} in the field when the label should be hidden.

Same Value (B1/N1) Sum Block

Link here to your custom label to configure the label to use when B1 = N1, or use existing custom labels.

General Salutation

Link here to your custom label to configure the General Salutation label for your PDF.

Footer Left Side Data

Link here to your custom label if you are splitting your Footer in Left Side Data on your PDF.

Footer Right Side Data

Link here to your custom label if you are splitting your Footer in Right Side Data on your PDF.

Quantity Discount Sum Block

Link here to your custom label to configure the Quantity Discount Column label  on the cover letter overview and summary block on last page.

Customer Discount Sum Block

Link here to your custom label to configure the Customer Discount Column label  on the cover letter overview and summary block on last page.

Agency Discount Sum Block

Link here to your custom label to configure the Agency Discount Column label  on the cover letter overview and summary block on last page.

Special Discount Sum Block

Link here to your custom label to configure the Special Discount Column label  on the cover letter overview and summary block on last page.

Delivery Advertising Medium

Link here to your custom label to configure the Delivery Advertising Medium label for your PDF.

Conditions of Payment Text

Link here to your custom label to configure the Conditions of Payment Text for your PDF. Enter {hide} in the field when the label should be hidden.

3.7 Field List for Package and/or ad hoc Package Components (Landscape only)

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To hide certain fields for package and/or ad hoc Package components they have to be entered as a line-separated list (see above). The fields need to be written like in the table below, to be recognized by the system. If you don't enter any fields in the list, the following default fields will always be hidden for package components (when the Hide Package Components Details checkbox is active):

  • Sales Price

  • Amount

  • Quantity Discount

  • Customer Discount

  • Agency Discount

  • Special Discount

  • Amount net

  • Agency Commission (%)

  • Amount net/net

  • additional fees

4 Custom Labels Billing & Accounting

For more instructions on changing custom labels on your Optimization PDF, please visit this Wiki page: 7.5.2.5 Configure Custom Labels on your PDF.

Only one Optimization PDF preference can be set active to be used as default. However, it can be overriden through the Optimization PDF preference field on the media campaign, Optimizing version or on Legal entity